Tackling printer connection issues can be downright frustrating. They waste your time, distract you during important meetings, or delay a client presentation. They create unreasonable stress in your workday.
The worst part is that they happen without any explanation. Your printer worked fine yesterday, but today it won’t connect to your computer. Your guess is as good as anyone’s whether it is software, hardware, or networking issues.
The sad reality is that most people give up and don’t know what to do with printer connection problems. Tech support takes forever, there is conflicting advice from online forums, and the manufacturer’s manual can be challenging to interpret.
The good news is that most printer connection problems have relatively simple solutions. You don’t need a degree in technology; you need guidance on how to address your printer connection needs.
This complete guide will walk you through how to fix printer connection issues step by step. Each recommendation is thoroughly vetted and effective. You can quickly address your printer connection problems and get back to work.
Frequent Reasons for Printer Connectivity Issues
Understanding the causes of printer disconnections generally aids in troubleshooting/diagnosing printer issues. Each reason has its own unique method for troubleshooting/diagnosing/fixing to get the printer working again.
Printer disconnections fall into four categories: hardware, software, network, and configuration issues. Identifying which category is causing the printer issues will save you time and frustration. Below, you will find the symptoms and triggers for all possible causes. They will help you correctly diagnose the damage before proceeding with any repair.
Hardware Issues
• Cables and Ports: Connectivity problems may arise from damaged or loose wires. Any broken, frayed, or bent USB pins will affect electrical contact. Power spikes (surges) will also damage ports.
• Distance & Placement: Printers that are 30 feet or more from your router or are obstructed by thick walls may lose their internet connection. It is always best to keep printers in an open area for reliable performance.
• Internal Components: A faulty power supply or motherboard, or an issue with either port, can cause connectivity issues.
Software/Security Issues
• Driver Issues: An old or corrupted driver can block communication, so be sure to install the latest version.
• Driver Conflicts: If you have too many printer drivers, some (probably several) may be competing to consume your system’s (memory) resources. The oldest drivers should be removed.
• OS Compatibility: If the OS you are using updates its drivers, the old drivers might not work. Thus, you will be prompted to reinstall or update them after just updating your OS.
• Security Issues: Your firewall or security application may automatically block other devices from accessing your printer. In this case, you will need to allow your device access.
Network Issues
• Not Enough Resources: If a system lacks sufficient RAM or hard-disk read capacity, it may slow overall printing speed or even stop altogether. Be sure to keep other programs closed while printing.
• Signal Strength: You may not have enough signal from the system, either due to too much distance or too thick walls. So ensure your printer is closer to the router to improve signal strength and reduce interruptions.
• Interference Devices: Another device might be using a frequency that is interfering with the wireless printer signal. Move your printer and/or switch to a less busy frequency if needed.
• Suitability for Transfer: The printer’s settings may not have transferred to its new location. i.e., password changes, IP addresses changed, and not connected.
• Firmware Issues: Your router may have a firmware bug, be too hot, or be handling too many devices at once. We recommend moving the printer and/or upgrading the router.
Configuration Issues
• Incorrect Configurations: Identifying incorrect network type or port configuration to get back online.
• Power Management: Sleep modes and USB power-saving settings may cause devices to disconnect.
• Print Queues: Jammed, stalled, or corrupted print tasks must be resolved before subsequent requests can be processed.
• Default Printer Mix-ups: Ensure the printer is set as your default to avoid confusion.
What are the Troubleshooting Steps for Printer Connectivity Issues?
Troubleshooting is a straightforward process: you start with simple checks and then move on to more complex recommendations.
1. Simple Checks
The simple recommendation is to check the physical connections. Ensure the cables are plugged in firmly. Check that your printing device has a power source and is powered on.
2. Using System Tools
The Windows operating system has built-in system scan tools that are run to troubleshoot problems. These tools automatically scan for issues while attempting to fix them without manual intervention.
3. Check Printers Icon
Ensure your printer’s drivers are up to date. Often, an outdated printer driver will create many issues when trying to connect to a printer. Most printer manufacturers maintain an updated version of the printer driver on their website.
