Printer problems can be a headache even with a Mac.
Printers were once considered durable, long-lasting machines, often lasting a decade or more with regular use and basic maintenance. Older models were built with sturdy mechanical parts, straightforward ink or toner systems, and fewer digital components prone to obsolescence. Today, however, printer longevity has noticeably decreased. Many modern printers are designed with lighter materials, compact builds, and more complex electronics that can fail sooner. Frequent firmware updates, proprietary ink systems, and reliance on plastic moving parts all contribute to shorter lifespans. In some cases, the cost of replacement parts or repair even exceeds the price of buying a new printer, making it easier for consumers to discard rather than fix their devices.
Another factor in reduced printer longevity is planned obsolescence. Many manufacturers design printers to function optimally for only a few years, with certain parts such as print heads, rollers, or cartridges reaching end-of-life sooner than expected. Software restrictions, like “expiration” dates on ink cartridges or error codes that disable the machine, can render an otherwise functional printer useless. Additionally, the rise of budget-friendly models has shifted consumer expectations—printers are often marketed as inexpensive, disposable tools rather than reliable, long-term investments. As a result, what was once a dependable office or home fixture has become another short-cycle consumer product, contributing to both frustration and electronic waste.
TABLE OF CONTENTS
Table of Contents
Common Printer Issues
Printers, while essential in both home and office environments, are notorious for having a wide range of problems. Some of the most common include paper jams, where sheets get stuck inside the rollers due to misalignment, worn feed mechanisms, or low-quality paper. Connectivity issues are another frequent headache—modern printers often rely on Wi-Fi, Bluetooth, or network connections, and they can suddenly drop offline, refuse to pair, or struggle to communicate with computers and mobile devices. Slow printing speeds, especially when handling large documents or high-resolution images, are also a typical frustration for users.
Ink and toner problems account for a significant share of printer issues. Cartridges may dry out, clog, or be rejected by the printer if they aren’t the exact brand or model approved by the manufacturer. Error messages such as “low ink” or “cartridge not recognized” can appear even when ink is still available. Inconsistent print quality—such as streaks, faded text, or smudging—often comes from dirty print heads, worn rollers, or poor-quality paper. Some printers also suffer from software and driver conflicts, particularly after operating system updates, leaving users unable to print at all until the correct drivers are reinstalled. Together, these issues highlight why printers have a reputation for being one of the most temperamental pieces of everyday technology.
Resolving issues with network printers
When network printers start acting up—dropping offline, failing to show up on your devices, or refusing to print—there are several troubleshooting steps you can try before calling for professional help. A good first step is to restart both the printer and the router, since temporary connection glitches are often resolved with a simple reboot. Make sure the printer is connected to the correct Wi-Fi network (especially if you have multiple networks, like 2.4 GHz and 5 GHz), and check that your computer or mobile device is on the same network. For wired network printers, confirm that the Ethernet cable is securely plugged in and the router recognizes the device.
If the basics don’t solve the issue, dig into the printer’s settings. Many printers have a built-in menu or touchscreen where you can run a “Network Test” or “Wireless Setup Wizard” to reestablish the connection. Updating the printer’s firmware can also resolve bugs that cause network instability. On your computer, reinstalling or updating the printer driver often clears up communication problems, especially after a system update. For offices or more complex setups, assigning a static IP address to the printer helps prevent it from “disappearing” from the network. As a last resort, remove the printer from your devices’ printer list and add it back as if setting it up for the first time—this often refreshes the connection and clears out lingering errors.
Here’s a clear step-by-step checklist you can follow when troubleshooting a network printer that won’t connect or print:
Basic Checks
Restart devices – Power cycle the printer, router, and computer/device.
Check connections – Make sure the printer is connected to the correct Wi-Fi (or Ethernet cable is securely plugged in).
Confirm same network – Ensure the computer/device is on the same Wi-Fi network as the printer.
Test with another device – Try printing from a phone, tablet, or second computer to see if the problem is device-specific.
Printer Settings
Run network test – Most printers have a “Network Test” or “Wireless Setup Wizard” in their menu.
Check printer display or web panel – Look for error messages like “Offline,” “IP conflict,” or “Not connected.”
Reconnect to Wi-Fi – Manually re-enter your Wi-Fi name and password on the printer.
Computer Settings
Remove and re-add the printer – On your Mac, delete the printer from the list and add it again.
Update drivers – Reinstall or update the latest printer drivers from the manufacturer’s website.
Check firewall/security software – Ensure nothing is blocking network printing.
Advanced Fixes
Assign a static IP address – Prevents the printer from “disappearing” when the router hands out new addresses.
Update firmware – Install the latest firmware for the printer to fix known bugs.
Test wired connection – If it’s wireless, connect with Ethernet (if available) to rule out Wi-Fi issues.
Reset network settings – On the printer, restore network defaults and set up fresh.
Resolving issues with AirPrint
AirPrint is convenient when it works, but when it doesn’t, troubleshooting can get tricky since it relies on both the printer and Apple devices being on the same network. Here’s a set of steps you can try to resolve common AirPrint issues:
Basic Checks
Restart everything – Power cycle the printer, Wi-Fi router, iPhone/iPad/Mac.
Check Wi-Fi connection – Make sure the printer and Apple device are on the same Wi-Fi network (not one on 2.4 GHz and the other on 5 GHz if your router separates them).
Confirm AirPrint support – Verify your printer model supports AirPrint (most modern ones do, but older ones may need an app or driver).
Test with another Apple device – Try printing from a different iPhone, iPad, or Mac to see if the issue is device-specific.
On the Printer
Run Wireless Network Test – Available in most printer menus; this will confirm a strong Wi-Fi signal.
