Can't print documents

Question

When the print button is pressed the document looks as if it has been sent to the printer but then an error message appears

Answer 1

Hi, I'm John! I will help you with this.

To help narrow down the issue:

1. Does the issue happen with all documents and apps, or only one program?
2. Can you print a test page from the printer settings?
3. Is the printer showing as Online under Settings > Bluetooth & devices > Printers & scanners?
4. What is the make and model of the printer?

Answer 2

Use the following checks and fixes in order:

1. Check the physical printer
   • Make sure the printer is powered on, has paper, ink/toner, and no error lights or messages.
   • Verify the USB/network cable or Wi‑Fi connection is secure.
   • Many printers show “Offline”, “Out of paper”, or similar on their display; clear any such error first.
2. Make sure a working default printer is set
   1. Open Settings > Bluetooth & devices > Printers & scanners (or Control Panel > Devices and Printers on older Windows).
   2. Confirm the correct printer is listed and not marked Offline or Error.
   3. Right‑click it and choose Set as default printer.
   4. Try printing again.
3. Reinstall the printer driver (if jobs fail with an error) A damaged driver can cause jobs to appear as sent and then fail.
   1. Open Control Panel > Devices and Printers (or Settings > Printers & scanners).
   2. Right‑click the printer and select Remove device / Delete. If prompted to remove extra files, select Yes.
   3. Download the latest driver for the exact printer model from the printer manufacturer’s website and install it.
   4. Add the printer again via Add device / Add a printer or scanner.
   5. Try printing.
4. Run the built‑in Windows printer troubleshooter
   1. Press Windows logo key + S, type Devices and printers, and open it.
   2. Right‑click the printer and select Troubleshoot.
   3. Follow the wizard and apply any fixes it suggests.
5. If using Office apps (Word, Excel, etc.)
   • Install all Windows and Office updates.
   • If only one app (for example, Word) fails to print while others work, reinstalling the printer driver as above often resolves app‑specific print errors.

If these steps do not resolve the issue, contact the printer manufacturer’s support with the exact error message shown on the PC or printer display.

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References:

• Printer error
• My Print button and some printer settings aren’t available
• Troubleshoot printing problems in Microsoft 365 apps
• Error message when you attempt to print or fax document: "No printers are installed"
• Error message when you try to print in Word 2002 or in Word 2007: "Word cannot print"
• Universal Print troubleshooting - Debugging print errors
• My printer won't connect and I'm unable to print anything - Microsoft Q&A
• Printing error on windows 11 laptop - Microsoft Q&A