Xerox Printer Offline — How to Get It Back Online
By Ryan Green · Updated July 2026 · Independent guide · PrinterCare USA LLC (not affiliated with any printer manufacturer)
This is one of the most frustrating Xerox issues—your printer is sitting right there, powered on, but Windows or Mac refuses to see it as available. The good news: it's almost never a hardware failure. The problem almost always lives in the network connection, driver communication, or a stuck print queue that's telling your OS the printer can't accept jobs.
How to fix it — step by step
- Power cycle the printer and router. Turn off your Xerox printer completely using the power button—not just sleep mode. Wait 30 seconds, then turn off your router/WiFi box, wait another 30 seconds, and power both back on in this order: router first, then printer. Give the printer 2-3 minutes to reconnect to the network before moving to the next step.
- Check printer network connection status. On your Xerox printer's touchscreen or control panel, navigate to Settings > Network or Connectivity status to confirm it shows 'Connected' with an IP address assigned. If it shows 'Not Connected,' select your WiFi network from the list and re-enter your WiFi password. Write down the IP address you see—you'll use it in later steps if needed.
- Clear the Windows or Mac print queue. On Windows 11: Go to Settings > Devices > Printers & scanners, find your Xerox printer, click it, then click 'Open queue.' Click the Printer menu and select 'Cancel All Documents.' On Mac: Open System Settings > Printers & Scanners, select your Xerox, click 'Open Print Queue,' and close the window. Stuck jobs are a common cause of 'offline' status.
- Remove and re-add your Xerox printer. Windows: Go to Settings > Devices > Printers & scanners, click your Xerox printer, then click 'Remove device.' Restart your computer. Go back to Printers & scanners and click 'Add device,' then select your Xerox from the list. Mac: Go to System Settings > Printers & Scanners, click the lock icon to unlock, select your printer, click the minus button, then click the plus button to re-add it.
- Update or reinstall Xerox printer drivers. Visit support.xerox.com and search for your specific printer model. Download the latest driver package for your OS. On Windows, run the installer as Administrator and follow all prompts, including restarting when prompted. On Mac, double-click the .pkg file and complete the installation. Outdated drivers are the second-most common cause of offline errors.
- Check Windows Print Spooler service status. Windows only: Press Win+R, type 'services.msc,' and press Enter. Find 'Print Spooler' in the list. Right-click it and select 'Restart.' If it's disabled, right-click > Properties, change Startup type to 'Automatic,' then click 'Start.' A crashed spooler can leave printers stuck offline even after rebooting.
- Verify firewall and network settings aren't blocking connection. On Windows, check Windows Defender Firewall settings or your third-party firewall to ensure it's not blocking your printer's IP address or port 9100 (standard printer port). On Mac, check System Settings > Privacy & Security > Firewall Options. If you're on a corporate network, confirm your printer isn't being blocked by network policy—contact your IT department if unsure.
- Perform a hard reset of your Xerox printer if still offline. Consult your printer's manual for the exact reset procedure—most Xerox models require holding specific buttons on the control panel for 10+ seconds. A factory reset clears corrupted network settings and firmware glitches. After reset, you'll need to manually reconnect to your WiFi network and re-add the printer to Windows or Mac. Use this only if earlier steps didn't work.
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Frequently asked questions
Why does my Xerox show offline even though it's connected to WiFi?
This usually means Windows or Mac has lost communication with the printer's driver or the print spooler is stuck. The printer may be on the network but not responding to print commands. Clearing the print queue and restarting the print spooler (Windows) or re-adding the printer (Mac) almost always fixes this without requiring a technician.
Should I use WiFi or USB connection to fix the offline problem?
If your Xerox has a USB port and you have a cable, temporarily connecting via USB can help you test if it's a network issue. Add the printer as a USB device, print a test page, then switch back to WiFi once that works. If it stays offline over WiFi only, your issue is network-related—check the printer's WiFi settings on its control panel.
How much does a professional technician cost if I can't fix this myself?
A remote support call through most service providers costs $49–$75 and typically resolves network connectivity issues in 15–20 minutes. An on-site service call runs $150–$250 plus parts. Since 95% of 'offline' issues are software-based, remote support is usually sufficient and much faster than scheduling an in-person visit.
Will a factory reset delete my printer settings and scanned documents?
A factory reset clears network settings, security certificates, and custom configurations, but it does not erase documents stored on the printer's hard drive (if it has one). After reset, you'll need to re-enter your WiFi password and re-add the printer to your computer. Always consult your manual before resetting, as the process varies by model.