You’re about to print that important document—but your screen flashes a maddening message: “Printer in Error State.” Whatever printer you have, this is too common an issue. It’s one of the most common issues we encounter at Print Web Technology, where our specialists specialize in printer repair and troubleshooting for home and office users alike.
Fortunately, this error doesn’t always mean something catastrophic. Nine times out of ten, it’s a minor glitch caused by a driver issue, a faulty connection, or a stalled print job. In this step-by-step tutorial, we’ll guide you through the exact steps that you must take in order to diagnose and fix a printer in an error state—without losing your hair.
Let’s begin with the fixes.
What Does ‘Printer in Error State’ Mean?
When your computer displays “Printer is in an Error State,” it means that your computer cannot communicate with your printer. This can be due to a number of reasons, including driver failures, software problems, or hardware connection problems.
Multiple brands, including HP, Canon, Epson, and Brother printers.
This error typically affects users on:
- Windows 10 and 11
- macOS Monterey and later
- Multiple brands, including HP, Canon, Epson, and Brother printers.
The message can appear in your system tray, print queue, or as a pop-up when attempting to print. The silver lining? It can usually be fixed with a few specific steps.
Common Causes of a Printer in Error State
Before diving into the solutions, it’s helpful to know what could have caused the problem:
1. Connectivity Problems
Among the most common reasons for a printer to go into an error state is erratic or defective connection. If you have a wired printer, check loose USB ports, broken cables, or defective ports. If you have a wireless printer, weak Wi-Fi signals or network changes in recent years (like a new router or changed password) may prevent your printer from connecting with your device. Even temporary network failure can lead to communication breakdown, and your system can mark the printer as error status or unresponsive.
2. Corrupt or Outdated Printer Drivers
Printer drivers are the essential software components that allow your printer to communicate efficiently with your computer. Over time, drivers may become outdated or even damaged—especially after a major Windows or macOS update. From that point on, your printer cannot get instructions or interpret them appropriately, which will trigger the notorious “Printer in Error State” message. If you have recently installed new software or have upgraded your operating system, a conflict with the driver could be the culprit.
3. Software Conflicts
Your printer does not stand alone. It’s one part of a large ecosystem consisting of numerous background services, antivirus programs, firewall settings, and applications. At times, a few of those applications might have issues with the printer. An example would be a security patch or third-party firewall killing off the printer communication, or an unstable Windows update causing compatibility issues. These mischievous software conflicts can go unnoticed, sneaking your printer into an error state without your awareness.
4. Paper or Ink Issues
Printers are sensitive pieces of equipment, and they can go into an error mode even from seemingly minor physical issues. If the tray is empty, there is a paper jam in the rollers, or the ink cartridges are low/empty, the printer may halt all functions. There are sensors in newer printers to detect these issues, and if anything is off—even a little—the printer will not proceed. This is most common in inkjet and laser printers where cartridge or toner issues are well monitored.
5. Print Queue Blockage
When print jobs start queuing up—either because they’re corrupted, not properly formatted, or there’s been a transmission issue—the printer’s going to hang and show an error condition. The print spooler service responsible for the queued jobs will be bogged down or stalled, so your machine can’t even process new jobs. This is a more common issue in shared office settings where several machines are sending jobs to the same printer.
6. Hardware Faults
Occasionally, the source of the problem extends beyond the software and into hardware territory. Internal mechanisms such as rollers, cartridges, printheads, or sensors can malfunction because of wear and tear, debris accumulation, or flaws in manufacture. If your printer is producing strange sounds, failing to pull paper properly, or repeating error flashes on the control panel, a hardware failure may be the culprit. In such cases, DIY fixes might not be enough—you may need professional printer repair service.
How to Fix when Printer is in an Error State: Step-by-Step
Okay, let’s walk through the whole process of bringing your printer back to life.
🔧 Method 1: Remove and Reinstall the Printer
Step 1: Press the Windows key on your keyboard and search for the Control Panel. Once inside the Control Panel, click on “View devices and printers” under the Hardware and Sound category.
Step 2: A list of all available and previously connected devices will appear. Locate your printer that’s showing the error state.
Step 3: Right-click on the problematic printer and choose “Remove device” from the dropdown menu.
Step 4: Click on “Yes” when asked to confirm the uninstallation. The device will be removed from your system. Wait for a couple of minutes and then re-install the printer by clicking on “Add a printer or scanner” in your system settings.
💡 This method often resolves communication or driver conflicts between your computer and printer.
🛠️ Method 2: Utilize the Windows Printer Troubleshooter
Step 1: Go to the Windows search bar and type “Troubleshoot settings.” Choose the first option to open the troubleshooting dashboard.
Step 2: Scroll down and choose “Other troubleshooters.” This opens a list of pre-installed troubleshooters for common hardware issues.
Step 3: Get up and running,” choose the “Printer” option and “Run the troubleshooter.” Windows will begin to troubleshoot your printer for software or connection issues.
Step 4: Continue with on-screen instructions provided by the troubleshooter to execute recommended fixes.
⚙️ This tool is especially useful for detecting background issues or driver misconfigurations.
💡 Pro Tip: Use Both Methods Together
Start with Method 1 if you think the printer installation is damaged. If it still doesn’t work, Method 2 will reveal deeper problems. Together, these two methods solve most “Printer in Error State” problems for Windows 10 and 11 users.
Bonus Tips to Prevent Printer Errors in the Future
- Keep your printer drivers and firmware updated frequently
- Avoid clogging your printer queue with multiple jobs at a time
- Always use compatible or original cartridges
- Schedule maintenance checks, especially for laser printer repair
- Avoid shutting down the printer abruptly
When to Contact a Professional
Tried everything and still see the error?
It might be time to consult a professional—especially if:
- The error persists across multiple devices
- You hear unusual noises (mechanical issues)
- You’ve recently moved or dropped the printer
We at Print Web Technology deal with faster, economical repair solutions for printers. Our repair solutions cover HP, Epson, Brother, or Canon printer repair. So if you are looking for repair solutions, simply check our website or call for professional help.
We also support small business offices and can assist with printer repair onsite or remotely—depending on your needs.
Conclusion
The “Printer in Error State” message is a worst-case scenario to find, but it’s typically easier to fix than it seems. From cable tests to clearing the print queue and updating drivers, the solutions above tackle just about all possible causes.
By following these steps, you’ll likely resolve the issue yourself. However, if nothing else is still not functioning, don’t panic. Call Print Web Technology for expert printer trouble shooting and repair services that have you up and printing in no time.
FAQs About Printer in Error State
1. Why does my printer keep going into an error state?
Random error messages typically stem from outdated drivers, network disruptions, or neglected print queue problems.
2. Is this a software or hardware problem?
Either/or. Start with software fixes (drivers, connectivity). If nothing works, then hardware examination could be necessary.
3. Do I need to reinstall the printer to fix this?
No, most issues can be fixed through restarts, updating, or clearing the print queue.
4. Do I need to summon the experts each time?
No, but in case it is recurrent or is related to the hardware (such as roller jamming or faulty sensors), seek a printer repair shop like Print Web Technology.