When to add a printer manually instead of using automatic setup

Windows and Mac both try to find your printer automatically when you plug it in or connect it to your network. Most of the time this works. But if your computer doesn't recognize the printer after a few minutes, or if you're connecting to an older printer that your system doesn't know about, you'll need to add it manually. Manual setup means telling your computer exactly where the printer is and what driver software it needs — the instructions that let your computer talk to the printer.

The manual path is also faster if you know your printer's model number and have its driver already downloaded. You skip the waiting and searching that automatic setup does.

Key Takeaways

  • On Windows, go to Settings > Devices > Printers and Scanners, click "Add a printer or scanner", and select your printer from the list or type its network address if it doesn't appear.
  • On Mac, go to System Settings > Printers and Scanners, click the plus button, find your printer in the list, and click Add.
  • If your printer doesn't appear in either list, you may need to read the driver from the manufacturer's website first, then add the printer using that driver.
  • Network printers need to be on the same Wi-Fi network as your computer, and you may need the printer's IP address if it doesn't show up automatically.
  • Restarting both your computer and printer often fixes connection problems before you resort to manual setup.

How to add a printer manually on Windows

Open Settings by pressing the Windows key and typing "Settings", then pressing Enter. Click Devices in the left sidebar, then click Printers and Scanners. At the top of the window, click "Add a printer or scanner".

Windows will search for printers on your network for about 30 seconds. If your printer appears in the list, click it and then click Add device. If it doesn't appear, click "The printer that I want isn't listed" at the bottom of the search window. This opens a second screen with more options.

On this second screen, you have three choices. The first option, "Search by name or TCP/IP address", works if you know your printer's network address — a series of numbers like 192.168.1.100. Type this address and click Next. If you don't know the address, check your printer's settings menu or the documentation that came with it. The second option, "Add a printer using a TCP/IP address or hostname", is the same thing worded differently. The third option, "Add a local printer or network printer with manual settings", lets you choose the printer type and driver yourself — use this only if the first two don't work and you have the driver file already downloaded.

How to add a printer manually on Mac

Click the Apple menu in the top left corner and select System Settings. Click Printers and Scanners in the left sidebar. Click the plus button near the bottom of the printer list. A window will open showing all printers Mac can find on your network.

If your printer appears in the list, click it once to select it. The "Use" dropdown menu at the bottom will usually show "Select Software" or the printer model name. If it shows "Select Software", click the dropdown and choose your printer's model from the list. If the model appears automatically, leave it as is. Click Add.

If your printer doesn't appear in the list, click the "Printer Browser" tab at the top of the window. Type your printer's IP address in the address field at the top and press Enter. If the printer is on your network and reachable, it will appear below. Click it and then click Add.

Finding your printer's IP address when it's not showing up

Most network printers have a small screen or button panel on the front. Look for a button labeled Menu, Settings, or Information. Press it and navigate through the menus until you find Network Settings or TCP/IP. The IP address will be displayed as four groups of numbers separated by periods, like 192.168.1.50.

If your printer has no screen, print a network configuration page. This is usually done by holding down a button on the printer for three to five seconds, or by pressing a specific button combination listed in your printer's manual. The page that prints will show the IP address.

If you still can't find it, log into your Wi-Fi router's settings page using a web browser. Most routers show a list of connected devices with their IP addresses. Look for your printer's model name or brand in that list.

Installing the printer driver before manual setup

A printer driver is software that tells your computer how to communicate with your specific printer model. Windows and Mac come with drivers for many common printers, but older or less common models may need a separate driver read.

Go to the printer manufacturer's website — for example, hp.com, canon.com, or brother.com. Find the Support or Downloads section. Type your printer's exact model number (usually found on the front or back of the printer or in the manual). read the driver for your operating system — Windows or Mac, and the version number you're running.

Run the installer file you downloaded and follow the on-screen instructions. The installer will usually offer to add the printer automatically once it's done. If it does, let it. If not, go back to the manual setup steps above — your printer should now appear in the list.

Troubleshooting when the printer still won't appear

Restart both your computer and your printer. Turn off the printer completely, wait 30 seconds, and turn it back on. Restart your computer. This clears temporary connection problems that prevent discovery.

Check that your printer is on the same Wi-Fi network as your computer. On the printer's screen or settings menu, look for the network name (SSID) it's connected to. On your computer, check the Wi-Fi network you're connected to. They must match. If they don't, disconnect the printer from its current network and reconnect it to the correct one using the printer's menu.

If your printer is connected by USB cable instead of Wi-Fi, make sure the cable is plugged into a USB port on your computer, not into a USB hub. Try a different USB port on your computer. If you're using a hub, plug the cable directly into the computer instead.

Check that your printer is not in sleep mode or offline mode. Look at the printer's screen or lights. If it's dark or showing an error, press the power button or check the manual for how to wake it up.

Setting the printer as your default after adding it

On Windows, go back to Settings > Devices > Printers and Scanners. Right-click the printer you just added and select "Set as default". This means any document you print will go to this printer unless you choose a different one.

On Mac, go to System Settings > Printers and Scanners. Click your printer in the list. Click the "Default printer" dropdown at the bottom and select your printer's name.

You don't have to set a default printer if you only have one printer, or if you prefer to choose which printer to use each time you print. But setting a default saves a step when you're printing quickly.

Frequently Asked Questions

Why does my printer appear in the list but won't add?

The printer may be offline or in sleep mode. Check the printer's screen or lights. If it's dark, press the power button. If it shows an error message, consult the manual or the manufacturer's website for what that error means. Try restarting the printer and your computer, then attempt to add it again.

Can I add a printer that's in a different room or building?

Only if it's on the same network. If your office has one Wi-Fi network and the printer is connected to it, you can add it from anywhere in the building. If the printer is on a different network entirely — for example, a neighbor's Wi-Fi or a different office building — your computer cannot reach it. You would need to be on the same network.

What if I don't know my printer's model number?

Look on the front or back of the printer for a label with the model number. Check the manual or the box it came in. If you still can't find it, take a photo of the printer and search for it online, or contact the manufacturer's support line with a description of what the printer looks like.

Do I need to restart my computer after adding a printer?

Usually not. Most of the time the printer works when ready after you add it. If you try to print and nothing happens, restart your computer and try again. This clears any temporary software glitches.

Can I add a printer that uses a USB cable instead of Wi-Fi?

Yes. Plug the USB cable into your computer and wait 10 seconds. Windows and Mac will usually find it automatically. If they don't, follow the manual setup steps above, but choose "Local printer" or "USB" instead of a network option. You may need to install the driver first.