How to Troubleshoot WiFi (Wireless) Printers

Problems crop up when you least expect them

Few things are more frustrating than when you want to print a document, and your wireless printer is in an error state, or gives you the silent treatment. Perhaps you’ve tried to connect your WiFi printer to the network in your home, but the problems persist, leaving your printer stubbornly off the grid.

Ideally, a wireless connection should allow you to transfer documents easily from your device to the printer, but it’s not always that simple in reality.

Knowing how to troubleshoot wireless printer issues can relieve some of that frustration. We’re going to cover some fixes that’ll help you work through most of them below.

Troubleshoot Wireless Printer Problems

Check The Basics

It’s possible to overlook some basics so here’s what to check for before moving to advanced steps:

You can alsoperform a System Restoreto go back to the default version or settings and try connecting to your printer again.

Set Your Printer As The Default Printer

It’s possible that you’re trying to connect to a WiFi printer that has set itself as the default. Sometimes a printer may install software that has a “virtual” printer so that when you hit the Print command, the virtual printer saves the file instead of the actual document you’re sending to the physical printer.

  1. ClickStart > Control Panel > Hardware and Sound.

  2. ClickDevices and Printers.

  3. Right-click your printer and selectSet as default printer. ClickYes(or OK) to confirm the action.

Restart All Your Devices

A restart helps fix any software glitches that could cause your wireless printer and connected devices not to work properly together. The wireless printer, router, computer/other device, wireless access point and modem all rely on your home or office network in order to connect to the internet.

However it’s configured, if one device acts up, it may affect all the others. A restart can get the network humming again, after which you can try the printer to see if it works.

Run The Printing Troubleshooter

  1. To do this, openControl Panel > Hardware and Sound > Devices and Printers.

  2. Right click the printer icon and clickTroubleshoot. The printing troubleshooter to identify and fix problems connecting to your printer.

  3. Alternatively, go to the search box on the taskbar and typePrinting problem in, and then selectRun Troubleshooterto download theprinting troubleshooter. ClickOpenand follow the on-screen instructions.

Check Router Settings

If you replaced your router recently, you may have to reconfigure the computer and printer to reconnect with your network.

The new router may have a different ISP address that needs reconfiguration, and adjustment of router settings, some of which may be unsuitable for your wireless printer.

A few things you can check in the router settings include:

Update Router Firmware

If changing the router settings didn’t help, update its firmware to address bugs or vulnerabilities and connectivity issues.

For example, moving to Windows 10 from a different version could create an interruption to your connection, which a firmware update could solve.

Check your router’s manual or consult the device manufacturer for further instructions as the steps may vary with different routers. Some may also require special instructions to connect to wireless devices, especially those provided by ISPs.

Disable VPN Connections

If you’re using avirtual private networkto connect securely to a remote network, it could restrict you from printing through your WiFi printer. This happens for security reasons, but you can disable the VPN connection and try to connect to the home network and resume printing functions.

Make The Printer IP Address Static

IP addresses can fluctuate in a particular range, whether or not your device remains in the same spot. This can be confusing especially where several devices are attempting to connect wirelessly over a given duration.

In this case, check your router’s manual for instructions on how to set a static IP address for your printer so that it won’t change with time.

Check Firewall Settings

Your device’s firewall is designed to block anyattacks from malware, but it could also block network settings for printing. It could be overprotective of your device depending on how it’s configured, and won’t let it see your printer over the local network.

Firewall settings vary though, in which case you should check the user guide or vendor’s website for support resources.

Make sure you keep your software up-to-date, set firewall settings to medium or “Trusted Zone” where your device is connected to a network, andenable itto show all alert messages.

Check that you don’t have multiple firewalls enabled at once as this causes several wireless printer connection issues or you may find your wireless printer not printing.

Change Your SSID

Changing the name of your WiFi network(SSID) may solve connectivity issues. If there are multiple routers with a similar SSID likeHome, you can change one of them to make it recognizable by your printer and resolve connectivity errors due to drops in connection or incorrect wireless connection.

