Dealing with a printer in error state can be frustrating, especially when you have important documents to print. This common issue happens when your printer stops communicating properly with your computer, leaving you unable to complete print jobs. The quickest way to fix a printer in error state is to perform a basic reset by turning off the printer, unplugging it completely, waiting for about five minutes, and then plugging it back in and powering it on again.
If the simple reset doesn’t work, check all physical connections including USB cables or wireless network settings. Sometimes the issue stems from outdated printer drivers or software conflicts. Removing the printer from your control panel, rebooting your computer, and then reinstalling the printer often resolves these communication problems.
For HP printer users specifically, removing the ink cartridges before performing a hard reset can help clear internal errors. This extra step allows the printer to fully reset its internal memory and often resolves persistent error states that simple power cycling doesn’t fix.
What Does “Printer in Error State” Actually Mean?
Seeing the message “Printer in Error State” pop up on your computer or printer display can feel like hitting a wall, especially when you’re in a rush. At its core, this error message means your printer can’t proceed with your print job due to some kind of issue—hardware, software, or even user error. The problem might be as simple as an empty paper tray or as frustrating as a faulty driver.
The good news? Most of these problems are fixable without needing to call in an expert. Let’s break it down.
Common Causes of a Printer in Error State
Before diving into the fixes, it helps to understand what typically triggers this message. Here are the most common culprits:
- Loose or faulty connections
Unstable USB cables, faulty power cords, or an unreliable wireless connection can all prevent communication between your printer and computer. - Outdated or corrupted drivers
If your computer can’t properly “talk” to the printer, you’ll often get an error state. - Paper jams or empty trays
Even a tiny bit of torn paper stuck inside can halt everything. - Ink or toner issues
Low or empty cartridges (or incompatible ones) can trigger errors. - Hardware malfunctions
A broken sensor, cover that’s not closed properly, or other mechanical failures can be the source. - Operating system updates
A recent Windows or macOS update may have caused a compatibility issue. - Printer queue errors
Stuck print jobs can prevent new ones from starting.
Quick Fixes to Get Your Printer Out of an Error State
1. Check All Physical Connections
Start simple.
- Ensure the printer is plugged in properly.
- If you’re using a USB connection, try a different port or cable.
- For wireless printers, make sure you’re connected to the correct Wi-Fi network and the signal is stable.
2. Restart Both Printer and Computer
Yes, the classic move—but for good reason. Restarting clears out temporary glitches.
- Turn off the printer and unplug it for at least 60 seconds.
- Reboot your computer.
- Plug the printer back in and turn it on.
Sometimes this alone resets the error state.
3. Clear the Print Queue
A jammed-up print queue can cause headaches.
- On Windows:
- Go to Control Panel > Devices and Printers
- Right-click your printer and select See what’s printing
- Cancel all pending print jobs
- On Mac:
- Open System Preferences > Printers & Scanners
- Select your printer, then click Open Print Queue
- Cancel any stuck jobs
After clearing the queue, try printing again.
4. Update or Reinstall Printer Drivers
Outdated drivers are often the root of communication issues.
- Visit the manufacturer’s website and find the latest drivers for your printer model.
- Download and install them.
- Alternatively, on Windows, you can:
- Open Device Manager
- Find your printer under Print queues
- Right-click and select Update driver
If updating doesn’t work, uninstall and then reinstall the drivers.
5. Set Your Printer as Default
Sometimes, Windows or Mac gets confused about which printer to use.
- On Windows:
- Go to Settings > Devices > Printers & Scanners
- Select your printer and click Set as default
- On Mac:
- Go to System Preferences > Printers & Scanners
- Right-click your printer and select Set as default printer
6. Check for Paper Jams and Open Covers
Inspect your printer closely:
- Remove any stuck paper (even tiny scraps).
- Make sure the paper tray is loaded and aligned properly.
- Confirm all printer covers and trays are closed securely.
7. Inspect Ink or Toner Cartridges
- Make sure the cartridges are properly installed.
- Check for low ink or toner warnings.
