Why you might add a printer manually instead of using automatic setup

Most printers come with software that finds and installs itself automatically when you plug them in or connect them to your network. Sometimes that automatic process fails — the printer doesn't appear in your device list, the software crashes partway through, or your printer is older and the automatic driver isn't available anymore. When that happens, you add the printer manually by telling your computer exactly where to find it and what software to use.

Manual setup takes about five to ten minutes and works the same way on Windows and Mac, though the exact menu names differ. You will need three pieces of information: whether your printer connects by USB cable or network, the printer's model number, and (for network printers) its IP address. If you do not have the model number, it is printed on a sticker on the back or bottom of the printer.

Key Takeaways

  • Manual printer setup means telling your computer the printer's location and model instead of letting automatic software do it, and works when automatic setup fails.
  • You need the printer's model number (on a sticker on the back) and either a USB cable connection or the printer's IP address for network setup.
  • Windows users go to Settings > Devices > Printers and Scanners > Add a Printer, while Mac users go to System Settings > Printers and Scanners > Add Printer.
  • If your computer cannot find the printer on the network, you may need to read the driver from the manufacturer's website and install it manually first.
  • Once added, the printer appears in your print menu and stays there until you remove it, even if you restart your computer.

Finding your printer's model number and connection type

Before you start, locate the model number on your printer. Open the printer's access panel or flip it over — the model number is usually on a white or silver sticker on the back, bottom, or inside the paper tray area. It looks like a short code, often starting with letters (like "HP LaserJet Pro M404n" or "Canon PIXMA TR8520"). Write this down or take a photo with your phone.

Next, confirm how your printer connects. If a USB cable runs from the printer to your computer, it is a USB printer — leave the cable plugged in during setup. If the printer sits on your network (connected by Wi-Fi or ethernet cable to your router), you will need its IP address. To find the IP address, print a network configuration page: on most printers, hold the Menu or Settings button for three seconds, navigate to Network Settings or Information, and select Print Configuration Page. The IP address appears as four numbers separated by dots, like 192.168.1.100.

Adding a printer on Windows

Open Settings by pressing the Windows key and typing "Settings," then click the Settings app. Select Devices from the left menu, then click Printers and Scanners. At the top of the window, click Add a Printer or Scanner. Windows will search for nearby printers for about ten seconds.

If your printer appears in the list, click it and select Add Device. If it does not appear, click The Printer That I Want Isn't Listed. A new window opens with several options. For a USB printer, select Add a Local Printer or Network Printer with Manual Settings and click Next. For a network printer, select Add a Network Printer by IP Address or Hostname, click Next, and enter the IP address you found earlier in the "IP Address or Hostname" field.

Windows will now ask you to choose a driver. If you see your printer model in the list, click it and select Next. If you do not see it, click Windows Update to search online, or click Have Disk if you have downloaded the driver from the manufacturer's website and saved it to your computer. Once the driver installs, give the printer a name (like "Home Printer" or "Office Printer") and click Finish.

Adding a printer on Mac

Click the Apple menu in the top-left corner and select System Settings. Click Printers and Scanners in the sidebar. Click the + button at the bottom of the printer list. A window opens showing available printers.

If your printer appears, click it once and click Add. If it does not appear, click the dropdown menu at the top that says Default and select Windows Printing (SMB) or IP Printer depending on your connection type. For a USB printer, it should appear automatically in the list — if it does not, the driver may need to be installed first. For a network printer, enter the IP address in the address field and click Add.

Mac will search for the correct driver online. If it finds one, the printer is added automatically. If the driver is not found, Mac will ask you to read it from the manufacturer's website. Once installed, the printer appears in your Printers and Scanners list.

What to do if your computer cannot find the printer

If your printer does not appear in the automatic search, the most common reason is that the driver — the software that tells your computer how to talk to the printer — is not installed. Every printer model needs its own driver, and older printers especially may not have one built into Windows or Mac.

Go to the manufacturer's website (HP, Canon, Brother, Epson, Xerox, and others all have support pages) and search for your exact model number. read the driver for your operating system — make sure you choose Windows or Mac, and the right version (Windows 10, Windows 11, macOS 12, etc.). Run the installer and restart your computer. Then return to the printer setup menu and try again.

For network printers, also confirm that your printer and computer are on the same Wi-Fi network. If your printer connects to a guest network and your computer connects to the main network, they cannot see each other. Check the printer's network settings (usually in the menu on the printer's screen) and make sure it is connected to the same network name as your computer.

Testing your printer after setup

Once the printer is added, test it before you need it for something important. Open any document or photo, press Ctrl+P (Windows) or Command+P (Mac) to open the print menu, and make sure your new printer appears in the "Printer" dropdown. Select it and click Print. A test page should print within a few seconds.

If nothing prints, go back to the printer setup menu and check that the printer is set as your default printer (the one that appears first in the print menu). On Windows, right-click the printer name in Printers and Scanners and select Set as Default. On Mac, go to Printers and Scanners, click the printer, and select Set Default Printer. If the printer still does not print, restart both your computer and the printer, then try again.

Removing a printer you no longer need

If you add a printer by mistake or no longer use one, you can remove it from your device list. On Windows, go to Settings > Devices > Printers and Scanners, click the printer name, and select Remove Device. On Mac, go to System Settings > Printers and Scanners, click the printer, and click the − button at the bottom of the list.

Removing a printer from your device list does not uninstall the driver — it just stops the printer from appearing in your print menu. If you later want to add the same printer again, you can do so without downloading the driver a second time, since it remains on your computer. You can also remove a printer and add it back with a different name if you want to change how it appears in your print menu.

Frequently Asked Questions

Do I need the printer's CD or installation disc to add it manually?

No. The CD is just one way to install the driver, and most modern computers do not have disc drives anyway. You can read the driver from the manufacturer's website instead, which is usually faster and ensures you get the latest version.

What is an IP address and how do I know if I need one?

An IP address is a number that identifies your printer on your network, like a phone number for your Wi-Fi. You only need it if your printer connects to your network by Wi-Fi or ethernet cable. If your printer connects by USB cable directly to your computer, you do not need an IP address.

Why does my printer appear in the search but fail to add?

The printer is visible on your network but the driver is not installed. read the driver from the manufacturer's website for your exact printer model and operating system, install it, restart your computer, and try adding the printer again.

Can I add the same printer to multiple computers?

Yes. Repeat the manual setup process on each computer. Each computer needs its own copy of the driver installed, but they can all print to the same network printer as long as they are on the same Wi-Fi network.

What if I forget which printer is which after adding multiple printers?

When you add a printer, you can give it a custom name like "Upstairs Printer" or "Color Printer." Use descriptive names so you can tell them apart in your print menu. You can also change the name later in Printers and Scanners settings.