Doing this means you have to reconnect a computer system or compatible devices to the right network that the printer is connected to.

Uninstall & Reinstall Printer Driver & Software

This involves reinstalling or reconfiguring your printer’s special network drivers.

  1. OpenControl Panel > Programs.

  2. ClickPrograms and Features>Uninstall a program.

  3. Click your printer’s name and then clickYesto confirm the action. Turn on the printer and go to the manufacturer’s site to get specific instructions for downloading and installing the drivers for your model. Once installed, follow the steps to set up the printer connection and try printing again.

You can also reinstall printer drivers using Windows Update, by clickingStart > Settings > Update & Securityand clickCheck for updates. If an updated driver is available, it will download and install and your printer will use it.

Alternatively, use the disc installation software that came with your printer as this may help you install its drivers or check for driver updates.

What If The Printer Driver Doesn’t Install?

  1. In this case, clickStart > Settings > Devices.

  2. ClickPrinters and Scannersand then clickPrint server propertiesunderRelated settings.

  3. Go to theDriverstab and check for your printer. If it’s there, you’re good to go. If not, clickAdd.

  4. Click Nextin theWelcome to theAdd Printer Driverwizard

  5. Click on your device’s architecture in theProcess Selectionbox, and clickNext.

  6. UnderPrinter Driver Selection, click your manufacturer, select the printer driver, and then clickNext > Finish. Follow the on-screen steps to add your printer’s driver.

Note:If no new drivers are available, contact the manufacturer and ask when they’ll be available. If your printer model is no longer supported, you can check with a printer in the same series for updated drivers as there’s a likelihood they’ll work for yours, with some loss of functionality though.

It’s a long shot, but there’s not much to lose if it’s not working already.

Uninstall & Reinstall The Printer

Try to remove your printer and reinstall it to see if the connection will work for it to print again.

  1. To remove the printer, clickStart > Settings > Devices. ClickPrinters and Scannersand find your printer, click on it and selectRemove device.

  2. Reinstall the printer by clickingStart > Settings > Devices > Printers and Scanners. SelectAdd a printer or scanner.

  3. Choose your printer from the list of available ones (including Bluetooth or printers connected to another computer and shared on your network) and clickAdd device.

Note:If you use an extender, wireless access points, or multiple routers with different SSIDs, ensure you’re connected to the same network so your device can find and install your printer. Print a test page to be sure it works properly.

Clear & Reset Print Spooler

The print spooler manages the printing process. If you find your wireless printer not printing, the print spooler could have a problem. In this case, clear the spooler files and restart the spooler service.

  1. In the search box, typeservicesand chooseServicesfrom the search results.

  2. ClickStandardtab and double-clickPrint spooler.

  3. ClickStop > OK.

  4. Type%WINDIR%system32spoolprintersin the search box again, and then select%WINDIR%system32spoolPRINTERSfrom the search results. Delete all the files in that folder.

  5. Typeservicesand selectServices. ClickStandardstab, and double-clickPrint Spoolerfrom the list. ClickStartand in theStartup typebox, selectAutomaticand clickOK.

Reset Your Printer

This is a last resort solution when all other fixes have failed because it clears all your printer settings, including the WiFi login credentials in order to reestablish a connection.

Check your printer manual for directions on how to perform a factory reset as the steps vary by brand and model. The information may also be available online if you don’t have an owner’s manual.

We’ve covered most probable fixes to wireless printer problems, if yours still won’t connect after going through each of these fixes, you can consult the manufacturer, return it to the store, or buy a new printer and start over.

Elsie is a technology writer and editor with a special focus on Windows, Android and iOS. She writes about software, electronics and other tech subjects, her ultimate goal being to help people out with useful solutions to their daily tech issues in a simple, straightforward and unbiased style. She has a BCom degree in Marketing and currently pursuing her Masters in Communications and New Media.Read Elsie’s Full Bio

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