Printer in error state: what it means and how to clear it

When Windows shows printer in error state, or simply “Error” under the printer’s name in Printers & scanners, it is reporting that something went wrong without saying what. The printer itself usually knows more. This guide shows where to find the real error and how to clear the most common ones on Windows 11, with notes for Mac users who see similar errors in the print queue.

If the printer status says “Offline” rather than “Error”, use the printer offline fix. If it says “Driver is unavailable”, go to printer driver is unavailable.

Step 1: Look at the printer, not the computer

Go to the printer and check its display or status lights. The most common causes of an error state are:

• Out of paper or the wrong paper size in the tray.
• Paper jam, including one you cannot see. See how to clear a paper jam and paper jam but no paper.
• Ink or toner empty, missing or not recognised. See printer cartridge not recognized.
• A door or cover open, including the rear door or scanner lid on some models.
• A numbered error code or a blinking pattern of lights.

Clear whatever the printer shows, then check whether Windows updates the status. If the printer shows a numbered code, write it down exactly. Error codes are specific to each manufacturer and often to each model, so the printer’s manual or the manufacturer’s support pages for your model are the right place to look it up.

Common messages and what they usually mean

What the printer shows	Usual cause	First fix
Paper out or paper mismatch	Empty tray, or size in the tray differs from the job	Load paper and match the size setting
Paper jam	Sheet or scrap in the paper path	Power off, clear the path
Cartridge or toner error	Cartridge empty, unseated or not accepted	Reseat or replace the cartridge
Cover or door open	A door not fully latched	Close every door firmly
Carriage or print head error	Carriage blocked or stalled	Power off, check for paper or packing material
Ink system or service error	Mechanical or maintenance fault	Restart once, then check the manual

If the printer shows nothing at all and its status light is steady, the printer considers itself ready. In that case the error is on the computer side, and steps 2 to 6 are where to look.

Step 2: Restart both devices

Turn the printer off with its power button, wait about 30 seconds and turn it on again. Restart the computer too. This clears temporary errors on both sides and forces Windows to ask the printer for a fresh status.

Use the power button rather than pulling the plug where you can. Inkjet printers park and cap the print head when they shut down normally, which protects the nozzles from drying out.

Step 3: Clear the print queue

A job that failed can leave the printer marked as Error, and Windows keeps retrying it.

1. Open Settings > Bluetooth & devices > Printers & scanners, select the printer and choose Open print queue.
2. Open the Printer menu and choose Cancel All Documents.
3. If the jobs stay, stop the spooler, delete the stuck files and start it again, as described in the print spooler fix.

On a Mac, open System Settings > Printers & Scanners, select the printer, click Printer Queue, delete jobs that show an error and click Resume if the queue is paused. A Mac pauses the queue after a failed job, so new jobs wait silently until you resume it. If the queue keeps pausing, see printer not working on Mac.

Step 4: Check the connection

An unstable connection makes jobs fail half-way, which shows up as an error state.

• USB: connect directly to the computer, not through a hub, and try another cable and port.
• Wi-Fi or network: print a network configuration page from the printer and make sure it is on the same network as the computer. If it keeps dropping, see printer keeps disconnecting from Wi-Fi.
• Port: in Printer properties > Ports, check that the selected port matches the printer’s current IP address.

Errors that point to a different problem

Sometimes the error state is a side effect of another fault. Matching what you see to the right guide saves time:

• Windows shows an error code when you try to set the printer as default or connect to a printer shared from another computer: that is error 0x00000709, a Windows settings problem rather than a printer fault.
• The job goes into error and the printer then prints pages of random characters: the driver does not match the printer. See printer printing gibberish.
• Only PDFs fail with an error, while other documents print: see printer won’t print PDF.
• The printer disappears completely from Printers & scanners instead of showing an error: see printer not showing up in Windows 11.

Step 5: Run the troubleshooter

On Windows 11, the printer troubleshooter runs in the Get Help app. You can start it from the printer’s page in Printers & scanners or by searching for the printer troubleshooter in Get Help. It restarts the spooler and checks common settings.

Step 6: Reinstall the printer and driver

If the error comes back with every job, the driver may be the problem.

1. In Printers & scanners, select the printer and choose Remove.
2. Open Print server properties > Drivers, remove the printer’s driver and choose Remove driver and driver package.
3. Restart, then use Add device to add the printer again. Many current printers work with the built-in Microsoft IPP Class Driver; otherwise use the driver from the manufacturer’s own website.
4. Print a test page.

Step 7: Update the printer firmware

Manufacturers fix bugs that cause false errors through firmware updates. Check the printer’s settings menu for an update option, or the manufacturer’s support site for your model. Never turn the printer off during an update.

When the error is a hardware fault

If the printer itself shows a service error, a fuser error, a carriage error or a code the manual describes as needing service, home fixes will not help. Turn it off and on once; if the error returns, it needs repair. Check whether it is still under warranty before paying for a repair.

For other symptoms, see the printer troubleshooting guide.