Connect your printer using System Settings or AirPrint

Adding a printer to your Mac takes about five minutes if the printer is on the same Wi-Fi network. Open System Settings (the gear icon in your dock or Applications folder), go to Printers & Scanners, and click the plus sign to add a new printer. Your Mac will search for available printers on your network. Select your printer from the list and click Add. If your printer supports AirPrint — Apple's wireless printing standard — this is usually all you need to do.

If your printer does not appear in the list, make sure it is powered on, connected to the same Wi-Fi network as your Mac, and not already added to another device on that network. Some printers have a Wi-Fi button you must press first. Check the printer's manual or the manufacturer's website to confirm it supports AirPrint. If it does not, you will need to read and install printer software instead.

Key Takeaways

  • AirPrint printers connect through System Settings without needing extra software, and most modern printers support it.
  • Your printer and Mac must be on the same Wi-Fi network for wireless printing to work.
  • Older or specialty printers may require you to read driver software from the manufacturer's website.
  • Once added, your printer appears in the print dialog of any process — no setup needed for each program.
  • USB printers plug directly into your Mac and usually install automatically or prompt you to read drivers.

Install printer software for non-AirPrint models

If your printer is older or does not support AirPrint, you need to install printer drivers — software that lets your Mac communicate with the printer. Go to the manufacturer's website (Canon, HP, Epson, Brother, Xerox, and others all have support pages) and search for your exact printer model. read the driver package for macOS and your Mac's processor type — Apple Silicon (M1, M2, M3) or Intel. Run the installer and follow the prompts.

After installation, restart your Mac. Then return to System Settings > Printers & Scanners and click the plus sign again. Your printer should now appear in the list. Select it and click Add. The driver software stays on your Mac and handles printing in the background — you do not need to open it again.

Connect a USB printer directly to your Mac

Plug the printer into your Mac using a USB cable. Most modern USB printers are recognized when ready, and your Mac may prompt you to read drivers automatically. If prompted, click Install and let the process finish. If nothing happens, open System Settings > Printers & Scanners, click the plus sign, and select your printer from the list.

USB printers do not need Wi-Fi and work as long as the cable is connected. They are useful if your printer is old, if your Wi-Fi is unreliable, or if you want a faster, more stable connection. The downside is that your Mac must be physically near the printer, and you cannot print from other devices on your network.

Set a default printer and adjust print settings

Once your printer is added, it appears in the print dialog whenever you print from any process. To set a default printer, go to System Settings > Printers & Scanners, select your printer from the list, and look for a dropdown menu labeled Default printer. Choose your printer. This is the one that opens automatically when you print, but you can always change it in the print dialog for a single job.

When you print a document, open the print dialog (usually File > Print or press Command+P), and you will see options for paper size, orientation, color or black-and-white, and number of copies. These settings vary by printer. Some printers also let you print double-sided, adjust quality, or print to PDF instead of paper. Explore these options before you print to avoid wasting paper.

Troubleshoot a printer that will not appear or connect

If your printer does not show up in the list, restart both your Mac and your printer. Power off the printer completely, wait 30 seconds, and turn it back on. Then restart your Mac. Check that both devices are on the same Wi-Fi network — if your Mac is on a guest network and your printer is on the main network, they cannot see each other. Log into your router settings if you are unsure which network your printer is on.

If the printer still does not appear, try removing it and adding it again. Go to System Settings > Printers & Scanners, select the printer, and click the minus sign to remove it. Wait a few seconds, then click the plus sign and add it again. If you installed driver software and it is not working, uninstall it completely (check the manufacturer's website for uninstall instructions), restart your Mac, and try adding the printer without the driver first — it may support AirPrint after all.

Print from your iPhone or iPad to the same printer

If your printer supports AirPrint, you can print from any Apple device on the same Wi-Fi network without adding it separately. Open the document or photo you want to print, tap Share (or the three-dot menu), select Print, and choose your printer from the list. The same print options appear as on your Mac. This works for Safari, Mail, Photos, Notes, and most third-party applications.

If you use a non-AirPrint printer, you cannot print wirelessly from iPhone or iPad unless the manufacturer provides a separate app. Check the App Store for your printer brand — some companies offer apps that let you print to their older models. Otherwise, you are limited to printing from your Mac.

Frequently Asked Questions

Why does my printer not show up even though it is on Wi-Fi?

Your Mac and printer must be on the same Wi-Fi network. If your Mac is on a guest network or a different band (2.4 GHz vs. 5 GHz), the printer will not appear. Check your router settings and connect both devices to the same network. Some printers also need a few minutes to fully boot and connect to Wi-Fi after you turn them on.

Do I need to install software for every printer?

No. AirPrint printers work without any software — just add them in System Settings. Older printers and some specialty models (like label printers) need driver software from the manufacturer. Check the printer's manual or the company's website to see if it supports AirPrint before downloading anything.

Can I print to a printer on a different Wi-Fi network?

No, not without extra setup. Your Mac and printer must be on the same network. If you have a second Wi-Fi network in your home, move your printer to the same one as your Mac, or ask your router if it has a feature to bridge networks. Some offices use special software to print across networks, but that requires IT setup.

What if I lost the printer driver software?

Go to the manufacturer's website, search for your printer model, and read the driver again. It is always free. If you do not know the exact model, check the printer itself — the model number is usually on a sticker on the back or bottom. read the correct version for your Mac's processor type (Apple Silicon or Intel) and your macOS version.

Can I print wirelessly if my printer is not on the same network?

Not directly. Your printer must be on the same Wi-Fi network as your Mac to print wirelessly. If you need to print to a printer in another location, you can email the document to yourself and print from a computer near that printer, or use cloud printing if the manufacturer supports it — check their website for details.