Check Printer Status on This Computer
A printer can display different status messages such as Ready, Printing, Offline, Paused, Out of Paper, or Error. These messages tell you exactly what your printer is doing and whether it requires your attention. Learning where to find this information on your computer can save time and help you solve minor printing issues without calling technical support.
In this guide, I will explain to you the complete process to learn the printer status on your computer, whether you use Windows 11, Windows 10, or Mac.
Let’s head on to the process!
What Does “Printer Status” Mean?
Printer status is a message that tells you the current condition of your printer. It shows whether the printer is available to print documents or if it needs your attention before printing can continue.
For example, if your printer status says Ready, your printer is connected properly and can print immediately. If it says Printing, it means the printer is currently processing a print job. A status of Offline indicates that the computer cannot communicate with the printer. Messages like Paper Jam, Out of Paper, or Low Ink point to specific problems that need to be fixed.
Checking your printer status regularly is especially helpful when a document refuses to print. Instead of guessing what went wrong, you can quickly identify the issue and take the appropriate action.
Check Printer Status on Windows 11
Step 1: Open the Settings App
Begin by clicking the Start button on your taskbar. Select Settings from the Start menu. If you cannot find it immediately, simply type Settings into the search box and open the matching result.
Once the Settings window appears, select Bluetooth & devices from the menu on the left side. This section contains all devices connected to your computer, including printers and scanners. Opening this area is the first step toward viewing your printer’s current status.
Step 2: Open Printers & Scanners
Inside Bluetooth & devices, click Printers & scanners. Windows will display every printer connected to your computer, whether it is connected through USB, Wi-Fi, or a local network.
Locate your printer in the list. Beneath its name, Windows may already display a short status message such as Ready, Offline, or Needs attention. Click your printer’s name to open additional details.
Step 3: View the Current Printer Status
After selecting your printer, you will see a page containing detailed information about the device. Near the top of the page, Windows displays the current printer status.
If the printer is working normally, it usually shows Ready. If there is an issue, Windows may display messages indicating that the printer is offline, paused, experiencing an error, or waiting for user input.
Take a moment to read the displayed message carefully because it usually explains why your printer is not printing.
Step 4: Open the Print Queue
Click Open print queue to see all pending print jobs.
The print queue shows every document waiting to be printed. If a document has become stuck, it may prevent other files from printing. You can monitor the progress of each document and determine whether the printer is actively working or waiting.
Step 5: Check for Errors
If Windows reports an issue, carefully read the notification. It may tell you that the printer has run out of paper, the ink cartridges are empty, the printer cover is open, or a paper jam has occurred.
Correct the problem, then return to the printer page. In many cases, Windows updates the printer status automatically after the issue has been resolved.
Check Printer Status on Windows 10
Step 1: Open Windows Settings
Click the Start button and select Settings. If necessary, type Settings into the search box and press Enter.
When the Settings window opens, select Devices. This section allows you to manage printers, scanners, Bluetooth devices, and other connected hardware.
Step 2: Select Printers & Scanners
Click Printers & Scanners from the left navigation pane.
You will now see a list of installed printers. Find the printer you want to check and click on it once. Several options will appear beneath the printer’s name.
Step 3: Open Your Printer
Click Open queue to access the printer management window.
This window displays the printer’s current status at the top. If the printer is working correctly, it typically shows Ready. If something is preventing printing, Windows displays a more descriptive message explaining the issue.
Step 4: Review Pending Print Jobs
Look through the print queue to see if documents are waiting to print.
Sometimes a failed print job remains in the queue and blocks every document sent afterward. If you notice a document that has remained in the queue for a long time, you can cancel it and try printing again.
Watching the print queue also helps you confirm whether new print jobs are reaching the printer successfully.
Step 5: Verify the Printer Connection
If your printer status says Offline, check whether the printer is powered on and properly connected.
For a USB printer, ensure the cable is firmly connected to both the computer and printer. For a wireless printer, verify that it is connected to the same Wi-Fi network as your computer. Once the connection is restored, Windows often changes the status back to Ready automatically.
Check Printer Status on Mac
Step 1: Open System Settings
Click the Apple menu in the upper-left corner of your screen and select System Settings.
Older versions of macOS may display System Preferences instead. Both options allow you to manage printers installed on your Mac.
Step 2: Open Printers & Scanners
Scroll through the settings until you locate Printers & Scanners.
Click this option to view every printer currently installed on your Mac. Each printer is listed along with basic information about its current condition.
Step 3: Select Your Printer
Choose the printer whose status you want to check.
The right side of the window displays important information, including whether the printer is idle, printing, offline, or experiencing an error. This screen also shows whether the printer is connected successfully.
Step 4: Open the Print Queue
Click Printer Queue or Open Print Queue.
The queue displays every document waiting to print. You can watch jobs move through the queue, pause printing temporarily, resume printing, or remove stuck documents if necessary.
This window is especially useful when multiple documents are waiting to print.
Step 5: Resolve Any Reported Errors
If macOS displays an error message, carefully read the explanation provided.
Common messages include Printer Offline, Paper Jam, No Paper, or Low Ink. Correct the issue and allow the printer a few moments to reconnect. The status should update automatically after the problem has been fixed.
Common Printer Status Issues & Their Solutions
Printer Shows Offline
An Offline status usually means your computer cannot communicate with the printer. Make sure the printer is powered on and connected properly. Restart both the printer and your computer if necessary. Wireless printers should also be connected to the same Wi-Fi network as the computer.
Printer Is Paused
If the printer status shows Paused, printing has been temporarily stopped. Open the print queue and resume printing. Once resumed, pending documents should continue printing normally.
Paper Jam
A Paper Jam occurs when paper becomes stuck inside the printer. Open the printer carefully, remove the jammed paper slowly to avoid tearing it, close all covers securely, and restart the print job.
Out of Paper
When the printer reports Out of Paper, load fresh paper into the input tray. Make sure the paper is aligned correctly and not overloaded before trying to print again.
Low Ink or Low Toner
A Low Ink or Low Toner message indicates that your printer is running out of printing supplies. Although some printers continue printing for a short time, replacing the cartridge early helps maintain good print quality.
Printer Queue Is Stuck
Sometimes documents remain in the print queue without printing. Open the queue and cancel any stuck jobs. After clearing the queue, send the document to the printer again.
Printer Is Busy
A Busy status simply means the printer is currently processing another document. Wait until the current task finishes before sending additional print jobs.
Printer Error
A general Printer Error can have several causes, including loose cables, outdated printer drivers, connection problems, or hardware issues. Restart the printer, verify all connections, and update the printer driver if the error continues.
FAQs
How do I know if my printer is working properly?
If the printer status displays Ready, the printer is connected correctly and is prepared to print documents.
Why does my printer say Offline even though it is turned on?
This usually happens because of a network connection issue, a disconnected USB cable, an outdated driver, or a communication problem between the computer and printer.
Can I check printer status without printing a document?
Yes. Both Windows and macOS allow you to check the printer status directly from the printer settings without sending a print job.
Why are my documents stuck in the print queue?
A failed print job, temporary software issue, or communication problem with the printer can prevent documents from printing. Clearing the queue usually resolves the issue.
Does restarting the printer help?
Yes. Restarting the printer often clears temporary errors, refreshes the connection, and updates the printer status.