- If you’ve recently replaced a cartridge, ensure it’s seated correctly and that any protective tape has been removed.
8. Run the Printer’s Troubleshooter
Most operating systems include a built-in troubleshooter:
- On Windows:
- Go to Settings > Update & Security > Troubleshoot
- Select Printer and run the troubleshooter
- On Mac:
- Remove the printer from Printers & Scanners
- Add it back and let macOS auto-detect the correct drivers.
9. Update the Operating System
A pending system update may be causing compatibility issues.
- Install any available updates for Windows or macOS.
- Reboot after updating to ensure everything integrates smoothly.
Advanced Fixes for Persistent Error States
If none of the basic fixes work, it’s time for deeper troubleshooting.
Reset the Printer to Factory Settings
Check your printer’s manual for instructions on how to perform a factory reset. This wipes custom settings and can resolve glitches.
Check the Spooler Service (Windows)
Sometimes the Print Spooler Service crashes.
- Press Windows + R, type
services.msc, and hit Enter. - Scroll to Print Spooler.
- Right-click and Restart it.
Try a Different Computer or Device
To rule out a computer-related issue, connect your printer to another PC, Mac, or even a mobile device and try printing. If it works there, the problem lies in your computer’s configuration.
When to Call for Professional Help
If you’ve exhausted these steps and still see the Printer in Error State message, it may be time to call the manufacturer’s customer support or visit a professional repair service. Chronic hardware issues, failed internal components, or firmware corruption often require expert intervention.
Pro Tips to Avoid Future Printer Errors
- Keep drivers up to date
Check regularly for driver and firmware updates from your printer’s manufacturer. - Use high-quality paper and ink/toner
Cheap supplies can lead to jams or poor quality prints that confuse the sensors. - Perform regular maintenance
Clean your printer’s rollers, nozzles, and interior parts to prevent buildup and damage. - Power down properly
Don’t just unplug the printer; use its power button to turn it off and on. - Avoid overloading the print queue
Wait for one job to complete before sending multiple requests, especially with older printers.
Final Thoughts
A Printer in Error State doesn’t have to mean the end of productivity. With a systematic approach, you can diagnose and fix most issues quickly. Whether it’s a simple restart, updating drivers, or clearing a jam, these solutions should get you back up and running.
If your printer keeps falling into an error state frequently, it might be worth considering an upgrade—modern printers come with smarter diagnostics and fewer compatibility issues.
Key Takeaways
- Power cycling your printer by unplugging it for five minutes often resolves most error state issues.
- Check all physical connections and wireless settings before attempting more complex solutions.
- Uninstalling and reinstalling printer drivers can fix software-related printer communication problems.
Understanding Printer Error States
When your printer displays an error state, it’s unable to complete print jobs due to an issue that needs attention. Printer errors can range from simple paper jams to more complex connection problems or hardware failures.
Common Causes of Printer Errors
Connection issues are frequent culprits behind printer error states. If your computer cannot properly communicate with the printer, an error message will appear. This can happen due to loose cables, network problems, or outdated drivers.
Physical obstructions like paper jams or foreign objects inside the printer mechanism often trigger error states. The printer’s sensors detect these blockages and halt operations to prevent damage.
Low ink or toner levels commonly cause printers to enter error states, especially in models programmed to stop functioning when supplies run low. Some manufacturers design their printers to cease operations completely when cartridges are empty.
Hardware malfunctions such as a damaged printhead, failing power supply, or worn-out components can also trigger error states. These issues typically require professional repair or part replacement.
Error State Indicators and Messages
Most printers display specific error codes or messages to help identify the problem. These might appear on the printer’s display panel or on your computer screen when attempting to print.
LED indicators often communicate errors through specific light patterns. For example, a blinking power light might indicate a connection issue, while a paper icon may flash during a paper jam.
Windows computers typically show “Printer is in Error State” messages in the print queue or notification area. This general message indicates the computer recognizes the printer but cannot complete the printing process.
HP printers often display specific error codes like “E1” or “E2” that correspond to particular problems. Referring to the printer manual helps interpret these codes accurately.
