Complete Printer Troubleshooting Guide: Offline, Can't Print, and Connection Issues

Printer problems are one of the most frequent IT requests at RCS. Before submitting a ticket, try the steps below — many printer issues can be resolved in under a minute.

Quick Fix: Printer Shows "Offline" or Won't Print

1. Check the printer itself. Is it powered on? Does the display show any error messages (paper jam, toner empty, door open)? Fix any physical issues first.
2. Check your network connection. Your computer must be on the campus Wi-Fi or wired network to reach the printer. If your Wi-Fi is disconnected, reconnect first.
3. Restart the print spooler (Windows):
   • Press Windows + R, type services.msc, press Enter.
   • Scroll to Print Spooler, right-click it, and select Restart.
   • Try printing again.
4. Remove and re-add the printer:
   • Go to Settings > Devices > Printers & Scanners.
   • Find the problem printer, click it, and select Remove device.
   • Click Add a printer or scanner and let Windows rediscover it.
   • If it doesn't appear automatically, see Adding a Printer for manual setup.
5. Print a test page. If the test page works but your document doesn't, the issue may be with the application — try printing from a different program.

Printing from a Chromebook

Chromebooks use a different printing method than Windows or Mac. See How to Print from a Chromebook to a Toshiba Printer for step-by-step instructions.

If the Chromebook can't find the printer, make sure it's connected to the correct campus Wi-Fi network.

Guest or Visitor Printing

If you're visiting campus for a meeting or event and need to print:

1. Connect to the campus guest Wi-Fi network.
2. You may need to install the printer driver for the nearest printer. Ask your meeting host or IT which printer to use.
3. See Print Drivers for All RCS Printers for driver downloads.
4. If you still can't connect, ask your host to print on your behalf or contact itsupport@redlandschristian.org.

Paper Jams

If the printer displays a paper jam error:

1. Open the printer doors and trays indicated on the display.
2. Gently pull out any jammed paper. Pull slowly and evenly to avoid tearing.
3. Check the finisher tray (the side output unit) — jams often occur there.
4. Close all doors firmly until they click.
5. The printer should automatically resume. If it still shows a jam error, there may be a small scrap of paper stuck inside — contact IT.

See also: How to Clear a Paper Jam on the Toshiba and Other Copiers

Toner, Ink, or Supply Replacement

If the printer says toner is low, waste toner box full, or out of staples:

• Toner cartridges and waste toner boxes: Check the supply cabinet in your building's workroom for replacements. If none are available, submit a ticket to IT.
• Staple cartridges: These are typically stored near the copier. If you can't find one, contact IT.
• For supply requests, see How to Request Toner, Ink, or Paper Refills.

When a Printer Needs Professional Service

Some issues can't be fixed in-house. Submit a ticket to IT if you see any of these:

• A "Call for Service" message with a red wrench icon
• Error codes (e.g., C319, E456) that don't clear after restarting
• Black debris, streaks, or smudges on printed pages
• The printer makes unusual grinding or clicking sounds
• Paper jams that keep recurring in the same tray

Include the printer location (building and room), the printer model number (on the front label or display), and a photo of any error message in your ticket.

Campus Printer Quick Reference

Need to install a specific printer? See Print Drivers for All RCS Printers for the complete list of printer names, locations, and drivers.

RCS Information Technology · IT Help Center