The basic steps to get your printer on your network

Most modern printers connect to WiFi through a setup menu on the printer itself, not through your computer. You'll need your WiFi network name and password, then navigate to the printer's settings using its physical buttons or touchscreen. The printer finds your network, you enter the password, and once it connects, your computer or phone can send print jobs to it wirelessly.

The process takes about five minutes and works the same way whether you have an inkjet, laser, or photo printer. The hardest part is usually finding where the WiFi settings are buried in the menu — manufacturers hide them in different places.

Key Takeaways

  • You set up WiFi on the printer itself using its buttons or screen, not by installing software on your computer first.
  • You need your exact WiFi network name and password before you start, so have those written down.
  • Once the printer connects to WiFi, your computer automatically finds it on the network without extra steps.
  • If the printer has a WPS button, that method skips the password and takes 30 seconds.
  • If connection fails, restart both the printer and your WiFi router, then try again.

Finding the WiFi menu on your printer

Look for a button labeled "Menu," "Settings," or a gear icon on the printer's control panel. Press it and look for options like "Network," "WiFi," "Wireless," or "Internet." Some printers have a dedicated WiFi button — if you see one, press and hold it for three seconds. The printer will either show a menu on its screen or print out a status page with network options.

If your printer has no screen and only physical buttons, the manual that came with it will show you the exact button sequence. You can also find the manual online by searching "[your printer model] manual" — most manufacturers post them free on their website. The model number is usually on a sticker on the back or bottom of the printer.

Connecting using the printer's screen or menu

Once you're in the WiFi settings, the printer will show you a list of available networks. Find your WiFi network name in that list and select it. The printer will then ask for your password. Type it carefully — passwords are case-sensitive, meaning capital letters matter. If you're not sure of your password, check the sticker on the bottom or back of your WiFi router, or log into your router's settings from a computer or phone.

After you enter the password, the printer will attempt to connect. This usually takes 10 to 30 seconds. The screen will show "Connected" or a checkmark when it succeeds. If it shows an error, double-check that you typed the password correctly and try again. A common mistake is confusing the WiFi network name (which you see on your phone) with the password (which is separate).

Using WPS if your printer and router both support it

WPS stands for WiFi Protected Setup, and it's the fastest way to connect if both devices have the button. Look for a button labeled "WPS" on your WiFi router — it's usually on the back or side. Press and hold the WPS button on your router for three seconds until a light starts blinking. Then go to your printer's WiFi menu and select "WPS" or "Push Button" mode. Press the WPS button on the printer within two minutes.

The two devices will find each other and connect without you typing a password. This works because WPS lets them exchange security information directly. Not all routers and printers have WPS buttons — if yours doesn't, use the password method instead. WPS is optional; the password method works just as well.

What to do when the printer won't connect

If the printer shows "Connection Failed" or "Incorrect Password," first restart both devices. Turn off the printer completely, wait 10 seconds, and turn it back on. Unplug your WiFi router for 30 seconds, then plug it back in. Once both are running again, try connecting the printer to WiFi a second time. Most connection problems clear up after a restart.

If it still fails, check that you're using the correct WiFi network. Some routers broadcast two networks at once — one labeled with "5G" or "5GHz" and one without. Older printers only connect to the standard 2.4GHz network, not the faster 5GHz one. Try selecting the network without "5G" in the name. If your printer is too far from the router, move it closer temporarily to test the connection, then move it back once it's working.

Confirming the printer is connected and ready to use

Once the printer shows "Connected," print a test page to make sure it's working. Most printers have a "Print Test Page" or "Print Status" option in the settings menu. If your printer has a screen, you can also look for a WiFi icon — a filled-in icon means it's connected, and an empty or crossed-out icon means it's not.

On your computer or phone, open the settings and look for available printers. The printer should appear in the list with its model name. Select it and set it as your default printer if you want your computer to send print jobs to it automatically. You're now ready to print wirelessly from any device on the same WiFi network.

Printing from your computer or phone after setup

Once the printer is connected to WiFi, printing from your computer works the same way as printing to any other printer. Open the document you want to print, go to File > Print, and select your printer from the list. Your computer found it automatically because both are on the same network.

From a phone or tablet, open the document or photo, tap the share or print icon, and select your printer. iPhones and iPads use AirPrint, which finds WiFi printers automatically. Android phones may need you to install the printer manufacturer's app first — search for "[your printer brand] print app" in the Google Play Store. Once installed, the app finds your printer on the network.

Frequently Asked Questions

Do I need to install software on my computer before connecting the printer to WiFi?

No. The printer connects to WiFi through its own menu first. Your computer finds it automatically once it's on the network. You can install the manufacturer's software later if you want extra features like scanning or ink level monitoring, but it's not required for basic printing.

What if I forgot my WiFi password?

Check the sticker on the bottom or back of your WiFi router — the password is usually printed there. If the sticker is worn off, log into your router's settings from a computer or phone by typing your router's IP address into a browser (usually 192.168.1.1). You'll need the router's admin password, which is also often on the sticker.

Can I connect the printer to WiFi if my router is in another room?

Yes, as long as the printer can receive the WiFi signal. If the connection keeps failing, the printer may be too far away or blocked by walls. Move the printer closer to the router temporarily to complete setup, then move it back. If it still won't connect from a distance, you may need to move the router or use a WiFi extender.

Why does my printer keep disconnecting from WiFi?

Restart both the printer and router. If it keeps disconnecting, move the printer closer to the router to rule out signal problems. Check that your router's firmware is up to date by logging into its settings. If the problem continues, the printer's WiFi module may be failing — contact the manufacturer for support.

Can multiple people print to the same WiFi printer?

Yes. Once the printer is on your WiFi network, anyone else on that same network can print to it from their computer or phone without any additional setup. The printer doesn't need to be paired to individual devices — it just needs to be on the network.