Different Types of Printer Errors
Communication errors occur when the printer and computer cannot properly exchange data. These often appear as timeout errors or connection failures and may require reinstalling drivers or checking network settings.
Physical/mechanical errors involve problems with the printer’s moving parts. Paper jams, carriage obstructions, or printhead alignment issues fall into this category. These typically require manual intervention to clear blockages or reset components.
Supply-related errors happen when ink, toner, or paper supplies are depleted or improperly installed. Many printers enter an error state when cartridges are empty or unrecognized.
Firmware or software errors can occur after updates or due to corrupted data. These may require resetting the printer to factory settings or updating firmware to resolve.
Troubleshooting Initial Steps
When your printer displays an error state, following a systematic approach can quickly resolve the issue. Before contacting technical support, try these basic troubleshooting steps that address the most common printer problems.
Ensure Proper Connectivity
First, check all physical connections between your printer and computer. Make sure the USB or Ethernet cable is firmly plugged into both devices. If using a wireless connection, verify that both your printer and computer are connected to the same network.
Try disconnecting and reconnecting the cables to ensure proper contact. Sometimes, cables can work loose or develop faults over time. Consider replacing the cable if you suspect it might be damaged.
For wireless printers, check your router status and ensure the printer appears in your network devices list. You might need to reconnect the printer to your network if the connection was lost. Some printers have a network test function you can run from the control panel.
Verifying Printer Power
Ensure your printer is receiving adequate power. Check that the power cable is securely connected to both the printer and wall outlet. Look for lights or display indicators showing the printer is on.
If the printer appears to be off, press the power button and wait for it to complete its startup sequence. Some printers take up to a minute to fully initialize.
Try plugging the printer into a different outlet to rule out power supply issues. Power fluctuations can sometimes cause printers to enter an error state. For added protection, consider connecting your printer to a surge protector.
Checking for Paper Jams and Ink Levels
Paper jams are a common cause of printer errors. Open all access panels and carefully check for jammed paper in the paper path. Remove any jammed paper by pulling it in the direction of normal paper travel to avoid tearing.
Inspect the paper tray to ensure it’s properly loaded with the correct paper size and type. Don’t overfill the tray, as this can cause feeding problems.
Check ink or toner levels through your printer’s control panel or computer software. Even if one cartridge is empty, many printers will stop functioning completely. Replace any low or empty cartridges according to the manufacturer’s instructions.
Clean the paper rollers if they appear dirty, as debris can interfere with paper feeding. Most printer manuals provide instructions for accessing and cleaning these components.
Advanced Printer Troubleshooting
When basic troubleshooting doesn’t solve a printer’s error state, more technical solutions may be needed. These advanced methods can address deeper software issues and configuration problems that commonly cause persistent printer errors.
Updating or Reinstalling Printer Drivers
Outdated or corrupted printer drivers often cause error states. To update drivers, users should visit the manufacturer’s website and download the latest version for their specific printer model. For Windows users, drivers can be updated through Device Manager:
- Right-click on Start and select “Device Manager”
- Expand “Printers” category
- Right-click the printer and select “Update driver”
- Choose “Search automatically for updated driver software”
If updating doesn’t work, reinstalling may be necessary. First, uninstall the current driver completely:
- Open Control Panel > Devices and Printers
- Right-click the printer and select “Remove device”
- Restart the computer
- Reconnect the printer and allow Windows to install fresh drivers
For persistent issues, try using the manufacturer’s driver removal tool before reinstalling.
Clearing Printer Queues
Stuck print jobs can cause error states by preventing new tasks from processing. To clear the print queue:
- Open Control Panel > Devices and Printers
- Double-click the problem printer to view the queue
- Click “Printer” in the menu and select “Cancel All Documents”
If the standard method doesn’t work, try stopping and restarting the print spooler service:
- Press Windows+R and type “services.msc”
- Find “Print Spooler” in the list
- Right-click and select “Stop”
- Navigate to C:\Windows\System32\spool\PRINTERS
- Delete all files in this folder
- Return to services and start the Print Spooler again
This method clears all pending print jobs from the system’s memory.