4. Testing Your Internet Connection
If connection issues persist, test your internet connection on other devices such as laptops, phones, or tablets. This will confirm if your internet connection is working correctly. If your printer is wireless, move it closer to your wireless router to improve the signal strength.
Repairing Printer Connectivity Issues
The following provides validated solutions for correcting printer connectivity problems. Please try the recommendations below for the best possible outcome. They are organized in increasing order of complexity, beginning with the simplest.
Basic steps, like power-cycling your devices, should work in most cases. The instructions use simple, direct language so that anyone can follow them. Most of the simple ones can be completed in 5 to 10 minutes.
Recommendation 1: Power Cycle Your Printer And Computer
• Try A Power Cycle For Your Printer
Use the physical power button to turn it off completely. Do not use sleep or standby options. Unplug the printer from the power outlet. Now you have turned the printer off completely. Please wait 30 seconds after unplugging the printer before plugging it back into the wall socket. Power cycling the printer can clear temporary cache issues in its memory.
While you wait 30 seconds, the printer’s capacitors can fully discharge. This removes any residual current that can prevent poor settings from clearing. When the printer is powered back up, it effectively loads a new set of default settings.
• Power Cycle your Computer
This will clear and refresh any processes that were running before. Restarting your computer can help clear all system connections. It can also terminate any stuck background processes. After the power cycle, both your printer and computer can communicate during the initial setup.
Restart all active programs before restarting. Save any work you are working on to avoid losing data, and restarting clears temporary files that could prevent the printer from communicating.
• Router Restart for Network Printers
If your printer is wireless, please do the same restart process with your router. Unplug the router’s power supply and wait 30 seconds before plugging it back in. Restarting your router can help resolve network issues and clear any IP conflicts. Turn your router on first, then the printer, and then your computer.
Recommendation 2: Check Physical Connections
• Cable Inspection
Check USB cables for cracks or exposed wiring. At a minimum, worn or frayed wires should be replaced before they cause a short circuit. Please make sure all cables are unplugged, then plug them back in to verify contact.
If you have an extra cable, try that as well to confirm if the prior one might be defective. They wear and tear from the bending back and forth over time. Other reasons to grab a high-quality shielded cable include preventing EMI (electromagnetic interference).
• Port Cleaning
Compressed air will work best to clean out the cable ports. Dust can sometimes build up, interfering with a proper connection between metal contacts. You can maintain and do short sprays.
Please do not insert anything into the ports to clean them; doing so risks bending the pins and causing permanent damage. If needed, use a cotton swab soaked in isopropyl alcohol for stubborn dirt.
• Direct Connection
Plug the cable directly into your computer and not through USB hubs. The latter distributes power across all connected devices. When using your printer, it needs a proper power supply to operate reliably.
Use your rear USB ports on your desktop computer—this may be your LAN port—rather than front panel USB ports. They are routed off the front panel without a proper power supply. These USB ports connect directly to the motherboard, providing a reliable power supply and better performance.
Recommendation 3: Verify Wireless Settings
• Confirm Network Connection
Make sure your printer is connected to the correct network name. You can confirm this on your printer’s display panel or in the settings menu directly on the display panel. Most homes have multiple networks to connect; two frequency bands are typically given names like 2.4 GHz or 5 GHz.
Print a network configuration page. This will confirm the exact network name and the printer’s IP address. Once completed, match the network name and the IP address to that of the computer.
• Wi-Fi Password Entry Confirmed
If you still have connection issues with your printer, re-enter your Wi-Fi password from scratch. This also means checking and correcting if your password was entered correctly. It will yield benefits since they typically include case sensitivity and special characters.
The ability to delete the saved network on the printer first allows the search for networks to discover the network connections fresh on both devices. If not, you may have corrupted data from password entry.
• Reducing Interference
Keep any electronic devices away from your printer. Microwaves and cordless telephones operate on the 2.4 GHz band. Thus, your printer may become cluttered with interference. Baby monitors and Bluetooth speakers can also interfere with signals to your printer.
