Is your HP Deskjet 6940 showing the dreaded “offline” status, leaving your important documents unprinted? Fear not!

Fix HP Deskjet 6940 Printer Offline

This comprehensive guide will equip you with the steps to diagnose and fix this common issue, getting your HP Deskjet 6940 printing seamlessly on both Windows and Mac.

Windows Troubleshooting: HP Deskjet 6940 Printer Offline

[Solved] HP Deskjet 6940 Printer Offline 3

Method 1: Setting Your HP Deskjet 6940 as the Default Printer

An overlooked detail can sometimes be the culprit behind an “offline” printer. Here’s how to ensure your HP Deskjet 6940 is set as the default printer in Windows 10:

  1. Access the Windows Search Bar: Locate the search bar on your Windows 10 taskbar.
  2. Navigate to Devices: In the search bar, type “Devices” and press “Enter” to open the Devices settings.
  3. Printers and Scanners: Within the Devices settings, click on “Printers & scanners.”
  4. Manage Default Printer: Locate the option labeled “Let Windows manage my default printer.” If a checkmark is present next to it, proceed to the next step.
  5. Uncheck Default Management: Click on the checkbox to uncheck “Let Windows manage my default printer.” This allows you to manually set your preferred printer.
  6. Find Your HP Deskjet 6940: In the list of devices displayed under “Printers & scanners,” locate your HP Deskjet 6940 model.
  7. Manage Your HP Deskjet 6940: Click on your HP Deskjet 6940 model to open its management options.
  8. Handling Multiple Entries (Optional): If you see multiple entries for your HP Deskjet 6940, right-click on the appropriate one and select “Go to device management” from the context menu.
  9. Set as Default: In the “Manage your device” window, click on the “Set as default” button to designate your HP Deskjet 6940 as the default printer.
  10. Test Printing: Once you’ve set the default printer, try sending a test print job to verify if the “offline” status is resolved.

Method 2: Removing and Re-Adding Your HP Deskjet 6940 Printer

Sometimes, a simple removal and re-installation of your printer driver can resolve connectivity issues. Here’s how to do it on Windows 10:

  1. Access System Settings: Click on the Start menu and select “Settings” (gear icon).
  2. Navigate to Printers & Scanners: Within the Settings window, click on “Devices” and then “Printers & scanners.”
  3. Find Your HP Deskjet 6940: Locate your HP Deskjet 6940 model name on the list of printers.
  4. Remove the Printer: Right-click on your HP Deskjet 6940 and select “Remove device” from the context menu.
  5. Confirm Removal: A confirmation dialog might appear. Click “Yes” to proceed with removing the printer.
  6. Re-Adding the Printer: Once removed, click on the “+” button titled “Add a printer or scanner” to initiate the process of re-adding your HP Deskjet 6940.
  7. Follow the Wizard: Windows will guide you through the printer setup wizard. Follow the on-screen instructions to complete the re-installation process.

Remember:

  • USB vs. Wireless: The specific steps for re-adding the printer might differ slightly depending on whether you have a wired USB connection or a wireless setup. Follow the prompts displayed on your screen.
  • Driver Updates: During the re-installation process, you might be prompted to choose between installing the recommended driver or searching for additional drivers. It’s recommended to choose the recommended driver unless you have a specific reason to use a different one.

Method 3: Checking Connections and Restarting the Print Spooler Service

A faulty connection or a glitch in the print spooler service can cause your HP Deskjet 6940 to appear offline. Here’s how to address these on Windows 10:

  1. Verify Cable Connection (Wired): If you’re using a wired USB connection, ensure the cable is securely plugged into both your HP Deskjet 6940 and your computer’s USB port. Try using a different USB cable if possible to rule out cable issues.
  2. Check Network Connectivity (Wireless): For a wireless setup, verify that your Wi-Fi network is functioning properly. Ensure your computer and HP Deskjet 6940 are connected to the same Wi-Fi network.
  3. Restart the Print Spooler Service: The print spooler service manages print jobs on your computer. Restarting it can sometimes resolve temporary glitches. Here’s how:
    • Press the Windows key + R on your keyboard to open the Run dialog box.
    • Type “services.msc” and press “Enter” to open the Services window.
    • Locate “Print Spooler” in the list of services.
    • Right-click on “Print Spooler” and select “Restart” from the context menu.
  4. Test Printing: After checking connections and restarting the print spooler service, try sending a test print job to see if the “offline” status is resolved.