Editing Printer Settings
Incorrect printer settings can trigger error states. Check these key settings:
Port Configuration:
- Open Devices and Printers
- Right-click your printer and select “Printer properties”
- Go to the “Ports” tab
- Ensure the correct port is selected (USB001 for USB connections or the proper IP for network printers)
Print Processor Settings:
- In printer properties, click the “Advanced” tab
- Click “Print Processor” and verify the default processor is selected
- Set “Default data type” to “RAW” for most printers
Check printer status settings in the “Device Settings” tab. Disable any advanced features temporarily to test if they’re causing conflicts. Sometimes changing the “Spool Settings” to “Print directly to printer” can bypass errors in the spooling process.
Printer Software Solutions
Software tools can often resolve printer error states without needing hardware intervention. These specialized utilities diagnose problems and fix common issues automatically.
Using Built-in Printer Utilities
HP Print and Scan Doctor is a free tool designed specifically for Windows users experiencing printer problems. This utility automatically identifies and resolves driver issues, connection problems, and print queue errors that commonly cause the “printer in error state” message.
Windows also offers its own troubleshooting tool. To access it:
- Go to Settings > Devices > Printers & scanners
- Select your printer
- Click “Run the troubleshooter”
These built-in options often resolve configuration issues and clear stuck print jobs automatically. For persistent problems, uninstalling and reinstalling printer drivers can help. This process removes corrupted software components that might be causing the error state.
Benefit of Manufacturer Support and Diagnostics
Printer manufacturers provide specialized support software tailored to their specific models. These tools offer deeper diagnostics than generic utilities and can identify hardware-specific problems.
Manufacturer websites typically feature:
- Updated drivers designed for compatibility with current operating systems
- Specialized diagnostic tools that check for hardware issues
- Firmware updates that fix known bugs
Brother, HP, Canon, and other major manufacturers maintain support pages with troubleshooting guides specific to error states. These resources often include step-by-step fixes for common problems.
Regular driver updates prevent compatibility issues with new operating system versions. Setting printers to automatically check for updates ensures they remain in optimal working condition.
Network-Related Printer Issues
When your printer shows an error state, network connectivity problems are often the culprit. These issues can prevent your computer from communicating properly with your printer, even when the printer itself appears to be functioning normally.
Troubleshooting Wireless Connectivity
Start by checking if other devices can connect to your wireless network. This confirms whether the problem is with your printer or the network itself. If the network is working properly, try moving the printer closer to the router to improve signal strength.
Restart your networking equipment by turning off your router and modem for about 30 seconds before powering them back on. This simple step resolves many connection issues by clearing temporary glitches.
Check if your printer has a dedicated wireless button or network test function. Many modern printers can print a network configuration page that shows the current connection status and IP address.
Make sure your printer is connected to the correct network, especially in environments with multiple Wi-Fi networks. Sometimes printers connect to guest networks or neighbors’ Wi-Fi by mistake.
Managing Printer Network Settings
Access your printer’s network configuration through its control panel or web interface. Most printers have an IP address you can type into a browser to access these settings.
Ensure your printer has a static IP address rather than one assigned dynamically. Dynamic addresses can change after router restarts, causing connection problems. You can set a static IP through your printer’s network menu or router’s DHCP settings.
Check firewall settings on your computer. Windows Firewall or third-party security software might block printer communication. Add exceptions for your printer model or temporarily disable the firewall for testing.
For persistent issues, try resetting the printer’s network settings to factory defaults. This removes any misconfiguration but requires you to set up the connection again from scratch.
Preventative Measures for Printer Reliability
Maintaining printer reliability requires proactive steps to prevent common error states. Regular upkeep and software updates can significantly reduce the frequency of printer problems.
Regular Maintenance Routine
Cleaning the printer regularly helps prevent many common error states. Users should gently wipe dust from exterior surfaces weekly and clean the print heads monthly using the printer’s built-in maintenance function.
Paper path maintenance is equally important. Checking for and removing paper debris can prevent jams that often trigger error messages. Users should inspect paper trays and rollers every 1-2 months.