For the best signal reception, place your printer as close to the router as possible, ideally within 10 feet. Also, check for any barriers that may be obstructing the signal, such as walls or metal file cabinets. Elevate the printer off the floor to help with the signal.
• Using Different Network Bands
You can select between the 2.4 GHz and 5 GHz network bands to see if that changes the connectivity issue. The upside of the 2.4 GHz band is its better range, but it also suffers from more interference. At the same time, the 5 GHz band is faster over short distances but not over long distances, so it may be slower during travel.
Check your printer’s specifications to find the frequencies it supports. Some older printers may only operate on a 2.4 GHz network band.
Recommendation 4: Update Printer Drivers
• Updating the Driver on Windows
To do this, right-click on the Start button on your computer and find a File Explorer window. Go to Device Manager, and then the printer under “Print queues” or “Printers.” Right-click, then select “Update Driver” from the list at the top.
Let Windows automatically search for updates through Windows Update. If nothing appears after completion, please check the manufacturer’s website for your printer to see whether Windows’ installed printer drivers are up to date. If the OS indicates it’s up to date, follow the recommendation below.
• Updating Drivers via Manufacturer’s Website
Visit the manufacturer if Windows did not detect any printer drivers. Just like before, check the manufacturer’s support/downloads section. Be sure to enter your exact printer model number as indicated on the printer itself.
Download the driver for your specific operating system version. For example, Windows 10 drivers may not work correctly with Windows 11—64-bit or 32-bit, depending on your OS version.
• Clean Driver Installation
Make sure you have uninstalled the existing driver completely before installing the new driver. Go to Settings, click Devices and Printers, then select Printers and Scanners. Remove the printer, then delete all files related to it.
Before installing the new driver package, we recommend restarting the computer. Restarting will ensure your old driver is flushed from memory before you install your new driver. Run the downloaded driver installer as an Administrator.
• Driver Roll Back Option
If the newer driver is causing a problem, you can roll back to the prior version. In Device Manager, right-click your printer, select Properties, click the Driver tab, and select “Roll Back Driver.”
Recommendation 5: Run The Windows Troubleshooter
• Access the Troubleshooter
Type “Printers” in the Windows search box on your taskbar. When the results appear, select “Printers & scanners” from the settings, then click “Run the troubleshooter” on the right of the window.
You can also find the troubleshooting option in the settings. Click Settings > Update & Security > Troubleshoot, then select “Printer” from the list of troubleshooters.
• Diagnosis
Follow the instructions on the screen carefully and do not skip any steps. The tool will automatically detect and fix common printer issues. The tool will check the driver’s status, the connection type, and whether the service is running.
Wait to see if the process finishes before testing your printer. Keep in mind the troubleshooter takes several minutes to run. When the process is complete, it will generate a detailed report for your review.
• Follow through on Recommendations
Follow through on the recommendations in the troubleshooter. It can have you do something, like update your drivers or change your settings. You will also need to grant administrator permissions.
If the troubleshooter cannot resolve your issue, write down the error codes shown and look them up online to find a possible fix.
Recommendation 6: Restart The Print Spooler Service
• Accessing Service
Go to search and type “services” into the search box on your Windows taskbar and select the Services app from the results. You will need to scroll through the alphanumeric list of services until you find “Print Spooler”.
Alternatively, you could press Win + R, type “services.msc” and hit enter to have the services window open directly.
• Restart the Service
Right-click on the Print Spooler and left-click “Restart”. The restart clears any stuck print tasks and prevents you from making a new connection. Expect the service to restart in 10-15 seconds.
If the “Restart” function is grayed out, check the startup type to see if it is set to Automatic. Change it to Automatic if it is set to something else, and start the service again.
• Manually Clearing the Spooler Files
If you are still having problems, you will need to stop the Print Spooler service first. Navigate to C:\Windows\System32\spool\PRINTERS. Delete all files in this folder.
These files are corrupted print tasks. Restart the Print Spooler service after deleting them. After the service resumes, check your printer.
