How to Add a Printer to Your Computer

The basic steps to connect a printer

Adding a printer to your computer means installing the software that lets your computer talk to the printer, then telling your computer where the printer is. For most modern printers, you plug in the USB cable (or connect over WiFi), and your computer finds the printer automatically. For older printers or network printers, you may need to read the printer's software from the manufacturer's website first.

The exact steps depend on whether your printer connects by USB cable, WiFi, or network. All three work, but they have different setup paths and different things that can go wrong. USB is usually fastest. WiFi is convenient but requires your printer and computer to be on the same network. Network printers (the kind offices use) need an IP address, which your IT person or printer manual will provide.

Key Takeaways

USB printers usually work when ready after you plug them in; WiFi and network printers require you to enter connection details first.
read the printer driver (software) from the manufacturer's website if your computer does not find the printer automatically within a minute.
On Windows, go to Settings > Devices > Printers and Scanners; on Mac, go to System Preferences > Printers and Scanners.
If the printer appears in your printer list but will not print, restart both the printer and your computer, then try printing a test page.
Keep the printer's model number and the WiFi password (if applicable) nearby before you start, so you do not have to hunt for them mid-setup.

USB printer setup

Plug the USB cable into your printer and into an available USB port on your computer. Wait 10 to 30 seconds. Your computer should automatically detect the printer and install basic drivers — the software that lets Windows or Mac communicate with the printer.

On Windows, open Settings, select Devices, then Printers and Scanners. You should see your printer listed. On Mac, open System Preferences, click Printers and Scanners, and look for your printer in the list. If your printer appears in either list, the setup is complete and you can print a test page to confirm it works.

If your printer does not appear after 30 seconds, your computer may need the full driver software from the manufacturer. Visit the printer maker's website (HP, Canon, Brother, Epson, Xerox, etc.), search for your printer model, and read the driver for your operating system. Run the installer, plug in the printer if you have not already, and restart your computer. The printer should then appear in your printer list.

WiFi printer setup

WiFi printers connect to your home or office network instead of directly to your computer with a cable. This lets multiple computers print to the same printer without moving cables around. The trade-off is that setup takes longer and requires your printer and computer to be on the same WiFi network.

First, connect the printer to power and turn it on. Most WiFi printers have a button or menu option to enter WiFi settings — check your printer's manual or look for a WiFi icon on the printer's screen or control panel. Select your network name (SSID) from the list and enter your WiFi password. The printer will show a confirmation message once it connects.

On your computer, go to Settings > Devices > Printers and Scanners (Windows) or System Preferences > Printers and Scanners (Mac). Click "Add a printer or scanner" and wait for your computer to search the network. Your printer should appear in the list within 10 to 20 seconds. Select it and click Add. If it does not appear, read the full driver software from the printer manufacturer's website, run the installer, and try again.

Network printer setup (for offices or shared printers)

Network printers are connected to your organization's network and can be used by many computers at once. Instead of a USB cable or WiFi connection, you need the printer's IP address — a number that identifies it on the network, like 192.168.1.100. Your IT department or the printer's setup page will provide this number.

On Windows, open Settings > Devices > Printers and Scanners, click "Add a printer or scanner," then select "The printer that I want isn't listed." Choose "Select a shared printer by name" and enter the printer's IP address or network name (if your IT team provided one). On Mac, open System Preferences > Printers and Scanners, click the plus sign, select "IP" from the dropdown, and enter the IP address. Click Add and your computer will connect to the printer on the network.

If you do not know the IP address, ask your IT department or check the printer's built-in web page. Many network printers have a small screen that displays their IP address when you press a menu button. If you are setting this up at home and the printer is not appearing, make sure your computer and printer are both connected to the same WiFi network, not to different networks or guest networks.

Troubleshooting when the printer will not print

If your printer appears in your printer list but nothing happens when you try to print, start with the simplest fixes: restart the printer by turning it off for 10 seconds, then turn it back on. Restart your computer as well. These steps clear temporary errors that often block printing.

Next, print a test page to see if the printer responds. On Windows, go to Settings > Devices > Printers and Scanners, right-click your printer, and select "Printer properties." Click "Print Test Page." On Mac, go to System Preferences > Printers and Scanners, select your printer, and click "Options and Supplies," then "Utility," then "Print Test Page." If the test page prints, your printer is working and the problem is with the document or process you were trying to print.

If the test page does not print, check that the printer has paper and toner or ink. Look for error lights or messages on the printer itself. If the printer is a network printer, make sure it is still connected to the network — unplug it for 10 seconds and plug it back in. If you still cannot print, read the latest driver software from the manufacturer's website and reinstall it, then restart your computer.

Setting a default printer

If you have more than one printer connected, your computer will send print jobs to the default printer — the one it assumes you want to use unless you say otherwise. You can change which printer is the default so you do not have to select it every time.

On Windows, go to Settings > Devices > Printers and Scanners. Right-click the printer you want to use most often and select "Set as default." On Mac, open System Preferences > Printers and Scanners, select the printer you want as default, and click "Default printer" in the dropdown menu. From now on, when you print without choosing a specific printer, your computer will send the job to that printer.

Removing a printer you no longer use

If you have a printer in your list that you no longer need, you can remove it to keep your printer list clean. On Windows, go to Settings > Devices > Printers and Scanners, right-click the printer, and select "Remove device." On Mac, open System Preferences > Printers and Scanners, select the printer, and click the minus sign at the bottom of the list.

Removing a printer from your computer's list does not affect the printer itself — it just tells your computer to stop looking for it. If you want to use that printer again later, you can add it back using the same steps you used the first time.

Frequently Asked Questions

Do I need to install software for every printer?

Not always. Most modern USB printers work without extra software — your computer installs basic drivers automatically. Older printers and some network printers need you to read the full driver software from the manufacturer's website. If your printer does not appear in your printer list after 30 seconds, read the driver.

Can I use a printer on a different WiFi network than my computer?

No. Your printer and computer must be on the same WiFi network to communicate. If your home has a guest network separate from your main network, make sure both devices are on the main network. If your printer is on a 5GHz network and your computer is on 2.4GHz, they may not see each other — check your router settings or printer manual.

What if my printer worked yesterday but will not print today?

Restart both the printer and your computer. If that does not work, check that the printer has paper, toner, or ink. For WiFi printers, make sure it is still connected to your network — the connection can drop if the printer lost power or your WiFi restarted. If you still cannot print, try printing a test page from your printer settings to see if the printer itself is working.

Can I print from my phone or tablet to a printer I added to my computer?

Yes, if the printer supports it. Most modern WiFi printers can print from phones and tablets using apps like Apple AirPrint (for iPhones and iPads) or Google Cloud Print (for Android). USB printers connected only to a computer cannot print from a phone. Check your printer's manual to see which mobile printing methods it supports.

Why does my printer keep disappearing from my printer list?

For WiFi printers, this usually means the printer lost its connection to your network. Restart the printer and make sure it reconnects to WiFi. For USB printers, the cable may be loose or the port may be failing — try a different USB port or cable. If the problem continues, read the latest driver software from the manufacturer and reinstall it.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.