Ink and toner management also impacts reliability. Don’t wait until cartridges are completely empty before replacing them. Low ink levels often cause print quality issues that may trigger error states.
Recommended maintenance schedule:
- Weekly: Dust exterior surfaces
- Monthly: Run printer cleaning cycle
- Bi-monthly: Inspect paper paths and rollers
- As needed: Replace cartridges when low (not empty)
Updating Printer Firmware Consistently
Printer manufacturers regularly release firmware updates that fix bugs and improve performance. These updates often address specific error conditions that occur in older firmware versions.
Setting up automatic updates is the easiest approach. Most modern printers can check for and install updates automatically when connected to Wi-Fi. Users should verify this feature is enabled in their printer settings.
For printers without automatic updates, check the manufacturer’s website quarterly. The download section typically contains the latest firmware files with installation instructions.
Driver updates for computers are equally important. Outdated drivers can cause communication issues between the computer and printer, triggering error states. Windows users can use the HP Print and Scan Doctor tool to identify and fix driver problems.
Professional Services and Repairs
Sometimes printer errors require expertise beyond basic troubleshooting. Professional repair services can diagnose complex issues when self-help methods fail.
When to Engage Professional Help
If you’ve tried all troubleshooting steps like restarting the printer, checking connections, and reinstalling drivers without success, it’s time to consider professional help. Persistent error messages that don’t respond to basic fixes often indicate deeper hardware problems.
Signs that warrant professional assistance include unusual noises, repeated paper jams despite clearing paths, ink system failures, or error codes not documented in user manuals. Most manufacturers recommend seeking help when your printer has been inoperable for more than 48 hours despite following their troubleshooting guides.
For business environments where downtime equals lost productivity, professional services should be contacted sooner rather than later. Many providers offer emergency same-day service specifically for business clients.
Selecting a Reliable Repair Service
Start by checking if your printer is still under warranty, as repairs might be covered at no cost. Manufacturer-authorized service centers employ technicians with specialized training on specific printer models.
When evaluating repair services, consider:
- Certification – Look for technicians certified by your printer manufacturer
- Experience – Services with 5+ years handling your printer brand
- Response time – How quickly they can diagnose and repair your device
- Cost structure – Flat-rate vs. hourly pricing models
Read online reviews from multiple sources and ask about warranty periods for repairs. Reputable services provide detailed explanations of problems found and preventive measures to avoid future errors.
Local computer repair shops often handle printer issues at lower rates than dedicated printer services, but might lack specialized tools for complex problems.
Understanding Error Codes
When a printer displays an error state, it often shows specific error codes that help identify the problem. These codes vary by printer brand and model, but understanding them can save time when troubleshooting.
Error codes typically appear on the printer’s display screen or through blinking patterns on the front panel lights. For HP printers, codes may show as numbers or combinations of blinking lights.
Common Error Code Categories:
| Error Type | Typical Causes | Examples |
|---|---|---|
| Paper Jams | Paper stuck in printer path | E01, Paper Jam, 13.XX |
| Ink/Toner | Empty cartridges, installation problems | E04, Ink Alert, 10.XX |
| Connection | USB/network issues | E02, Connection Error |
| Hardware | Mechanical failures | E03, Service Required |
Most printer manuals include a section explaining these codes. You can usually find this information in the troubleshooting chapter or on the manufacturer’s website.
Some brands use light patterns instead of numeric codes. For instance, two blinking lights might indicate a paper jam, while three rapid blinks could signal ink problems.
Looking up the specific error code in your printer’s manual is the first step toward resolving the issue. This helps determine whether the problem needs a simple fix like replacing ink or if it requires professional service.
Advocating for Quality Printing Solutions
When it comes to printing, investing in quality equipment saves time and reduces frustration. High-quality printers often include better error detection systems that clearly communicate problems to users.
Reliable printers from established brands typically offer comprehensive support options. This includes detailed troubleshooting guides, responsive customer service, and regularly updated drivers.