• Set to Automatic Startup
Make sure Print Spooler starts automatically with your version of Windows. Open the service’s Properties by double-clicking the service name. Change the Startup Type to “Automatic”. This should prevent connection issues later on that might involve the Print Spooler service.
Recommendation 7: Remove And Re-Add Your Printer
• Remove Printer
Navigate to the Settings app, then choose “Devices” or “Bluetooth & devices”. Click “Printers & Scanners” in the menu on the left side. Select the printer causing issues from the menu. Select “Remove” or “Remove device”.
A prompt will ask if you really want to remove the printer. Click “Yes”. This will delete all printer configuration data and may take a moment. Wait for the removal to finish.
• Clean Registry Entries (Advanced)
For complete removal of the printer, we recommend using the manufacturer’s uninstall feature. These functions completely remove registry identifier(s) and entries that would otherwise linger because Windows is not fully capable of removing them.
You can find the uninstall option on the manufacturer’s website or contact them directly. Run it with raised administrator rights and restart the computer thereafter.
• Re-add Your Printer
After your printer was removed, select “Add a printer or scanner”. Wait for Windows to detect your printer automatically. This process can take 30-60 seconds.
• Reconnecting Your Printer
Select your printer from the list, then click “Add Device” to reconnect. Reinstall the printer drivers and configure the printer settings. To confirm that your connection is still working, print a test page.
• Manual Installation
If Windows does not detect your printer automatically, click “The printer that I want isn’t listed” and manually add it. If you have a network printer, type the printer’s IP address. If you have a USB printer, select the appropriate port.
Windows will guide you through a wizard to manually install the printer driver. Presumably, you will need to select the printer manufacturer and model from the drop-down lists.
Recommendation 8: Successful Connection With Updated Firmware
• Find Firmware Updates
Go to your printer manufacturer’s website and locate the printer support section. Look in the downloads section for firmware updates. Download the latest firmware according to your printer’s model number.
Some firmware updates specifically mention connectivity fixes. Check the release notes to see if this update resolves your earlier issues. Be sure the new firmware version is greater than the currently installed version on the printer.
• Preparation for the Update
Make sure your printer is connected via USB while updating its firmware. A wired connection is generally more stable than a wireless connection.
Load the printer with paper, then close all applications running on the computer. Temporarily turn off your antivirus software during installation.
• Installation Process
Please follow the installation instructions carefully included in the download. Firmware updates resolve compatibility issues with newer operating systems. Please do not turn off your printer while the firmware is being installed.
The firmware update will take approximately 5 to 15 minutes to install. Your printer will restart several times during the installation. Please do not disconnect any cables or power down the printer while the update is in process.
• Verify Firmware Update
Once the update has been applied, print a configuration page. Make sure the firmware version matches the one you installed. Try all connection variations to confirm that the printer works correctly.
Recommendation 9: Check Your Firewall And Antivirus Settings
• Open Security Settings
Open the security settings page for your firewall or antivirus software. Review the activity log for blocked apps or devices, find your printer, and allow it. Specifically check Windows Defender Firewall settings by going to Control Panel > System and Security > Windows Defender Firewall.
• Create Exceptions for Your Printer
Add exceptions for any printer apps and ports. This is because your firewall security may have blocked communication with your printer. Specifically, add exceptions for ports 9100, 515, and 631 that many printers use. Please make sure both incoming and outgoing connections are allowed. Once you’ve adjusted your firewall rules, please try to connect again.
• Third-Party Security Software
Temporarily turn off third-party antivirus software to see if it blocks connections. If printing works when security is disabled, add permanent threats and exclusions. Check your printer manual for instructions.
Some security software packages require the IP addresses of printing devices to be allowed. Confirm your printer’s IP is listed in the device trust section.
• Network Profile Settings
Ensure your network is set to private, not public. Public network profiles will have stricter firewall rules. Settings > Network & Internet; this is where you change profile type. Private networks enable easier device discovery and communication.
