How to Stop Printer Spooling on Windows: A Comprehensive Guide

Printer spooling issues on Windows can be incredibly frustrating. You send a print job, and it gets stuck in the queue, preventing you from printing anything else. Sometimes, the spooler service might even crash, bringing your printing capabilities to a complete halt. Understanding why this happens and how to fix it is crucial for maintaining a smooth workflow. This comprehensive guide will walk you through the various steps to troubleshoot and resolve printer spooling problems on your Windows computer, ensuring you can print documents without any unnecessary hassle.

Understanding Printer Spooling

Before we dive into the solutions, let’s understand what printer spooling is. When you send a print job, your computer doesn’t directly send the data to the printer. Instead, it first sends the data to the print spooler, a software component that manages print jobs. The spooler stores the print data in a temporary location, prioritizes jobs, and sends them to the printer one by one. This process allows you to continue working on your computer without waiting for the printer to complete each task.

However, things can go wrong. Problems can arise due to corrupted print files, outdated printer drivers, conflicts with other software, or issues with the spooler service itself. These problems manifest as print jobs getting stuck in the queue, printers appearing offline even when connected, or the spooler service crashing.

Common Causes of Printer Spooling Issues

It’s important to know the potential culprits behind your printing woes before jumping into troubleshooting. Here are some common reasons why printer spooling issues occur:

• Corrupted Print Spooler Files: Temporary files generated by the spooler can become corrupt, causing print jobs to stall.
• Outdated or Corrupted Printer Drivers: Incompatible or faulty printer drivers are a primary source of printing problems.
• Conflicting Software: Antivirus software, firewalls, or other applications might interfere with the spooler service.
• Connectivity Problems: Issues with your printer’s connection (USB, network, or wireless) can lead to printing errors.
• Printer Hardware Issues: A malfunctioning printer can sometimes cause problems that manifest as spooling issues.
• Insufficient System Resources: Especially on older computers, low memory or storage space can hinder printing performance.
• Operating System Glitches: Occasionally, the Windows operating system itself might have bugs or issues that affect printing.

Troubleshooting Steps to Stop Printer Spooling

Now, let’s get into the practical steps you can take to resolve those frustrating printer spooling problems. We’ll start with the simplest solutions and gradually move to more advanced ones.

1. Restart Your Computer and Printer

This might sound basic, but a simple restart can often resolve temporary glitches that may be causing the spooling problem. Here’s what you should do:

1. Restart Your Printer: Power off your printer, wait for about 30 seconds, and then power it back on.
2. Restart Your Computer: Save your work and restart your Windows computer.
3. Check the Spooler: After restarting, try printing a test page to see if the issue has been resolved.

2. Clear the Print Spooler Queue

When print jobs get stuck, they can clog the queue. Clearing it can get things moving again. Here’s how:

1. Open the Run Dialog: Press the `Windows Key + R` keys simultaneously to open the Run dialog box.
2. Type ‘services.msc’ and press Enter: This will open the Services window.
3. Find ‘Print Spooler’: Scroll down the list of services and locate ‘Print Spooler’.
4. Stop the Print Spooler: Right-click on ‘Print Spooler’ and select ‘Stop’.
5. Open File Explorer: Press `Windows Key + E` to open File Explorer.
6. Navigate to the Spool Folder: Type or paste the following address into the address bar and press Enter:

   C:\Windows\System32\spool\PRINTERS

7. Delete Files: Select all files within the ‘PRINTERS’ folder and press the Delete key (or right-click and select Delete). These are the spool files that are stuck. You might get a prompt saying some files cannot be deleted; this is ok, just skip those.
8. Start the Print Spooler: Go back to the Services window, right-click on ‘Print Spooler’, and select ‘Start’.
9. Test the Printer: Try printing a test page to see if the queue has cleared and the printer is working.

3. Update Your Printer Driver

Outdated or corrupted printer drivers are a common cause of printer issues. Here’s how to update them:

1. Open Device Manager: Type ‘Device Manager’ in the Windows search bar and click on the corresponding search result.
2. Expand ‘Print Queues’ or ‘Printers’: Locate and expand either ‘Print queues’ or ‘Printers’ in the list of devices.
3. Right-Click Your Printer: Right-click on your printer’s entry.
4. Select ‘Update Driver’: Choose ‘Update driver’ from the context menu.
5. Choose Search Method:
   • Automatically Search for Drivers: Windows will attempt to find and install the latest driver automatically. Select ‘Search automatically for drivers’
   • Browse My Computer: If you’ve downloaded the driver manually from the manufacturer’s website, select ‘Browse my computer for drivers’ and navigate to where the driver files are located.
6. Follow On-Screen Prompts: Follow the on-screen instructions to complete the driver update process.
7. Restart your Computer: It is often beneficial to restart your computer after updating drivers, to ensure everything is working correctly
8. Test the Printer: After the driver update, try printing a test page to verify if the issue is resolved.

