Troubleshooting Printing Problems with a Network Printer

Troubleshooting Printing Problems with a Network Printer

Troubleshooting Printer Problems

Common Printer Issues

Corrupt, outdated or incompatible drivers and non-working cables or wrong printer settings often cause printing issues in Windows. This post lists the ways for troubleshooting printer problems, which you may commonly encounter with a network printer. If one method does not help fix that particular issue, then try the next one.

Problem: Display on the network printer reads busy

This issue could be happening because of print jobs stuck in the print queue. To fix it, delete stuck or previous print jobs before adding further jobs. To apply this fix, do the following.

  • Click on the Start button and select Devices and Printers.
  • Double-click on the network printer with a stuck job. To open the printer, you can also right-click on it and choose Open from the pop-up menu.
  • Then, a window with print jobs will pop up. Choose the job you wish to cancel. Right-click on it and choose Cancel Document from the shortcut menu that appears. If you wish to delete all print jobs from the print queue, click on the Printer tab and choose Cancel All Documents.

Cancel Printing Documents

To make sure the print jobs are erased from the internal memory of your printer, keep the device powered off for one minute. This troubleshooting method works with most printer models.

Problem: Printer is being connected to your network, but it is not printing.

This could be because your printer is offline, is low on toner, or it has a paper jam. Follow the below steps to check whether the device is online.

  • Open Windows Devices and Printers as explained above.
  • Right-click on the problem printer and check whether the Set as Default option is selected. If there is no checkmark next to the option, click to select it.
  • Print a test document.

Problem: The printer not printing any queued documents

This could happen because there is no wired and wireless network connection. To fix it, first check wireless and cable connections.

If you use USB and wired connection, follow the below steps to troubleshoot the problem.

  • Ensure that the Ethernet cable that connects your printer and router sits tightly.
  • Verify whether the LED on the router, the one corresponding to the port in which your printer is being connected to it, is lit up. If it is not, your printer cable is perhaps damaged and needs replacement.
  • Check the wired network settings of the printer. These settings have to be the same as the settings of your network, so that it can communicate with your other devices.

If you use wireless connection, then try to resolve the issue with the following tips.

  • Verify whether your printer is being connected to the network. To check this, you should first sign in to your router with its username and password. Depending on the brand of your router, you could see the information about connected devices listed below many different headings. For some routers, it is below the section named Connected Devices. However, if you use a different router, this information may vary.
  • If there is no connectivity on your printer, then connect the device to the network with the settings of your wireless router.
  • Be sure that you are using the right printer to print. If you have many printers, then your print jobs will perhaps be sent to a different printer. Always verify which printer you are sending the documents to, each time you print.

Besides trying these steps, you can check to see whether there are any new updates to your printer. You may need to update or reinstall your printer driver to fix this issue. To find out how to do this, follow the steps mentioned below.

  • Press the Windows button on your keyboard, open All Programs and click on Windows Update. This should bring up a new window.
  • Click on the Check for updates link on the left side of that window. Wait while Windows searches for the updates for your system.
  • If updates are available, you should get the option to install these. So click on Install updates Windows found for you. Enter your Windows administrator password when you are prompted to do so to continue this process.

Windows Update

Problem: You Are Not Able to Print from the Selected Systems

This could be because the other system is not being connected to your network. To fix this, verify the network connectivity of your printer, plus update the drivers when required.

Try fixing the issue with the tips mentioned below.

  • Check the Windows Firewall and add your printer in the list of exceptions.
  • Update your printer driver
  • Check if the device is also connected to the same network as your other systems are connected.
  • Try printing from a different program.

Physical and other obstructions in the network space affect the wireless signal your device transmits. When you have network printer not responding issue, then try placing your router in another location. It is also recommended you upgrade it to Wireless-N router or Wireless-AC router to cover wider spaces at home.


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