How-to guide
How to factory reset a printer safely
Record your settings, try a restart and a network-only reset first, then restore factory defaults and set the printer up again on Windows or a Mac.
A factory reset puts every setting back to how the printer left the factory. It helps when settings have become tangled, when the printer won’t join a new network, and before you sell or give the printer away. It erases the Wi-Fi connection and password, network settings, admin passwords, stored contacts, fax numbers and scan destinations, so you will need to set everything up again. It does not repair hardware, refill ink or clear a service message.
Steps for the printer itself, Windows 11/10 and Mac.
Before you start
- Your Wi-Fi network name and password
- A printed configuration report or photos of your settings
- The printer’s manual for the exact menu or buttons
Steps
Work down the list in order. Tick off each step as you go: your progress is saved on this device.
On the printer itself
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Try a full restart first
Switch the printer off with its power button, unplug it for a minute, then plug it in and switch it on. A restart fixes many of the problems people reach for a reset to solve, and it erases nothing.
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Record what the reset will erase
Print a configuration or network report, and photograph any screens with settings you changed: Wi-Fi details, a fixed IP address, scan-to-email or network folder destinations, fax numbers and address book entries.
You should see: You have a record of every setting you would need to enter again.
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Try a network-only reset for Wi-Fi faults
Many printers offer a smaller reset that clears only the connection settings, usually in the Network or Wireless menu. If your problem is Wi-Fi, that is often enough, and everything else stays as it was.
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Find the full reset option
Look in the Setup, Settings, Tools or Maintenance menu for an entry that mentions restore, reset, defaults or initialize. Some printers list several kinds of reset; choose the one your manual describes as resetting all settings.
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Use the manual for screenless models
Printers without a screen usually reset with a button combination held while the printer powers on, or with a small recessed reset button. The method varies by model, so follow the manual rather than trying combinations at random.
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Confirm and let it finish
Confirm the reset and leave the printer alone until it restarts. Don’t switch it off part way through.
You should see: The printer starts up with its first-time setup screens, such as language or country selection.
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Set the printer up again
Choose the language, country and paper size, then join your Wi-Fi network from the printer’s wireless setup or with the manufacturer’s app. Re-enter any settings from your notes.
You should see: The printer’s network report shows it connected to your Wi-Fi network.
Windows 11 and 10
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Remove the old printer entry
In Settings > Bluetooth & devices > Printers & scanners (Windows 10: Settings > Devices > Printers & scanners), select the printer and choose Remove (Windows 10: Remove device). The old entry may point at an address or settings that no longer exist.
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Add the printer again
Click Add device (Windows 10: Add a printer or scanner) and choose the printer when it appears in the list.
You should see: The printer is listed and its status shows as ready or idle.
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Print a test page
Select the printer and print a test page to confirm the new connection works.
macOS
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Remove the old printer entry
In System Settings > Printers & Scanners, click the printer and remove it. Depending on your macOS version there is a Remove Printer button, or you Control-click the printer and choose the remove option.
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Add the printer again
Click Add Printer, Scanner, or Fax, choose the printer from the list and click Add.
You should see: The printer appears in the list and prints a short test document.
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Check scanning if you use it
Open Image Capture and confirm the scanner appears. A reset can change the name the printer announces on the network, so an old scanner entry may no longer match.
Good to know
- A reset doesn’t change ink levels, page counts, the firmware version or a full waste-ink pad. Messages about those come back after the reset, because they are stored separately or come from the hardware.
- Before selling or giving away a printer, a full reset clears your Wi-Fi password, contacts, scan destinations and stored fax numbers from its memory.
- If your printer’s built-in web page asked for an admin password, a reset may return it to the default described in the manual or printed on a label on the printer.
Common questions
Will a factory reset fix my printer’s error message?
Only if the error comes from a settings problem. Jams, empty supplies, hardware faults and service messages come back after a reset because their cause is still there.
Does a factory reset remove firmware updates?
No. The printer keeps the firmware version it has; a reset clears settings and stored data only.
How do I reset a printer that has no screen?
Use the button combination or reset button described in its manual. It is often done while the printer is powering on, and the exact buttons differ between models.