Who This Affects and What Fixes It
This guide is for small-business employees whose network printer frequently goes offline, stops responding, or requires constant reinstallation. The root cause is that the printer’s IP address changes over time. The fix is to give the printer a permanent, non-changing IP address and then update every computer’s printer settings to point to that fixed address instead of a virtual or automatically assigned one.
Why This Happens
Most office networks automatically hand out IP addresses to devices, including printers. Because these addresses can change, computers that were set up to reach the printer at one address suddenly can’t find it when the address changes. The solution is a static IP address (or an IP reservation), which guarantees the printer always has the same address on the network.
Step-by-Step Fix
- Identify your printer’s current IP address. On most printers you can print a configuration or network status page directly from the printer’s control panel. The IP address will be listed on that page.
- Assign a static IP address or IP reservation to the printer. A static IP is set in the printer’s own network settings menu. An IP reservation is configured in your network router so the router always gives the same address to that printer. If you are unsure how to do this, contact your IT support team for assistance.
- Note the new fixed IP address. Write it down or save it somewhere accessible, because you will need it in the next step.
- Update the printer port on every computer that uses this printer. On each PC:
- Open Settings and go to Printers & scanners.
- Select the network printer and open its properties.
- Find the port or connection settings and replace any existing IP address or virtual IP address with the new fixed IP address you noted in step 3.
- Save the changes.
- Test the printer from each computer by printing a test page to confirm the connection is working correctly.
Need Help?
If you are not comfortable changing network or printer settings, or if the problem persists after following these steps, reach out to your IT provider. Advanced Computer Solutions can handle this configuration for you. Contact ACS here.
Common questions
What is the difference between a static IP address and an IP reservation for a printer?
A static IP address is configured directly in the printer’s own network settings so it always uses the same address. An IP reservation (sometimes called a DHCP reservation) is configured in your network router so the router automatically gives that same address to the printer every time. Both result in a permanent, non-changing IP address for the printer.
Why should I avoid using a virtual IP address for my network printer?
Virtual IP addresses can change, which means computers pointed to that address will lose their connection to the printer whenever the address changes. Using a fixed, static IP address ensures computers can always find the printer at the same location on the network.
Do I have to update the printer settings on every computer in the office?
Yes. Every computer that uses the network printer needs its printer port or connection setting updated to the new fixed IP address. If even one computer still points to the old or virtual IP address, that computer will experience printing failures.