How to Fix a Printer Showing Error State in Windows

If your printer suddenly shows printer in error state in Windows, it usually means the PC can still see the printer but something is blocking normal communication. The good news is that this problem is often caused by a simple connection, queue, or driver issue. In this guide, you will learn how to fix a printer in error state step by step on Windows 10 or Windows 11.

This is a specific error that can affect USB printers and wireless printers alike. Instead of trying random restarts, follow the checks below in order so you can identify the real cause and get back to printing faster.

Why this happens

A printer may show an error state when Windows cannot complete a print job or cannot fully communicate with the printer hardware. Common causes include a loose USB cable, weak Wi-Fi connection, paused printing, paper feed problems, low ink or toner, or a driver that stopped working correctly after an update.

In some cases, the printer itself is ready, but Windows is pointing jobs to the wrong port, using an outdated driver, or holding a failed print job in the queue. That is why the printer may look connected but still refuse to print.

Fix it step by step

1. Check the printer for a basic hardware alert.
   Look at the printer display or status lights first. Make sure there is paper loaded correctly, no paper jam, the ink or toner cartridges are seated properly, and all covers are fully closed. If your model has a small screen, clear any message shown there before testing from Windows again.
2. Restart both the printer and your PC.
   Turn the printer off, unplug its power cable for about 30 seconds, then plug it back in and power it on. Restart your computer as well. This clears temporary communication issues and often removes a false printer in error state message.
3. Verify the connection.
   If you use a USB printer, unplug the cable and reconnect it directly to the computer instead of using a hub or docking station. Try a different USB port if needed. If you use a wireless printer, confirm the printer is still connected to the same Wi-Fi network as your computer. If the printer has a network status page, print it and check the IP address and connection status.
4. Make sure the printer is set as online in Windows.
   On Windows 11, go to Settings > Bluetooth & devices > Printers & scanners, select your printer, and open the print queue. On Windows 10, go to Settings > Devices > Printers & scanners. In the queue window, click Printer in the menu bar and make sure Use Printer Offline is not checked. Also make sure Pause Printing is not enabled.
5. Clear stuck print jobs.
   Open the printer queue and cancel any jobs that are stuck or marked as error. If they will not clear, turn the printer off, wait a few seconds, then turn it back on and try canceling again. A single failed job can keep Windows showing the printer in error state even after the original problem is gone.
6. Run the Windows printer troubleshooter.
   Go to Settings > System > Troubleshoot > Other troubleshooters on Windows 11, or Settings > Update & Security > Troubleshoot on Windows 10. Run the Printer troubleshooter and follow the prompts. It can automatically detect common issues with ports, drivers, and print services.
7. Remove and re-add the printer.
   In Windows printer settings, remove the affected printer, then add it again. For USB printers, disconnect the cable before removing the printer and reconnect it only when Windows is ready to detect it. For network printers, choose Add device and let Windows search again. This refreshes the connection and can correct a broken printer profile.
8. Update or reinstall the printer driver.
   Open Device Manager, expand Print queues and Printers if shown, then right-click the printer and choose Update driver. If that does not help, uninstall the device and restart the PC so Windows can reinstall it. You can also install the latest driver package from the printer manufacturer's support site for your exact model and Windows version. This is often the best fix when the printer says error state but is connected.
9. Check the printer port setting.
   Open Control Panel > Devices and Printers, right-click your printer, choose Printer properties, and open the Ports tab. Make sure the selected port matches how the printer is connected. A USB printer should usually use a USB port, while a network printer should use the correct TCP/IP port. If Windows is using the wrong port, jobs may fail and trigger the error state message.

If the problem keeps coming back

If your printer repeatedly goes into an error state, the issue may be tied to unstable Wi-Fi, a failing USB cable, an incomplete driver installation, or printer firmware that needs updating. If the error returns after every restart, document whether it happens with every print job or only from one app. That pattern can help pinpoint whether the problem is with Windows, the driver, or the printer itself. If you want hands-on help, 247TechTeam can walk you through the fix remotely and check your printer settings safely.

Frequently asked questions

Why does my printer say error state but still appears online?

This usually means Windows can detect the printer, but a job cannot be completed. A stuck queue, wrong port, driver issue, or hardware alert on the printer can all cause that mismatch.

Can a bad driver cause a printer in error state message?

Yes. A damaged, outdated, or incompatible driver can interrupt communication between Windows and the printer. Reinstalling or updating the driver is one of the most effective fixes for this problem.

Should I remove my printer and add it again?

Yes, if basic checks do not work. Removing and re-adding the printer refreshes its Windows profile and often resolves incorrect settings, broken ports, or failed detection after an update.

Need help getting your printer working again? Call 247TechTeam at 888-549-0702 or request a secure remote session for one-on-one assistance.