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Fix Printer Missing from Word and Excel Print Dialog
Question details
The user is unable to select their physical printer in Word or Excel, as it is completely missing from the print dialog despite appearing in Windows system settings.
- Product
- Microsoft Word and Excel
- Device & OS
- not provided
- Scenario
- Attempting to print documents from Microsoft Word or Excel.
- Observed behavior
- Only Fax and OneNote options are available in the Office print dialog. Restarting the print spooler does not resolve the issue, even though the physical printer is visible when adding a printer in system settings.
Verify that your printer is powered on, connected to your computer via USB or the same network, and that you know the exact brand and model number of your printer device.
Install Full-Feature Printer Manufacturer Drivers
Microsoft 365 relies on system-installed printer drivers. Installing the official manufacturer software ensures your printer communicates correctly with Word and Excel.
Often, an operating system will automatically install a generic, basic driver just to recognize the hardware. While this makes the printer visible in system settings, rich applications like Word and Excel require the complete driver package to function properly. Microsoft 365 does not provide or manage these drivers natively.
Locate the exact brand and model number on the physical casing of your printer (for example, HP LaserJet Pro MFP M28w or Epson EcoTank L3150).
Visit the printer manufacturer's official website, navigate to the Support or Software Downloads section, and search for your specific printer model.
Download the full-feature software and driver package provided by the manufacturer. Double-click the downloaded file and follow the on-screen setup prompts to install the printer correctly on your system.
Close any currently open Microsoft Word or Excel documents. Relaunch the application, open a document, and press Ctrl+P to verify that your physical printer now appears in the drop-down menu.
Experience Hassle-Free Document Printing with WPS Office
If you are encountering persistent printing issues or frustrating bugs in Microsoft 365, consider switching to WPS Office. It provides a lightweight, intuitive environment that quickly detects your system printers and handles your document needs efficiently.
- 1. Download WPS Office: Visit the official WPS website and download the free installation package for your operating system.
- 2. Install the Application: Run the installer and follow the quick setup prompts to install WPS Office on your computer.
- 3. Open and Print: Launch WPS Writer or Spreadsheets, open your document, and simply press Ctrl+P to access a highly responsive print dialog.
Frequently Asked Questions
Why does my printer show up in system settings but not in Word?
Your operating system may have only installed a basic generic driver that allows the device to be recognized. Full-feature drivers from the manufacturer are required for rich applications like Word and Excel to properly communicate with the print spooler.
Can Microsoft 365 update my printer drivers automatically?
No, Microsoft 365 does not include or manage third-party printer drivers. You must manually download and install the appropriate drivers from your specific printer manufacturer's official website.
What should I do if installing the manufacturer driver doesn't work?
Try completely removing the printer from your system settings, restart your computer, and then reinstall the driver software as an administrator before reconnecting the printer.