4. Reinstall Your Printer Driver

Sometimes, simply updating the driver might not be enough. A clean reinstall is needed. Here’s how to do it:

1. Open Device Manager: Follow steps 1 and 2 from the previous section to locate your printer in Device Manager.
2. Uninstall the Driver: Right-click on your printer’s entry and select ‘Uninstall device’.
3. Confirm Uninstallation: Confirm the device uninstallation when prompted. If you are prompted with a window that asks you to ‘Attempt to remove the driver’, be sure to select this before clicking ‘Uninstall’.
4. Disconnect your Printer: Unplug the printer from the computer or, if it’s a network printer, disconnect it from the network.
5. Restart your Computer: Restart your computer to fully remove the old drivers.
6. Reconnect the Printer: After the restart, reconnect the printer to your computer (either with a cable or over the network). Windows should automatically detect the printer and reinstall the default drivers.
7. Install Printer Software (If Needed): If the automatic driver installation doesn’t work correctly, download the correct driver and software from your printer manufacturer’s website and install them manually.
8. Test the Printer: After the driver reinstallation, try printing a test page to check if the issue is fixed.

5. Run the Printer Troubleshooter

Windows has a built-in troubleshooter that can often detect and fix common printing problems. Here’s how to run it:

1. Open Settings: Click the Start button and then click the Settings (gear) icon.
2. Go to ‘Update & Security’: Click on ‘Update & Security’.
3. Select ‘Troubleshoot’: In the left-hand menu, click on ‘Troubleshoot’.
4. Click ‘Additional troubleshooters’: Scroll down the screen and click ‘Additional troubleshooters’.
5. Run the ‘Printer’ troubleshooter: Find ‘Printer’ in the list and click on it, then click ‘Run the troubleshooter’.
6. Follow the On-Screen Instructions: Windows will attempt to diagnose and fix printing problems automatically. Follow the on-screen prompts.
7. Restart Your Computer: If the troubleshooter suggests restarting, do so to apply the fixes.
8. Test the Printer: After restarting, try printing a test page.

6. Check for Conflicting Software

Antivirus programs or other security software can sometimes interfere with the printing process. Here’s how to check for and resolve such conflicts:

1. Temporarily Disable Security Software: Disable your antivirus software or firewall temporarily.
2. Test Printing: After disabling security software, try printing a test page to see if the issue is resolved.
3. Identify the Culprit: If printing works correctly, re-enable your security software. Then try to pinpoint which program is causing the problem by disabling them one at a time and testing printing.
4. Adjust Security Settings: If a specific program is found to be the cause, adjust its settings to allow the print spooler service to function correctly. You might need to add an exception for the print spooler in your security software’s settings. Consult your security software’s manual for details on how to create exceptions.
5. Test the Printer: Once you’ve adjusted your settings, try printing another test page.

7. Check Printer Connection

A faulty connection can also lead to printing issues. Check the following:

• USB Connection: Ensure the USB cable is properly connected to both your computer and the printer. Try a different cable if you suspect a cable issue.
• Network Connection: If your printer is connected to a network, verify that the printer and your computer are connected to the same network and the network is working properly. Ensure there are no firewalls on your router or device that may be blocking printer communication.
• Wireless Connection: For wireless printers, ensure the printer is connected to the correct Wi-Fi network, the signal is strong, and the connection is stable.
• Test with Another Printer (If possible): If you have a different printer you could connect and try, you may be able to determine if it is the computer or the printer that is at fault.

8. Check Windows Updates

Keeping your Windows operating system updated can ensure you have the latest bug fixes and improvements, which can sometimes resolve printing issues. Here’s how to check for Windows updates:

1. Open Settings: Click the Start button and then click the Settings (gear) icon.
2. Go to ‘Update & Security’: Click on ‘Update & Security’.
3. Check for Updates: Click the ‘Check for updates’ button.
4. Install Updates: Download and install any pending updates, and then restart your computer.
5. Test the Printer: Once the updates are installed and you have restarted your computer, try printing a test page.

9. Check Printer Hardware

While most spooling issues are related to software or connectivity, a problem with the printer hardware itself may be the root cause. Check for the following:

• Paper Jams: Make sure there are no paper jams in your printer. Open all printer access panels to see if any paper is jammed inside the printer, and remove the jammed paper carefully.
• Ink or Toner Levels: Ensure that your ink or toner levels are not low. If your printer has a display panel, this information is often provided there, but if not you can often get an indication by using the printer software provided with your device.
• Mechanical Problems: Examine the printer for any obvious mechanical issues like broken or stuck parts. If you have significant printer problems or it is malfunctioning it would be best to contact an authorized printer repair facility to check the printer.

10. Check System Resources

Insufficient system resources, such as low memory or disk space, can sometimes contribute to printer spooling issues. Here’s how to check and address this:

1. Check Disk Space: Open File Explorer, click on ‘This PC’, and check the remaining storage space on your computer’s hard drive. Ensure you have sufficient free space. If your disk is almost full, you may want to delete unnecessary files or programs to improve performance.
2. Check RAM Usage: Press `Ctrl + Shift + Esc` to open the Task Manager. Go to the ‘Performance’ tab and monitor your RAM usage. If your RAM is consistently very high, this could be affecting your system’s ability to deal with printing. Closing unused programs can reduce RAM usage, or if this continues to be an issue you may want to consider adding more RAM to your system.
3. Close Unnecessary Programs: Ensure that you close all unnecessary programs running on your computer, especially programs that consume a lot of resources.