Update firmware – Many AirPrint bugs are resolved by updating the printer’s firmware.
Check Bonjour/mDNS – AirPrint uses these protocols; ensure they’re enabled in the printer’s settings.
On the Apple Device
Check iOS/macOS version – Make sure your device is updated, since older versions may not communicate properly.
Toggle Wi-Fi and Airplane Mode – Turning Wi-Fi off and back on (or enabling then disabling Airplane Mode) can refresh the connection.
Forget and rejoin Wi-Fi – On the Apple device, remove the Wi-Fi network and reconnect.
Try “Reset Network Settings” (iPhone/iPad) – Go to Settings > General > Reset > Reset Network Settings (you’ll need to re-enter Wi-Fi passwords).
Network/Router
Check router isolation settings – Disable “AP Isolation” or “Guest Mode” since they block AirPrint devices from being discovered.
Ensure multicast is allowed – Some routers have advanced settings that must allow Bonjour/mDNS traffic for AirPrint to work.
Assign static IP to the printer – Keeps the printer visible and prevents it from “dropping off” the network.
If these steps don’t work, you can usually still print by downloading the manufacturer’s app (like HP Smart or Canon PRINT) as a workaround, but ideally AirPrint should be seamless once the network is properly set up.
Tip from the shop: Most AirPrint issues come down to the Wi-Fi router, not the printer. Restarting your router and making sure Bonjour is enabled usually fixes it.
Resolving issues with USB printers
When a USB printer isn’t working, the good news is that the problem is usually easier to track down compared to Wi-Fi or network printers. Here are some steps you can try:
Basic Checks
Restart the printer and computer – A fresh reboot can clear connection glitches.
Check the cable – Make sure the USB cable is firmly plugged in on both ends. Try a different USB cable if possible.
Test different USB ports – Plug the printer into another port on the computer (avoid USB hubs at first).
Try another computer – This helps determine if the issue is with the printer or the computer.
Printer Settings
Power light and display – Ensure the printer is turned on and not showing error lights or messages.
Check for jams or low ink/toner – Mechanical issues can sometimes prevent printing even if the computer recognizes the printer.
On the Computer
Check printer status – On Mac, go to System Settings > Printers & Scanners to confirm the printer shows up.
Remove and re-add the printer – Delete the printer from the list and add it again.
Update or reinstall drivers – Download the latest drivers from the manufacturer’s website. Sometimes macOS or Windows updates cause driver conflicts.
Run troubleshooting tools – macOS has built-in printer troubleshooting utilities that can help diagnose issues.
Advanced Steps
Bypass USB hubs – If you normally connect through a docking station or hub, plug directly into the computer.
Check for firmware updates – Some printers need updated firmware to work with newer operating systems.
Try different software – Test printing from another app or even a test page to rule out software-specific issues.
Reset printing system – On macOS, you can right-click in Printers & Scanners and choose Reset printing system to clear out all settings and start fresh.
If none of these steps resolve the issue, it could point to a failing USB port on the computer, a bad logic board in the printer, or deeper hardware problems.
Uninstalling and reinstalling the printer driver
On modern versions of macOS (Big Sur and later, including macOS 15 Sequoia), uninstalling and reinstalling a printer driver is a common way to resolve printing issues such as:
Printer not responding
“Paused” or “Offline” status
Jobs stuck in the print queue
Features not working (double-sided printing, scanning, etc.)
Driver incompatibility after a macOS update
Here’s how to do it:
Uninstall a Printer Driver on macOS
Click the Apple menu > System Settings (or System Preferences on older macOS).
Go to Printers & Scanners.
Select the printer in the left-hand list.
Click the “–” (minus) button at the bottom to remove the printer.
This removes the printer and its driver package from your Mac.
(Optional deeper reset) If you’re still having trouble, you can reset the entire printing system:
Right-click (or Control-click) in the Printers list, then choose Reset printing system…
This deletes all printers, scanners, and their drivers so you can start clean.
Reinstall a Printer Driver on macOS
Reconnect your printer with USB or ensure it’s on the same Wi-Fi network.
Go back to System Settings > Printers & Scanners and click the “+” (plus) button.
Your Mac should automatically detect the printer.
For most modern printers, macOS will install the correct driver (AirPrint or manufacturer’s).
If your printer requires specific features (like scanning or duplex printing), download the latest driver packagefrom the printer manufacturer’s website, then run the installer.
Why This Fix Works
Removing and reinstalling clears out corrupt drivers, misconfigured settings, or leftover files from old printer models.
After reinstallation, macOS fetches the latest driver or uses AirPrint, which is often more stable.
It resets the printer’s connection and forces macOS to treat it like a new device, solving many “stuck” or “offline” errors.
Where to get printer drivers
On modern macOS versions, Apple no longer bundles huge “printer driver packs” the way it used to. Instead, the system usually installs drivers automatically when you add a printer, or it uses AirPrint (Apple’s built-in driverless printing system).
But if you need the full-featured driver or utility software (for scanning, faxing, or special print options), you’ll want to go directly to the printer manufacturer’s support site. Here’s how to get the most up-to-date drivers:
Enter your printer model, choose macOS, and download the most recent driver or firmware.
Tips for Modern macOS Users
Try AirPrint first – If your printer supports it, macOS will use AirPrint automatically (no driver install needed). AirPrint handles most basic printing and scanning tasks reliably.
Check the printer’s age – Some older models don’t have drivers for the newest macOS. In that case, AirPrint (or a third-party tool like Gutenprint) may be your best option.
Update firmware too – Many printer issues come not from the Mac driver, but from outdated printer firmware—check the manufacturer site for both.
Avoid random download sites – Always use the official manufacturer site to prevent malware or incompatible software.