Recommendation 10: Assign A Static IP Address
• Access your Router Settings
To access your router, find the IP address on the bottom or back of your router, or search Google for your router model. It’s usually either 192.168.1.1 or 192.168.0.1. Enter the IP address into a web browser. Log in with your administrator username and password.
Locate your printer in connected devices or DHCP clients. Write down the current IP address and MAC address.
• Reserve an IP Address
Reserve a static IP address for your printer in the DHCP settings. This ensures the IP address will not conflict with other devices and cause a printing connection issue. When creating an IP reservation, use an IP Address outside of the DHCP pool range.
Your printer will always have the same network address. Other devices will not obtain the same IP address.
• Configure Printer
Access your print device’s network settings through the print device control panel. Change from DHCP to static IP configuration. You will need to enter the reserved IP address, subnet mask, and gateway IP address.
The subnet mask is usually 255.255.255.0, and your gateway is the same as your router’s IP address. You can enter your router’s IP address in the DNS server IP address.
• Testing and Verification
Reconnect the print device after saving the new IP settings. Also, update the printer’s connection to the computer to use the static IP. Print a test page to ensure the connection is working. You can also verify the connection by pinging the printer’s IP address using Command Prompt. Type “ping [IP address]” to check for responses.
How Can We Prevent The Issue?
Saving time and frustration is almost always worth doing for your printers. The following are suggestions for preventing the problem from returning.
1. Regular Maintenance
Follow regular printer maintenance by updating printer drivers every few months. Then check the manufacturer’s website for new driver releases and add firmware updates as they are available.
Additionally, regularly clean your printer to avoid hardware-related issues. All hardware will wear out sooner or later. Be sure to replace any worn cords before they fail or cause trouble. In general, dust will accumulate on internal components, causing damage over time.
2. Network Optimization
Position your printer in an area with reasonable open space and Wi-Fi coverage. Avoid placing print devices close to metal, walls, or thick barriers. If the print device is relatively far from the router, consider using a Wi-Fi extender to improve the connection and boost the signal in larger areas.
Choose less-populated Wi-Fi channels for your router. Limit network traffic during printing priority sessions. Don’t forget to check that your router firmware is up to date to ensure reliability.
3. Smart Configurations
Turn off any unnecessary sleep mode features that might interrupt task sending. Enable wake-on-the-wireless functions. Set a default printer in your Windows settings.
Keep a record of your network user names. This will circumvent any difficulty connecting in the event of an issue. Keep a record of your printer shortcuts, preferences, and settings for a backup.
4. Proactive Maintenance
Each week, check the printer’s connection. Run a test page to confirm it ran and the printer is working. Review the printer status in the settings often.
Please make note of error messages and resolve them immediately. Minor issues will compound, and you will end up with a significant problem. Record the times you experience the same issues to identify patterns.
5. Professional Support
Reach out to the manufacturer of your printer for any issues they can help you solve. They will have specialized support for their specific printer. If the task is mission-critical, consider an IT service for assistance.
Understand your warranty coverage and register your printer. Registered devices may get better tech support from the manufacturer. Consider signing up for a forum to see how things were related through the community.
Network Digital: Where Reliable Printing Meets Unmatched Service
Printer connectivity issues are common and easily resolvable. More often than not, loose cables, outdated printer drivers, or conflicting IP addresses on the network are the underlying problem. When troubleshooting efforts repeatedly fail, aging hardware could be the real underlying culprit. Outdated technology does not mesh well with modern networks.
Stop fighting the never-ending cycle of printer connectivity error messages! Network Digital provides office printing recommendations that will work from day one! With over 40 years of experience, we provide hard-earned, proven expertise to our clients. Our services have been recognized as an ELITE Dealer and a TOP 100 Dealership by ENX Magazine.
Call Network Digital at (973) 882 -3000 for a free consultation. Let one of our experts analyze your needs and recommend the best printing for your organization.
If you would like to learn more about fixing and preventing one of the common performance issues that may exist in your printers, please read our ultimate guide to why your printer keeps going offline. There you will find proven fixes, without getting derailed by the other distractions that could cost you time, sanity, or deadlines!