11. Run System File Checker (SFC)

System File Checker is a Windows utility that can scan for and repair corrupted system files, which can indirectly affect printing. Here’s how to run SFC:

1. Open Command Prompt as Administrator: Type ‘cmd’ in the Windows search bar, right-click on ‘Command Prompt’, and select ‘Run as administrator’.
2. Run the SFC Command: In the Command Prompt window, type the following command and press Enter:

   sfc /scannow

3. Wait for the Scan to Complete: Windows will scan your system files and attempt to repair any errors. This process can take some time, so be patient.
4. Restart Your Computer: Restart your computer after the scan is complete.
5. Test the Printer: After the restart, try printing a test page.

12. Use DISM (Deployment Image Servicing and Management)

If SFC doesn’t find any issues, or you still encounter problems, you can try the DISM tool to fix the Windows image. Here’s how to use DISM:

1. Open Command Prompt as Administrator: Type ‘cmd’ in the Windows search bar, right-click on ‘Command Prompt’, and select ‘Run as administrator’.
2. Run the DISM Command: Copy and paste the following command into the Command Prompt window, then press Enter:

   DISM /Online /Cleanup-Image /RestoreHealth

3. Wait for the Process to Complete: DISM will attempt to repair the system image. This process can take quite a bit of time, so please be patient.
4. Restart Your Computer: Restart your computer after the process is complete.
5. Test the Printer: After the restart, try printing a test page.

Advanced Solutions

If the above solutions do not resolve your spooling problem, you may need to try the following advanced solutions. It’s important to remember that these solutions are only suggested if you are familiar with Windows systems and are comfortable making system changes. If you are not comfortable with these steps, it is best to seek assistance from a qualified computer technician.

13. Check Event Viewer Logs

The Windows Event Viewer logs detailed system information that can often provide clues to problems. Here’s how to examine the logs for printing issues:

1. Open Event Viewer: Type ‘event viewer’ in the Windows search bar and click on the corresponding search result.
2. Navigate to Print Logs: In the left-hand menu, expand ‘Applications and Services Logs’ > ‘Microsoft’ > ‘Windows’ > ‘PrintService’. Then select ‘Operational’
3. Examine Event Logs: Look through the logs for errors or warnings related to the print spooler. Pay particular attention to recent events around the time you experienced print failures.
4. Search for Error Codes: Take note of any error codes, warnings, or messages. You can use these error codes to search online for specific solutions.

14. Perform a System Restore

If the issue began recently, you can restore your system to a previous point in time. Here’s how to perform a System Restore:

1. Open Control Panel: Type ‘control panel’ in the Windows search bar and click the corresponding search result.
2. Go to ‘System and Security’: Click on ‘System and Security’.
3. Click on ‘System’: Click on ‘System’
4. Click on ‘System Protection’: On the left-hand side, click on ‘System protection’
5. Click on System Restore: Click the button that says ‘System Restore…’
6. Choose a Restore Point: Select the ‘Choose a different restore point’ option, and click ‘Next’. Choose a restore point from before the date your printing problems started, and click ‘Next’
7. Confirm and Restore: Confirm your restore point selection and follow the on-screen instructions. This process will require your computer to restart.
8. Test the Printer: After your system restores and your computer restarts, try printing a test page.

15. Reset Windows

As a last resort, if nothing else works, you can reset Windows to its default settings. This will remove all applications and settings, so please be sure to back up all of your data before trying this solution.

1. Open Settings: Click the Start button and then click the Settings (gear) icon.
2. Go to ‘Update & Security’: Click on ‘Update & Security’.
3. Select ‘Recovery’: In the left-hand menu, click on ‘Recovery’.
4. Click ‘Reset this PC’: Click the button that says ‘Get started’ under the ‘Reset this PC’ heading.
5. Follow the On-Screen Instructions: Follow the on-screen prompts to reset your computer. Select the ‘Keep my files’ option if you want to keep your personal data. Note that if you choose this option you will have to reinstall all of your programs. Alternatively, you can select the ‘Remove everything’ option for a completely clean start. This will delete all of your data, so make sure you back up your files.
6. Test the Printer: Once you have completely reinstalled Windows and reinstalled your printer driver, try printing a test page.

Conclusion

Printer spooling issues can be a major disruption, but by following the steps in this guide, you can troubleshoot and resolve most common problems. Remember to start with the simplest solutions, like restarting your printer and computer, and gradually move to the more advanced ones. Regularly updating your printer drivers and keeping your system updated is essential for preventing future issues. If you continue to have trouble with your printing, it is best to consult a computer technician who will be able to assist you further.