When a printer is set to offline mode in the Windows operating system, the device will not be able to send or print any documents. You can manually switch a printer to online mode through the queue tool, but in some cases a printer will continually switch itself to offline mode due to an IP port issue. To keep the printer from switching to offline mode, you must validate the printer's IP address and create a new IP port.
Open the Start menu and click Control Panel.
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Double-click the Printers and Faxes or Printers and Devices icon.
Right-click the icon for the printer that keeps switching to offline mode and choose Properties from the contextual menu that appears.
Go to the Ports tab at the top of the pop-up window.
Click the button labeled "Add Port."
Choose Standard TCP/IP Port from the drop-down list and click "New Port."
Enter the printer's IP address and click "Next" and "Finish." The printer will automatically go online and will stop switching to offline mode.