Key features to look for in quality printing solutions:
- Auto-diagnostic capabilities
- Clear error messaging
- Robust network connectivity
- Easy-to-access maintenance tools
- Regular firmware updates
Many modern printers include smartphone apps that help diagnose and fix problems remotely. These apps can often identify issues before they cause complete printer failure.
Businesses should consider the total cost of ownership rather than just the initial purchase price. A more expensive printer with better reliability may cost less over time due to fewer errors and work disruptions.
Regular maintenance schedules help prevent many common printer errors. Quality printers often remind users when maintenance is needed before problems occur.
Training staff on proper printer usage and basic troubleshooting can significantly reduce error states. Many printing issues stem from user error rather than hardware problems.
Frequently Asked Questions
Here are answers to common questions about fixing printer error states across different brands and operating systems. These solutions address specific technical issues that prevent printers from functioning properly.
What steps should be followed to resolve an error state on an HP printer?
For HP printers showing an error state, start by performing a hard reset. Turn the printer on, disconnect the power cord from the back, wait 60 seconds, and reconnect it.
Remove all ink cartridges and check them for damage or low ink levels. Clean the contact points on the cartridges with a dry cloth.
Check cable connections if using USB, or verify wireless connection settings. Ensure the printer is connected to the correct network.
Update the printer driver through the HP website or HP Smart app. Outdated drivers often cause error state messages.
How can one troubleshoot a Canon printer that is displaying an error state message?
For Canon printers, first check for paper jams or obstructions in the paper path. Remove any stuck paper carefully by pulling it in the direction of normal paper flow.
Reset the printer by turning it off, unplugging it for 30 seconds, and restarting. This often clears temporary glitches in the system.
Verify ink or toner levels and replace cartridges if needed. Canon printers often enter error states when ink is critically low.
Reinstall the Canon printer driver from the official website. Using the exact model number ensures you get the correct software.
What methods are effective in clearing error states in Epson printers?
To fix Epson printer error states, run the printer’s built-in nozzle check and cleaning utility. This addresses print quality issues that trigger error messages.
Reset the Epson printer by turning it off, unplugging all cables, waiting two minutes, then reconnecting everything and powering it back on.
Check for and clear any paper jams. Look in less obvious areas like the rear access panel or beneath the scanner unit on all-in-one models.
Use Epson’s Printer Utility software to diagnose specific error codes. The utility can identify issues with print heads, sensors, or mechanical components.
What are common resolution processes for a Brother printer experiencing an error state?
For Brother printers, perform a factory reset by accessing the printer’s menu settings. This varies by model but typically involves pressing combinations of menu buttons.
Check the LCD display for specific error codes and refer to the user manual for their meanings. Brother printers usually provide detailed error information.
Clean the corona wire on laser models by gently sliding the green tab from left to right several times. Dirt on this component often causes errors.
Update firmware through the Brother website or using Brother’s maintenance software. Outdated firmware can cause communication errors with computers.
How can a ‘printer in error state’ issue be rectified on Windows 10?
In Windows 10, first restart the Print Spooler service. Press Win+R, type “services.msc”, find Print Spooler, right-click it, and select Restart.
Run the built-in printer troubleshooter by going to Settings > Update & Security > Troubleshoot > Printer. Follow the on-screen instructions to identify and fix issues.
Uninstall and reinstall printer drivers through Device Manager. Right-click on the printer, select Uninstall, then add the printer again through Settings > Devices > Printers & Scanners.
Check Windows Update for driver updates. Sometimes Microsoft provides updated drivers that resolve compatibility issues with Windows 10.
What techniques can resolve error state problems for printers on Windows 11?
For Windows 11 users, first check for system updates that include printer fixes. Go to Settings > Windows Update and install any available updates.
Use the updated troubleshooter by going to Settings > System > Troubleshoot > Other troubleshooters > Printer. This newer version often catches Windows 11-specific issues.
Clear the printer queue by right-clicking on the printer icon, selecting “See what’s printing,” then “Printer > Cancel All Documents” from the menu.
Verify printer port settings in Control Panel > Devices and Printers > right-click your printer > Printer Properties > Ports. Ensure the correct port is selected for your connection type.
