The fastest way to add a printer on Mac

On most Macs, the printer connects automatically the first time you plug it in or join its Wi-Fi network. Go to System Settings (or System Preferences on older Macs), select Printers & Scanners, and look for your printer in the list. If it appears, click it once and then click Add. If it does not appear, restart your Mac and try again — this solves the problem about half the time.

If your printer still does not show up, you may need to install its driver software. Visit the manufacturer's website (HP, Canon, Brother, Epson, Xerox), search for your exact printer model, read the Mac driver, and run the installer. After installation, return to Printers & Scanners and add the printer again.

Once added, your printer becomes the default for all applications. You can change which printer a single document uses by opening the print dialog (Command+P) and selecting a different printer from the dropdown menu at the top.

Key Takeaways

  • Most printers connect automatically when plugged in or joined to your Wi-Fi, and appear in System Settings under Printers & Scanners.
  • If your printer does not appear, restart your Mac first — this often fixes the connection without any other steps.
  • Older or less common printers may require you to read and install driver software from the manufacturer's website before the Mac can see them.
  • Once added, you can choose a different printer for any single document using the print dialog, without changing your default.

USB printers versus Wi-Fi printers

A USB printer connects directly to your Mac with a cable. Plug it in, turn it on, and wait 10 to 15 seconds. The Mac usually installs the driver automatically. If it does not, you will see a notification asking you to read software — follow the link and install it. USB printers are simpler because they do not depend on your network, and they work even if your Wi-Fi is down.

A Wi-Fi printer connects to your home or office network instead of directly to your Mac. Both devices must be on the same network. To add it, go to System Settings > Printers & Scanners, click the plus button, and select your printer from the list. If you do not see it, check that the printer is powered on and connected to Wi-Fi — most printers have a light or screen that shows network status. Wi-Fi printers let you print from anywhere in your home or office without running cables.

Some printers support both USB and Wi-Fi. If you have a choice, Wi-Fi is usually more convenient, but USB is more reliable if your network is unstable.

When your printer does not appear in the list

If you have plugged in a USB printer or joined it to Wi-Fi and it still does not show in Printers & Scanners, restart your Mac first. Many connection problems clear up after a restart. Wait at least 30 seconds after shutdown before turning it back on.

If restarting does not work, visit the printer manufacturer's support page and read the latest driver for your Mac model and macOS version. The driver is usually a .dmg or .pkg file. Double-click it to open the installer, follow the prompts, and restart your Mac when prompted. After restart, the printer should appear in Printers & Scanners.

For Wi-Fi printers, also check that your printer is actually connected to your network. Most printers have a menu button or screen where you can see the network name and signal strength. If the printer shows no network connection, go into its settings and select your Wi-Fi network, then enter your password. This step is straightforward to miss and is the most common reason a Wi-Fi printer does not appear on your Mac.

Installing printer driver software

A driver is software that tells your Mac how to communicate with your printer. Modern printers often work without a driver — the Mac has built-in support for common models. Older printers, specialty printers, and printers with advanced features usually need a driver installed.

To find and install a driver, go to the printer manufacturer's website. Look for a Support, Downloads, or Drivers section. Enter your printer model number (usually on the back or bottom of the printer) and select macOS as the operating system. read the driver file and double-click it. Follow the installer prompts, which usually just ask you to agree to terms and choose an installation location. Restart your Mac when the installer finishes.

After restart, go back to System Settings > Printers & Scanners and add the printer. It should now appear in the list. If it still does not, restart your Mac one more time — sometimes the driver needs a second restart to fully set up.

Setting a default printer and changing it per document

Your default printer is the one that appears automatically when you open the print dialog. To change it, go to System Settings > Printers & Scanners, look at the list on the left, and click the printer you want to use by default. At the top of the window, you will see a dropdown that says "Default printer" — make sure your chosen printer is selected there.

You can override the default for a single document without changing the system default. Open the document, press Command+P to open the print dialog, and look at the top of the dialog for a dropdown menu showing your default printer. Click it and select a different printer. This choice applies only to that one print job — your default printer remains unchanged for future documents.

Troubleshooting a printer that stops working

If a printer that was working suddenly stops, first check that it is powered on and has paper and ink or toner. Then go to System Settings > Printers & Scanners, click the printer, and click Remove (or the minus button). Restart your Mac, then add the printer again using the same steps as the first time you set it up.

For Wi-Fi printers, also try restarting the printer itself — turn it off, wait 10 seconds, and turn it back on. This clears temporary connection problems. If the printer still does not work after restarting both the printer and your Mac, check that both are on the same Wi-Fi network. Open your Mac's Wi-Fi menu and your printer's network settings to confirm they are connected to the same network name.

If you recently updated macOS, visit the printer manufacturer's website and read the latest driver for your new macOS version. Printer drivers sometimes need updates after a major macOS update.

Printing from different applications

Once your printer is added, you can print from almost any process on your Mac. Open the document or image you want to print, press Command+P, and the print dialog opens. At the top, select your printer from the dropdown. Below that, you will see options like number of copies, page range, and paper size. Adjust these as needed and click Print.

Some applications have additional print options. For example, in a web browser, you can choose to print just the current page or the entire website. In a word processor, you can print specific pages or a selection. These options appear in the print dialog and vary by process.

If you want to save a document as a PDF instead of printing it, open the print dialog and click the PDF dropdown button at the bottom left. Select Save as PDF, choose where to save the file, and click Save. This creates a PDF file on your Mac without needing a printer.

Frequently Asked Questions

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

No. Most modern printers work without any software — your Mac recognizes them automatically. Older printers, specialty printers, and printers with advanced features usually need driver software. Check the manufacturer's website for your specific model. If you cannot find a driver for your macOS version, the printer probably works without one.

Can I print from my iPhone or iPad to a Mac printer?

Yes, if your printer supports AirPrint. Most modern printers do. On your iPhone or iPad, open the document, tap Share or the print icon, and select your printer. Your Apple device and printer must be on the same Wi-Fi network. If your printer does not support AirPrint, you cannot print from an iPhone or iPad to it.

Why does my Wi-Fi printer keep disconnecting?

Wi-Fi printers sometimes drop off the network if they are far from your router or if your network is crowded. Move the printer closer to your router if possible. If the problem continues, restart the printer and your Mac. If it still disconnects, visit the printer's settings menu and check that it is set to your 2.4 GHz network band rather than 5 GHz — older printers work better on 2.4 GHz.

What if my printer model is very old?

Very old printers may not have drivers available for your current macOS version. Visit the manufacturer's website and search for your model. If no driver exists for your macOS version, the printer may not work. Some third-party driver services offer older drivers, but these are not always reliable. Your best option is usually to replace the printer with a newer model that supports your macOS version.

Can I add a printer at my workplace or library?

Yes, if you are on the same network. At a workplace, ask your IT department for the printer name and network address. At a library, ask staff for the printer name. Go to System Settings > Printers & Scanners, click the plus button, and look for the printer in the list. If you do not see it, click Other Printers or Scanners and enter the network address provided by IT or staff.