EasyPrinterHelp
EasyPrinterHelp
☰

How to Fix Xerox Printer Offline on Windows & Mac

Category: Troubleshooting · Brand: Xerox

A Xerox printer showing offline means your computer can no longer communicate with it. This is almost always a network, IP address, or print queue issue — not a hardware fault.

Step 1: Check the Printer's Front Panel

On the Xerox printer touchscreen:

  • A Ready status means the printer is functional and waiting for jobs
  • Any error message other than Ready indicates a hardware or software issue to address first

If the printer shows Ready but your computer shows it as offline, the problem is on the network/software side.

Step 2: Set the Printer Online in Windows

  1. Open Control Panel > Devices and Printers
  2. Right-click your Xerox printer
  3. Click See what's printing
  4. Click Printer in the menu bar — if Use Printer Offline is checked, click to uncheck it
  5. Try printing

Step 3: Flush the Print Queue

  1. In the print queue window, click Printer > Cancel All Documents
  2. Press Windows + R, type services.msc, press Enter
  3. Find Print Spooler, right-click and select Restart
  4. Try printing again

Step 4: Verify the Printer's IP Address

Xerox printers in a network environment often go offline when their IP address changes after a router restart.

Print a Configuration Report from the printer:

  1. On the touchscreen: Device > Information Pages > Configuration Report > Print
  2. Note the IPv4 Address shown

Update the port in Windows:

  1. Open Control Panel > Devices and Printers
  2. Right-click Xerox printer > Printer properties > Ports
  3. Select the current port > Configure Port
  4. Update the IP address to match the report
  5. Click OK

Step 5: Remove and Re-add the Printer

If updating the port doesn't work:

  1. Right-click the Xerox printer > Remove device
  2. Click Add a printer > The printer I want isn't listed
  3. Select Add a printer using a TCP/IP address or hostname
  4. Enter the IP address from the configuration report
  5. Select the Xerox driver when prompted

Step 6: Fix on Mac

  1. System Settings > Printers & Scanners
  2. Select the Xerox printer > – to remove it
  3. Click + and add it back by IP address

Assigning a Static IP (Prevents Future Issues)

From the Xerox touchscreen:

  1. Tools > Network Settings > IP Address
  2. Change from DHCP to Static
  3. Enter an IP address outside your router's DHCP range (e.g., 192.168.1.200)
  4. Set the correct subnet mask and gateway

Xerox Supplies on Amazon