Printer Not Printing? A Step-by-Step Troubleshooting Guide

When this guide applies

• You send a document to print and nothing comes out, with or without an error message.
• Jobs appear in the print queue but never finish.
• The printer’s screen or buttons do not respond, or it seems stuck on a message.
• Only one computer or app cannot print, while others can.

Possible causes

An error on the printer

Out of paper, empty ink or toner, a paper jam or an open cover will stop printing until it is cleared.

A stuck print queue

One failed job can block every job sent after it.

Wrong printer selected

The app is sending the job to a different printer, a PDF writer, or an old copy of your printer.

Connection problem

The cable, Wi-Fi or network link between the computer and printer is not working.

Driver or software problem

A missing, outdated or corrupted driver, or a problem in the specific app you are printing from.

The printer is frozen

The printer’s own software has locked up and needs a full restart.

1. Narrow down where the problem is

This one test splits the problem in half and tells you which sections below to focus on.

1. Print a test or report page from the printer itself

   Most printers can print a status, configuration or test page from their own control panel, without a computer. Look in menus such as Reports, Setup, Tools or Maintenance; the name and location vary by model, so check the manual if you cannot find it.

2. Read the result

   If the test page prints, the printer’s hardware is working and the problem is the connection or the computer: go to sections 3 and 4. If it does not print, or the printer does not respond at all, start with section 2.

2. Check the printer for errors

1. Read the screen or warning lights

   Note any message or flashing light. Common ones relate to paper, ink or toner, jams and open covers. A flashing light pattern often has a specific meaning listed in the manual.

2. Check paper

   Make sure the tray you are printing to has paper, the paper guides touch the edges of the stack without squeezing it, and the tray is pushed fully in. If a jam is reported, follow our paper jam guide.

3. Check ink or toner

   Many printers refuse to print when a cartridge is empty, missing or not recognised. Check the ink or toner levels on the printer’s screen or in its companion software, and reseat any cartridge the printer reports as a problem.

4. Close every door and cover

   Printers have sensors on their access doors. Open and firmly close each cover, including any rear access panel.

3. If the printer is not responding

A printer that ignores button presses, stays stuck on one screen, or does not react to any print job has usually frozen. A full restart clears most of these situations.

1. Restart the printer with its power button

   Press and hold the power button until it switches off. Wait about 30 seconds, then switch it on and wait until it has finished starting up.

2. Do a power reset if the button does nothing

   If the printer will not switch off, unplug the power cable from the wall socket, wait a minute, then plug it straight back into the wall rather than an extension lead or surge protector, and switch it on. Use this only when the button does not work, because a normal shutdown lets the printer protect its printhead.

3. Restart the computer and router too

   If the printer now responds to its own buttons but still ignores jobs, restart the computer. For a wireless printer, restarting the router can also help. Then try a single short test print.

4. Persistent error codes

   If the printer shows the same error code every time it starts, write the code down and look it up in the manual or on the manufacturer’s official support website. Recurring hardware errors are not usually something to fix yourself.

4. Check the computer and print queue

1. Confirm the right printer is selected

   In the app’s print dialog, check the printer name carefully. Windows may have several entries for one printer (for example a fax entry or “Copy 1”), and “Microsoft Print to PDF” or “Save as PDF” will create a file instead of printing.

2. Clear the print queue

   Windows: Settings → Bluetooth & devices (Windows 10: Devices) → Printers & scanners → your printer → open the queue and cancel all jobs. macOS: System Settings → Printers & Scanners → your printer → Printer Queue, then delete the jobs and resume the queue if it is paused.

3. Try another app or document

   Print a simple text file or web page. If that works, the problem is with the original document or app; try saving it as a PDF and printing the PDF.

4. Check the connection

   For USB printers, try another port and a direct connection rather than a hub. For network printers, make sure the computer and printer are on the same network. Our guide to wireless printer connection problems covers this in detail.

5. Remove and reinstall the printer

1. Remove the printer from the computer

   In Printers & scanners (Windows) or Printers & Scanners (macOS), select the printer and remove it.

2. Add it again

   Follow our guide on how to add a printer to a computer. Windows and macOS can often install a suitable driver automatically.

3. Use the official driver if needed

   If the automatic driver does not work, or you need features such as scanning, get the driver or software from the manufacturer’s official website or official app store only. Avoid third-party “driver download” sites.

If it still isn’t working

Print from another device. If a phone or a second computer can print, the printer is working and the problem is limited to the first computer.

Try the manufacturer’s troubleshooting utility. Some manufacturers provide free diagnostic tools or apps; get them only from the official website or app store. Our brand pages explain where to look.

Check for updates. Install operating system updates and, where offered through official channels, printer firmware updates.

If the printer cannot print its own test page even after clearing every error and restarting, there may be a hardware fault. Check the manufacturer’s official support resources or, if the printer is under warranty, contact the retailer or manufacturer.

Frequently asked questions