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Common Printer Errors

Fix a printer that shows as offline, has stuck print jobs, paper jams, or spooler problems

Printer problems are almost always one of three things: a stuck print queue, the printer showing "offline" when it is actually on, or a paper jam that the printer thinks is still happening. These are all fixable without calling IT in most cases.

Run the Printer Test

Printer shows offline or is not printing

  1. Open System Settings > Printers & Scanners and select your printer
  2. If it shows as Offline or Paused, click Open Print Queue and check for stuck jobs. Delete any stuck jobs by clicking the X next to them
  3. Make sure the printer is powered on and connected to the same network as your Mac (for network printers) or firmly plugged in via USB
  4. Try removing and re-adding the printer: in Printers & Scanners, hover over your printer in the list, click the minus (-) button to remove it, then click the plus (+) button to add it back. macOS usually detects it automatically
  5. Print a test page: select the printer in Printers & Scanners, click Options & Supplies (or Printer Options), and look for a Print Test Page button under the Utility or General tab

Clear a stuck print queue

  1. Open System Settings > Printers & Scanners, select the printer, and click Open Print Queue
  2. Select any stuck jobs and click the X to cancel them. If jobs will not delete, close the window and wait a minute before trying again
  3. If the queue is completely frozen, reset the entire printing system: go to System Settings > Printers & Scanners, right-click (or Control-click) anywhere in the printer list, and choose Reset Printing System. This removes all printers and queues – you will need to re-add your printers afterward

Paper jam recovery

  1. Open the printer and carefully pull out any jammed paper. Pull in the direction the paper normally travels – do not yank it backward as this can tear it
  2. Check the paper tray, output tray, and any rear access panels. Small scraps of torn paper left behind will cause repeated jams
  3. After clearing the jam, close all panels firmly and press the Resume or OK button on the printer. Some printers resume automatically
  4. If the printer still shows a jam error after clearing it, power the printer off completely, wait 30 seconds, and power it back on

Ink or toner issues

  1. Open System Settings > Printers & Scanners, select your printer, and click Options & Supplies – the Supply Levels tab shows ink or toner status
  2. A "low ink" warning does not mean empty. Most printers continue printing for a while after the warning. Replace cartridges when print quality actually degrades
  3. If print quality is poor (streaks, faded areas), run a cleaning cycle from the printer's built-in menu or its companion software

Frequently Asked Questions

My printer says "offline" but it is turned on and connected. What gives?▾

The "offline" status usually means the computer lost its connection to the printer, not that the printer itself is offline. For network printers, the printer's IP address may have changed (common with DHCP). Check the printer's current IP on its display or configuration page and update the port in your computer's printer settings. For USB printers, try a different cable or port.

How often should I restart the print spooler?▾

Only when you have stuck jobs that will not cancel normally. Restarting the spooler is a fix, not maintenance. If you find yourself doing it regularly, the underlying issue is usually a flaky driver or network connection that needs addressing.

Why do I keep getting paper jams?▾

Repeated jams are usually caused by one of three things: torn paper scraps left inside from a previous jam, paper that is wrinkled, damp, or the wrong weight for your printer, or worn-out pickup rollers (the rubber rollers that grab paper from the tray). Fan your paper stack before loading it, use the correct paper size and type, and check for scraps inside the printer.

Can I print if it says ink is low?▾

Usually yes. "Low ink" warnings are very conservative – printers often have 10-20% ink remaining when the warning first appears. Keep printing until you notice actual quality issues (fading, streaks, missing colors). Replacing cartridges at the first warning wastes ink and money.

The printer prints a test page fine but will not print from my apps. What is wrong?▾

If the test page works, the printer hardware and connection are fine. The problem is usually in the app's print settings – it may be sending to a different printer, using the wrong paper size, or the print dialog is set to "Print to PDF" instead of your actual printer. Check the printer selection in the app's print dialog (Cmd + P on Mac, Ctrl + P on Windows) and make sure your printer is selected.