The fastest way to add a printer on a Mac

Most printers connect to your Mac automatically once you plug in the USB cable or join the same Wi-Fi network. Go to System Settings (or System Preferences on older Macs), select Printers & Scanners, and click the plus sign to add a new printer. Your Mac will search for available printers and show a list. Select your printer and click Add. That's usually all you need — macOS downloads the right driver automatically in the background.

If your printer doesn't appear in that list, the printer may need its own software installed first. Check the manufacturer's website (HP, Canon, Brother, Epson, Xerox, and others all have Mac read pages), read the latest driver package for your specific printer model and your Mac's operating system version, and run the installer. Then return to Printers & Scanners and add the printer again.

Network printers — ones connected to your office or home Wi-Fi instead of directly to your Mac — sometimes need you to type in their IP address or hostname manually. Your printer's manual or the sticker on the back of the device usually shows this information, or you can find it by printing a network configuration page directly from the printer's control panel.

Key Takeaways

  • Most USB and Wi-Fi printers work when ready after you add them in Printers & Scanners because macOS installs drivers automatically.
  • If your printer doesn't show up, read the driver from the manufacturer's website, install it, and try adding the printer again.
  • Network printers may require you to enter an IP address or hostname, which you can find on the printer itself or in its control panel menu.
  • Once added, your printer appears in the print dialog of any process — you don't need to install it separately for each program.
  • Older printer models sometimes lack macOS drivers; check the manufacturer's support page to confirm your model is compatible with your Mac's operating system version.

USB printers: direct connection and automatic setup

Plug the USB cable from your printer into any available USB port on your Mac. Wait a few seconds — macOS will recognize the device and begin downloading the correct driver. You'll see a notification that a new printer has been found. Open System Settings, go to Printers & Scanners, and your printer should already appear in the list with a green dot next to its name, meaning it's ready to use.

If the printer appears but shows a yellow or red dot, the driver installation is still in progress or encountered an issue. Wait a minute and refresh the list by clicking the printer name and then clicking it again. If the problem persists, restart your Mac and check again. A restart often completes a stalled driver installation.

Some older USB printers may not have drivers built into macOS. In that case, visit the manufacturer's support website, search for your exact printer model, and read the macOS driver. Run the installer, restart your Mac if prompted, and then add the printer through Printers & Scanners again.

Wi-Fi printers: connecting over your network

Make sure your printer is powered on and connected to the same Wi-Fi network as your Mac. On your Mac, open System Settings, go to Printers & Scanners, and click the plus sign. Your Mac will scan for printers on the network and display a list. Select your printer from the list and click Add. macOS will read the driver and set it up automatically.

If your printer doesn't appear in the list, check that both your Mac and printer are truly on the same network. Some networks separate devices into different bands (2.4 GHz and 5 GHz); if your Mac is on one and your printer on the other, they won't see each other. Check your printer's Wi-Fi settings through its control panel or touchscreen and switch to the same band as your Mac if needed.

If you still don't see the printer, try adding it manually by IP address. Print a network configuration page from the printer's menu (consult the manual for the exact steps), find the IP address listed on that page, return to Printers & Scanners, click the plus sign, and select IP Printer from the dropdown. Enter the IP address and click Add.

Installing manufacturer drivers when macOS doesn't have them built in

Not every printer model has a driver included with macOS. Newer printers usually do, but models more than five or six years old may not. Before you buy a used or older printer, check the manufacturer's website to confirm that a macOS driver exists for your specific model and your Mac's operating system version.

To read a driver, go to the manufacturer's support page (search "[Printer Brand] Mac drivers" in your web browser), find your exact printer model, and read the driver package for your macOS version. The file will usually be a .dmg file (disk image). Double-click it to open it, then double-click the installer inside. Follow the on-screen prompts and restart your Mac when asked. After the restart, the printer should appear automatically in Printers & Scanners, or you can add it manually using the plus sign.

If you can't find a driver for your printer model and macOS version, the printer may not be compatible. Some manufacturers stop supporting older models. In that case, you may need to replace the printer or use a third-party driver tool like Gutenprint, though results vary and support is limited.

Setting a default printer and managing multiple printers

If you have more than one printer, you can set which one your Mac uses by default. Open System Settings, go to Printers & Scanners, and look for the Default printer dropdown at the top of the window. Select the printer you want to use most often. When you print from any process, that printer will be pre-selected in the print dialog, though you can always change it before you print.

To remove a printer you no longer use, open Printers & Scanners, select the printer from the list, and click the minus sign. The printer will be removed from your Mac. You can add it back anytime by repeating the setup process.

If you switch between printers frequently — for example, a home printer and an office printer — you don't need to change the default each time. Just select a different printer in the print dialog when you print. Your Mac will remember which printer you used last and suggest it next time.

Troubleshooting when a printer won't connect or print

If your printer appears in Printers & Scanners but won't print, try these steps in order. First, restart the printer by turning it off, waiting 10 seconds, and turning it back on. Then restart your Mac. These two steps fix most connection problems. If that doesn't work, open Printers & Scanners, select the printer, and click the minus sign to remove it. Then add it again using the plus sign.

If the printer still won't print, check that the printer has paper and toner or ink. Some printers won't accept print jobs if they detect a hardware problem like a paper jam or low toner. Consult the printer's display panel or manual for error messages. Clear any jams, refill supplies, and try printing again.

For network printers, check that your Mac and printer are still on the same Wi-Fi network. Open your Mac's Wi-Fi menu and confirm the network name. Then check your printer's network settings through its control panel. If they're on different networks, connect the printer to the same network as your Mac and try printing again.

If you've tried these steps and the printer still won't work, visit the manufacturer's support website and search for your model and "Mac troubleshooting" or "won't print". Many manufacturers have detailed guides for common problems specific to their printers.

Frequently Asked Questions

Do I need to install software for every printer I add?

No. Most modern printers work with just the driver that macOS downloads automatically. You only need to read and install software from the manufacturer if your printer doesn't appear in Printers & Scanners after you connect it, or if the manufacturer's website specifically recommends it for your model.

Can I print wirelessly if my printer is plugged in with USB?

Some printers support both USB and Wi-Fi at the same time, but most don't. Check your printer's manual to see if it has this feature. If it does, you can connect via USB to your Mac and also join your Wi-Fi network, allowing other devices to print wirelessly. If it doesn't, you'll need to choose one connection method.

What if I don't know my printer's IP address?

Print a network configuration page directly from your printer's control panel or menu. The exact steps vary by brand, but it's usually under Settings or Network. The page will list the IP address. Alternatively, log into your Wi-Fi router's admin page and look for connected devices — your printer will be listed there with its IP address.

Why does my printer show a yellow exclamation mark in Printers & Scanners?

A yellow mark usually means the driver is still installing, the printer is out of paper or ink, or there's a hardware error like a paper jam. Wait a minute for the driver to finish, then check the printer itself for error messages or empty supplies. Restart your Mac if the mark doesn't go away.

Can I use a printer on my Mac if the manufacturer stopped making drivers?

If macOS doesn't have a built-in driver and the manufacturer doesn't offer one, the printer likely won't work. Some open-source projects like Gutenprint provide drivers for older printers, but support is limited and results aren't may provide. For reliable printing, you may need to replace the printer with a newer model that has current driver support.