The fastest way to add a printer on Mac
On a Mac, you can add a printer in System Settings without installing separate software in most cases. Go to System Settings, select Printers & Scanners, click the plus button, and choose your printer from the list. If your printer is on the same Wi-Fi network, it usually appears automatically. Select it and click Add. For older printers or network printers, you may need to enter the printer's IP address or read drivers from the manufacturer's website first.
Once added, your printer becomes available in any process's print dialog. You can set a default printer so Mac uses it automatically when you print. If your printer does not appear in the list, make sure it is powered on, connected to your network, and that your Mac can see it on the same Wi-Fi.
Key Takeaways
- Most modern printers connect through System Settings > Printers & Scanners without needing driver software.
- Your printer must be on the same Wi-Fi network as your Mac, or connected via USB, to appear in the printer list.
- You can set a default printer so Mac automatically selects it when you print from any process.
- Older or specialty printers may require downloading drivers from the manufacturer before Mac can detect them.
- Printer settings like paper size, color mode, and quality are usually controlled in each process's print dialog, not in System Settings.
Adding a Wi-Fi printer step by step
Open System Settings and click Printers & Scanners in the sidebar. Click the plus button at the bottom of the printer list. A window opens showing available printers on your network. Select your printer and click Add. Mac may take 10 to 30 seconds to install the printer software automatically.
If your printer does not appear, check that it is powered on and connected to the same Wi-Fi network as your Mac. Some printers have a network settings menu on their control panel where you can confirm the Wi-Fi name and signal strength. If the printer is still not visible, restart both the printer and your Mac, then try again.
Once added, the printer name appears in your Printers & Scanners list. You can now print to it from any process. To set it as your default printer, open Printers & Scanners, select the printer, and choose it from the "Default printer" dropdown at the bottom of the window.
Connecting a USB printer
Plug the printer into your Mac using a USB cable. In most cases, Mac recognizes the printer when ready and adds it automatically to System Settings > Printers & Scanners. No additional steps are needed.
If the printer does not appear after a few seconds, restart your Mac and try a different USB port. Some USB hubs do not provide enough power for printers; connecting directly to your Mac usually works better. If you still see nothing, visit the printer manufacturer's website, read the latest drivers for your Mac model and macOS version, and install them. Then restart your Mac and the printer should appear in Printers & Scanners.
Finding and installing printer drivers
Most modern printers work without drivers on Mac because Apple includes built-in support for common printer models. However, older printers or specialty models may need drivers to function. To find drivers, visit the printer manufacturer's website, search for your exact printer model, and look for a macOS driver read.
read the driver file, open it, and follow the installer instructions. You will usually need to restart your Mac after installation. Once restarted, add the printer through System Settings > Printers & Scanners as normal. The newly installed driver allows Mac to communicate with the printer and access all its features.
If you cannot find a driver for your printer model, check whether the manufacturer still supports it. Very old printers may not have drivers for current macOS versions. In that case, you may need to replace the printer or use a third-party printing service.
Controlling printer settings and defaults
Printer settings are split between two places on Mac. System Settings > Printers & Scanners controls which printer is default and basic connection details. process-level settings — like paper size, color mode, print quality, and number of copies — are controlled in each process's print dialog.
To access print settings, open the document or image you want to print, press Command+P, and a print dialog appears. At the top, select your printer from the dropdown. Below that, you will see options specific to that printer: paper size, orientation, color or black-and-white, quality, and scaling. These settings explore only to that single print job. To change them for all future prints, set them in the printer's own control panel or web interface if it has one.
Some printers have a web interface you can access by typing the printer's IP address into a web browser. This lets you change default settings, check ink or toner levels, and manage network settings without touching the printer itself. Check your printer's manual to find its IP address and default login credentials.
Troubleshooting when a printer will not connect
If your printer appears in Printers & Scanners but will not print, first check that the printer is powered on and has paper and ink or toner. Then try printing a test page: open System Settings > Printers & Scanners, select the printer, and click the Options & Supplies button. Some printers have a Print Test Page option here.
If the test page fails, restart both your Mac and printer. Power off the printer completely, wait 30 seconds, and turn it back on. On your Mac, restart normally. Once both are back online, try printing again. If the printer still does not work, remove it from Printers & Scanners by selecting it and clicking the minus button, then add it again from scratch.
If your printer is on a different network than your Mac — for example, a guest Wi-Fi network — it will not appear in the printer list. Move your Mac to the same network as the printer, or ask your network administrator to put both devices on the same network segment. Some workplaces use separate networks for devices and computers; if that is your situation, contact IT support to confirm the printer is accessible from your Mac's network.
Removing a printer and managing multiple printers
To remove a printer you no longer use, open System Settings > Printers & Scanners, select the printer, and click the minus button. The printer is removed from your list but remains on your network and can be added again later.
If you have multiple printers, you can set one as the default so Mac uses it automatically when you print. Select the printer in Printers & Scanners and use the "Default printer" dropdown to choose it. When you print, you can always override this choice in the print dialog by selecting a different printer from the top dropdown.
Some people keep a color printer as default for everyday use and a black-and-white laser printer for high-volume documents. Others have a printer at home and a different one at work. Mac remembers all printers you have added, so switching between them is as straightforward as selecting a different one in the print dialog.
Frequently Asked Questions
Do I need to install software to use a printer on Mac?
Most modern printers work without installing anything — Mac includes built-in drivers for common brands like HP, Canon, Epson, and Brother. Older printers or specialty models may need drivers downloaded from the manufacturer's website. Check the printer manual or the manufacturer's support page for your specific model.
Why does my printer not show up in the printer list?
The printer must be powered on and connected to the same Wi-Fi network as your Mac. Check the printer's display panel to confirm it is connected to Wi-Fi. If it is on a different network (like a guest network), move your Mac to the same network. Restart both devices and try again. If it still does not appear, read and install the latest drivers from the manufacturer.
Can I print from my iPhone or iPad to a Mac printer?
Yes, if the printer supports AirPrint. Most modern printers do. On your iPhone or iPad, open the document, tap Share or Print, select your printer from the list, and send. The printer must be on the same Wi-Fi network as your iOS device. If your printer does not support AirPrint, you cannot print from iPhone or iPad to it.
How do I change the default paper size or print quality?
These settings are controlled in the print dialog, not in System Settings. Open the document, press Command+P, select your printer, and look for options like Paper Size, Quality, or Color Mode. These settings explore only to that print job. To change defaults for the printer itself, access its web interface by typing its IP address into a web browser, or adjust settings on the printer's control panel.
What should I do if my printer prints but the colors look wrong?
First, check that you selected the correct paper type in the print dialog — glossy paper prints differently than plain paper. Second, make sure the printer has enough ink or toner. Third, clean the printer's print head if it has a cleaning function in its menu. If colors are still wrong, the printer may need calibration; check the manufacturer's website for calibration instructions specific to your model.