Summary

This guide helps you troubleshoot and resolve: Printer not showing on network. Follow the steps below to fix the issue.

Common Causes

Printer Not Showing on Network - Business User Guide

Problem

Your network printer doesn't appear in the printer list, or you can't print to it from your computer.

Symptoms

• Printer not listed in "Printers & scanners"
• "Printer is offline" message
• Print jobs stuck in queue
• "Cannot connect to printer" error

Solutions

Step 1: Check the Printer

1. Ensure the printer is powered on

2. Check the display screen for errors (paper jam, low ink, etc.)

3. Make sure there's paper in the tray

4. Verify the printer is connected to the network (check network cable or Wi-Fi light)

Step 2: Find the Printer's IP Address

1. Print a configuration or network page from the printer (check the manual)

2. Look for an IP address (e.g., 192.168.1.100)

3. Write this down — you'll need it

Step 3: Add the Printer Manually

1. Press Win + I → "Bluetooth & devices" → "Devices" → "Printers & scanners"

2. Click "Add device" — wait 15-20 seconds

3. If your printer appears, click it to install

4. If not, click "Add manually"

5. Select "Add a printer using TCP/IP address"

6. Enter the printer's IP address

7. Click "Next" — Windows will find the driver

8. Follow the prompts to complete installation

Step 4: Run the Printer Troubleshooter

1. Press Win + I → "System" → "Troubleshoot" → "Other troubleshooters"

2. Find "Printer" and click "Run"

3. Follow the on-screen instructions

Step 5: Restart the Print Spooler

1. Press Win + R, type services.msc, press Enter

2. Find "Print Spooler" in the list

3. Right-click → "Restart"

4. Wait for it to restart

5. Try printing again

Step 6: Check Network Connection

1. Ensure you're on the company network (or VPN if remote)

2. Try pinging the printer:

• Press Win + R, type cmd, press Enter
• Type ping [printer IP address], press Enter
• If it fails, you can't reach the printer

3. If on Wi-Fi, ensure you're on the correct network

Step 7: Reinstall the Printer

1. Press Win + I → "Bluetooth & devices" → "Printers & scanners"

2. Select the problematic printer

3. Click "Remove device"

4. Restart your computer

5. Add the printer again using Step 3

Common Network Printer Locations

In offices, printers are often named by:

• Floor/Location: "2nd-Floor-Printer" or "HR-Printer"
• Printer Brand: "HP-M507" or "Canon-Office"
• Department: "Marketing-Printer" or "Finance-Printer"

Need More Help?

Contact IT Support with:

• The printer name or IP address
• The error message
• Your location/office floor

Still Having Issues?