Mac Troubleshooting:

Method 1: Utilizing HP Smart App’s Diagnose and Fix Feature

The HP Smart app is a convenient tool for managing your HP printer from your Mac. Here’s how to use its Diagnose and Fix feature to potentially resolve the offline issue:

  1. Launch the HP Smart App: Ensure you have the HP Smart app installed on your Mac. You can download it from the official HP website or the Mac App Store if you haven’t already.
  2. Open Diagnose and Fix: Within the HP Smart app, locate and open the “Diagnose and Fix” section.
  3. Download App (if needed): If you don’t have the Diagnose and Fix functionality within the HP Smart app, you might need to download a separate HP utility for your specific HP Deskjet 6940 model. Refer to HP’s support website for download instructions.
  4. Select Your HP Deskjet 6940: Once in Diagnose and Fix (or the downloaded utility), select your HP Deskjet 6940 model from the list of available devices.
  5. Run the Diagnosis: Click the “Start” button to initiate the diagnosis process.
  6. Follow On-Screen Instructions: The HP Smart app or utility will guide you through troubleshooting steps specific to the identified issue. Follow the on-screen instructions carefully to potentially resolve the “offline” status.

Remember:

The HP Smart app and its features may vary depending on the specific version you’re using. Refer to HP’s support website or app documentation for detailed instructions if needed.

Method 2: Resetting the Printing System

Resetting the printing system on your Mac can sometimes clear up communication issues with your HP Deskjet 6940. Here’s how to do it:

  1. Access System Preferences: Click on the Apple menu and select “System Preferences.”
  2. Open Printers & Scanners: Within System Preferences, click on “Printers & Scanners” (or “Print & Scan” depending on your macOS version).
  3. Right-Click on Printer List: Right-click (or hold Control and click) anywhere on the blank space in the list of printers.
  4. Reset Printing System: Select “Reset Printing System” from the context menu.
  5. Confirm Reset: A confirmation dialog might appear. Click on “Reset” to proceed.
  6. Enter Admin Credentials: You might be prompted to enter your administrator username and password. Provide the credentials and click “OK” to complete the reset process.
  7. Re-Add Your HP Deskjet 6940: Once the reset is complete, click on the “+” button and follow the on-screen instructions to re-add your HP Deskjet 6940 printer.

HP Deskjet 6940 Printer Offline? FAQs to Get You Back Printing

Is your HP Deskjet 6940 Printer Offline state, leaving you with a queue of unprinted documents? Fear not! These FAQs will equip you with the knowledge to diagnose and resolve this common issue.

Q: How can I get my HP DeskJet printer back online?

There are several methods you can try, depending on your operating system (Windows or Mac):

  • Set as Default Printer: Ensure your HP Deskjet is set as the default printer on your computer.
  • Check Connections: Verify that your USB cable (wired) is secure or that your Wi-Fi connection (wireless) is stable.
  • Restart Print Spooler Service (Windows): A glitch in the print spooler service can cause issues. Restarting it can sometimes resolve the problem.
  • Reset Printing System (Mac): Resetting the printing system on your Mac can clear up communication problems.
  • Update Printer Driver: Outdated drivers might lead to compatibility issues. Update your HP Deskjet printer driver.
  • Run HP Smart App Diagnose and Fix (Mac): Utilize the HP Smart app’s built-in tool to diagnose and fix potential problems.
  • Remove and Re-add Printer: Sometimes, removing and reinstalling the printer driver can resolve connectivity issues.
  • Check for Paper Jams and Ink Levels: Paper jams and low ink can also cause printing problems.

Q: Why does my HP printer keep saying it’s offline?

Several factors can contribute to an “offline” HP Deskjet printer:

  • Incorrect Default Printer Settings: Your computer might be trying to print to a different printer.
  • Connection Issues: Faulty USB cable (wired) or weak Wi-Fi signal (wireless) can disrupt communication.
  • Print Spooler Service Glitch (Windows): A temporary glitch in the service can prevent printing.
  • Outdated Printer Driver: Outdated drivers might not be compatible with your current operating system.
  • Empty Paper Tray or Paper Jam: The printer can’t print if there’s no paper or if paper is jammed.
  • Low Ink or Faulty Cartridge: Even if ink levels appear good, a cartridge might be malfunctioning.

Q: How do I force my printer from offline to online?

There’s no single “force online” button. However, systematically troubleshooting the methods mentioned above should help identify the cause and get your HP Deskjet printer back online.