The basic steps work the same way on Windows and Mac

Adding a printer to your computer means telling your operating system where the printer is and what it can do. On Windows, you go to Settings > Devices > Printers & Scanners and select "Add a printer or scanner." On Mac, you go to System Settings > Printers & Scanners and click the plus button. Your computer will search for printers on the same network as your device — either your home Wi-Fi or a wired connection — and show you what it finds.

The printer must be turned on and connected to the same network. If your printer is brand new, it needs to join your Wi-Fi first. Most printers have a button or menu on their physical display panel where you can select your network name and enter your password. Some printers have a WPS button that lets you connect by pressing a button on both the printer and your router instead of typing a password.

Once your printer is on the network and your computer finds it, you may need to install printer drivers — software that translates your computer's print commands into instructions the printer understands. Windows and Mac often read these automatically. If they don't, you can find drivers on the printer manufacturer's website by searching for your exact printer model number.

Key Takeaways

  • Your printer and computer must be on the same Wi-Fi network or connected by USB cable for your computer to find it.
  • Windows users go to Settings > Devices > Printers & Scanners; Mac users go to System Settings > Printers & Scanners.
  • Printer drivers usually read automatically, but if they don't, you can find them on the manufacturer's website using your printer's model number.
  • If your computer doesn't find the printer after a few minutes, restart both devices and try again.
  • Network printers are more convenient than USB-only printers because multiple devices in your home can use them without moving cables.

Connecting a printer by Wi-Fi network

Wi-Fi printers are the most common type in homes. Start by turning on your printer and looking at its display panel or menu. Find the network or Wi-Fi settings — the exact name varies by brand, but it usually says "Network," "Wireless," or "Wi-Fi Setup." Select your home network name from the list and enter your Wi-Fi password when prompted.

Once the printer shows it is connected to Wi-Fi, open your computer's printer settings. On Windows, type "Printers" in the search box and select "Printers & Scanners." On Mac, open System Settings and click "Printers & Scanners." Click the button to add a new printer. Your computer will search the network for about 30 seconds. When it finds your printer, select it from the list and click "Add."

If your computer doesn't find the printer, make sure both devices are on the same network — some homes have a 2.4 GHz and a 5 GHz Wi-Fi band, and older printers only work on 2.4 GHz. Check your router settings or ask your internet provider which band your printer should use. If you are still stuck, restart both the printer and your computer, wait two minutes, and try again.

Connecting a printer by USB cable

USB printers plug directly into your computer with a cable. This is simpler than Wi-Fi in one way — you do not need to set up a network connection — but less convenient because only the computer with the cable can print. Plug the USB cable into a free port on your computer and into the printer's USB port, usually on the back.

Turn on the printer. Windows will usually detect it within a few seconds and read drivers automatically. On Mac, the printer may appear in Printers & Scanners without any action from you. If nothing happens after a minute, open your printer settings and click "Add" to search manually. If your computer still does not find it, visit the printer manufacturer's website, search for your model number, and read the drivers for your operating system.

USB printers are useful if you have an older printer, if your Wi-Fi is unreliable, or if you want to avoid storing your Wi-Fi password on the printer itself. The trade-off is that you cannot print from your phone or tablet, and you cannot move the printer to another room without moving the cable.

Installing printer drivers when your computer doesn't find them automatically

Drivers are small programs that let your computer talk to your printer. Most of the time, Windows and Mac read them without you doing anything. But if your printer is older, less common, or brand new, you may need to install them yourself.

Go to the printer manufacturer's website — for example, hp.com, canon.com, or epson.com. Look for a "Support" or "Downloads" section. Type your printer's exact model number into the search box. The model number is usually on a sticker on the back or bottom of the printer, or in the printer's menu under "About" or "Settings." read the driver file for your operating system — Windows or Mac — and the version you are running.

Open the downloaded file and follow the on-screen instructions. The installer will ask where you want to install the driver and may ask you to restart your computer. After the installation finishes and your computer restarts, your printer should appear in your printer settings. If it still does not, restart the printer as well, wait 30 seconds, and check again.

What to do if your printer is not showing up

If your computer cannot find your printer after you have tried the steps above, work through these checks in order. First, make sure the printer is turned on — check for a power light on the front or back. Second, confirm both devices are on the same network by looking at your printer's display panel or settings menu. Third, restart both the printer and your computer, waiting at least 30 seconds between turning them off and back on.

Fourth, if you are using Wi-Fi, move the printer closer to your router temporarily to rule out a weak signal. Fifth, check whether your printer needs a driver update. Visit the manufacturer's website, find your model, and see if a newer driver is available than what you installed. Sixth, if you are on Windows, open Settings > Devices > Printers & Scanners and click "Refresh." On Mac, open Printers & Scanners and click the plus button again.

If none of these steps work, check the printer's manual or the manufacturer's support website for your specific model. Some printers have a reset button or a factory reset option in their menu that clears network settings and lets you start over. Before you reset, write down your Wi-Fi password so you can re-enter it on the printer.

Printing a test page to confirm everything works

Once your printer appears in your printer settings, print a test page to make sure the connection is working. On Windows, go to Settings > Devices > Printers & Scanners, select your printer, and click "Open queue." Then click "Printer" in the menu bar and select "Print Test Page." On Mac, open Printers & Scanners, select your printer, and click "Print Test Page."

If the test page prints, your printer is set up correctly. If nothing prints, check that the printer has paper and is not showing an error message on its display. If the printer shows an error like "Paper Jam" or "Toner Low," fix that issue first. If there is no error but still no printing, the driver may not have installed correctly — go back to the manufacturer's website and reinstall it.

Frequently Asked Questions

Do I need to install software from the printer's CD or box?

No. The driver is all you need, and you can read it from the manufacturer's website instead of using a CD. CDs that come with printers are often outdated. Downloading the latest driver from the website ensures you get bug fixes and security updates.

Can I use a printer on my Wi-Fi if I do not know my Wi-Fi password?

You need the password to connect the printer to your network. If you forgot it, you can reset your router to factory settings, but that will disconnect all your devices. A better option is to check whether your router has a WPS button — if it does, you can press it on the router and then on the printer to connect without typing the password.

What if my printer works on my computer but not on my phone or tablet?

Your phone or tablet needs to be on the same Wi-Fi network as the printer. Make sure all three devices — printer, phone, and router — are connected to the same network name. Some phones also need you to install the printer manufacturer's app to print wirelessly. Check the manufacturer's website for instructions specific to your phone's operating system.

Is it safe to put my Wi-Fi password on my printer?

Yes, it is necessary. Your printer needs the password to connect to your network. The password is stored only on the printer itself, not sent anywhere else. If you later sell or give away the printer, you can reset it to factory settings to erase the password before handing it over.

Why does my printer keep disconnecting from Wi-Fi?

This usually means the printer is too far from your router or the signal is weak. Move the printer closer to the router if possible. If that does not help, check the manufacturer's website for a firmware update — a software update for the printer itself that may fix connection problems. You can usually install firmware updates through the printer's menu or by downloading a file to a USB drive.