Connect your printer to your MacBook using System Settings

Adding a printer to your MacBook takes about five minutes and requires no software installation for most modern printers. Your MacBook can find and connect to any printer on the same Wi-Fi network, or one plugged directly into your Mac with a USB cable. The process is the same whether your printer is brand new or several years old.

Start by making sure your printer is powered on and connected to your Wi-Fi network (or plugged in via USB). Then open System Settings on your MacBook — click the Apple menu in the top-left corner, select System Settings, and look for Printers & Scanners in the left sidebar. Click the plus sign to add a new printer.

Your MacBook will search for available printers. When you see your printer's name in the list, click it once to select it, then click Add. Your Mac will install the necessary driver automatically — you do not need to visit the printer manufacturer's website or insert any discs. Most printers are ready to use within 30 seconds.

Key Takeaways

  • Open System Settings, find Printers & Scanners, and click the plus sign to search for your printer on the network.
  • Your MacBook automatically downloads and installs the correct driver when you add a printer — no separate software read is required.
  • Wi-Fi printers must be connected to the same network as your MacBook; USB printers plug directly into your Mac.
  • Once added, your printer appears in the print dialog of any process and stays available until you remove it.

What to do if your printer does not appear in the list

If your printer does not show up after 30 seconds, first check that it is powered on and connected to Wi-Fi. Look at the printer's display panel or control screen — most printers show their network status there. If the printer is not connected to Wi-Fi, use the printer's menu buttons to find the network settings and select your home Wi-Fi network, then enter your password.

If your printer is connected to Wi-Fi but still does not appear on your Mac, try restarting both devices. Turn off the printer completely, wait 10 seconds, and turn it back on. Then restart your MacBook. After both devices restart, return to Printers & Scanners and click the plus sign again.

For older printers or less common brands, you may need to read a driver from the manufacturer's website. Visit the printer maker's support page, search for your exact printer model, and read the macOS driver. Run the installer, restart your Mac, and then try adding the printer again through System Settings.

Printing from your applications

Once your printer is added, you can print from any process on your MacBook. Open the document or image you want to print, then press Command+P (or go to File menu and select Print). A print dialog will appear showing your printer in a dropdown menu at the top.

Click the dropdown to see all available printers and select the one you want to use. You can choose how many copies to print, which pages to include, and paper size. Most applications also let you preview the document before printing. When everything looks correct, click Print and your document will go to the printer.

Your printer will stay in this list permanently until you remove it. If you add a second printer later, both will appear in the dropdown, and you can switch between them without any additional setup.

Removing a printer you no longer use

If you sell your printer, move it to another room, or straightforward want to clean up your printer list, you can remove it from your MacBook in seconds. Open System Settings, go to Printers & Scanners, click the printer name you want to remove, and click the minus sign button. The printer is now removed and will no longer appear in your print dialogs.

Removing a printer from your Mac does not affect the printer itself — it just disconnects your MacBook from using it. If you want to add it back later, you can follow the same steps to add it again.

Troubleshooting common printing problems

If your printer is added but prints come out blank or with strange colors, the issue is usually a clogged nozzle or low ink rather than a connection problem. Check your printer's ink or toner levels and run a cleaning cycle using the printer's control panel. Consult your printer's manual for the exact steps, as these vary by model.

If your Mac says the printer is offline even though it is powered on, try unplugging the printer's power cable for 30 seconds, then plugging it back in. This resets the printer's network connection. If the problem continues, check that your printer and MacBook are still on the same Wi-Fi network — if you changed your network password recently, your printer may have lost connection.

For USB printers, make sure the cable is fully plugged into both the printer and your MacBook. Try a different USB port on your Mac if you have one available. If you are using a USB hub, try plugging the printer directly into your MacBook instead, as some hubs do not provide enough power.

Using AirPrint for wireless printing

AirPrint is Apple's wireless printing standard built into macOS. Any printer that supports AirPrint will work with your MacBook without needing a separate driver — your Mac handles everything automatically. Most printers made in the last ten years support AirPrint, including models from HP, Canon, Epson, Brother, and Xerox.

When you add an AirPrint printer through System Settings, your MacBook downloads only the minimal software needed. This is why most modern printers work when ready after you click Add. If your printer is older or from a less common brand, it may require a full driver read from the manufacturer, but the process is the same: read, install, restart, and add through System Settings.

Printing to PDF instead of paper

Your MacBook also lets you save any document as a PDF file instead of printing it to paper. Open any document, press Command+P to open the print dialog, and look for a dropdown menu that says PDF (usually in the bottom-left corner). Click it and select Save as PDF. Choose where to save the file on your Mac and click Save.

This is useful when you want to email a document, store it digitally, or print it later on a different printer. The PDF will look exactly as it would if printed on paper, but it stays as a file on your computer instead.

Frequently Asked Questions

Do I need to install software from the printer manufacturer?

Not for most modern printers. Your MacBook automatically downloads the correct driver when you add the printer through System Settings. Older printers or less common brands may require a manual driver read from the manufacturer's website, but this is becoming rare.

Can I print from my iPhone or iPad to the same printer?

Yes, if your printer supports AirPrint. Any AirPrint printer connected to your Wi-Fi network can be used by your iPhone, iPad, and MacBook without any additional setup. Open the document on your iOS device, tap Share, select Print, and choose your printer from the list.

What if I have multiple printers and want to set a default?

Open System Settings, go to Printers & Scanners, and look for a dropdown menu that says "Default printer". Select the printer you use most often. Your MacBook will automatically select this printer in print dialogs, though you can always change it for individual documents.

Can I print wirelessly if my printer is not on Wi-Fi?

No, wireless printing requires your printer to be connected to your Wi-Fi network. If your printer does not have Wi-Fi capability, you can only use it with a USB cable plugged directly into your MacBook. Some older printers can be added to a network using a separate Wi-Fi adapter, but this is uncommon.

Why does my printer keep going offline?

This usually means your printer lost its Wi-Fi connection. Check that your printer is still connected to your home network by looking at its control panel. If it has disconnected, use the printer's menu to reconnect to Wi-Fi. You can also try moving the printer closer to your router or restarting both devices.