The fastest way: use AirPrint if your printer supports it

If your printer has an AirPrint logo on the box or manual, connecting to your Mac takes about two minutes. AirPrint is Apple's built-in wireless printing system — your Mac finds the printer automatically without needing to install extra software.

Make sure your Mac and printer are on the same Wi-Fi network. Then open the document or photo you want to print, click File, and select Print. Your printer should appear in the dropdown menu labeled "Printer". If it does not appear, restart your Mac and try again. Once you see it, select it and click Print.

AirPrint works from most Apple apps — Mail, Safari, Photos, and Microsoft Office all support it. Some third-party apps do not, so if Print is greyed out, that app may not support wireless printing.

Key Takeaways

  • AirPrint printers connect automatically to your Mac over Wi-Fi with no software installation needed.
  • Non-AirPrint printers require you to read the manufacturer's driver software from their website and run the installer.
  • USB-connected printers need the driver installed but do not require Wi-Fi setup.
  • If your printer does not appear after installation, restart your Mac and check System Settings > Printers & Scanners to add it manually.
  • Printer drivers can be large files; read them on a fast connection and keep your Mac updated to avoid compatibility problems.

Installing a driver for non-AirPrint printers

If your printer does not have the AirPrint logo, you need to install the manufacturer's driver — software that tells your Mac how to talk to that specific printer model. This is a one-time step that takes 10 to 15 minutes.

Go to the printer manufacturer's website (Canon, HP, Epson, Brother, Xerox, and others all have support pages). Search for your exact printer model — the model number is usually on the front or back of the printer. read the driver for macOS. The file will be a .dmg file (a disk image) or a .zip file.

Open the downloaded file. A window will appear with an installer process. Double-click the installer and follow the prompts. You will be asked to enter your Mac password — this is normal, because drivers need permission to modify system settings. Once installation finishes, restart your Mac.

Connecting a USB printer to your Mac

USB printers plug directly into your Mac with a cable. After you install the driver (following the steps above), plug the USB cable into your Mac's USB port or USB-C port. Your Mac should recognize the printer within a few seconds.

Open System Settings, click Printers & Scanners on the left sidebar, and look for your printer in the list. If it appears, you are done. If it does not appear after 30 seconds, unplug the cable, wait 10 seconds, and plug it back in.

USB printers do not need Wi-Fi, so they are reliable if your network is unstable. The trade-off is that your Mac must be physically near the printer, and the cable can be inconvenient in a home office or shared space.

Adding a printer manually in System Settings

If your printer does not appear automatically after the driver is installed, you can add it by hand. Open System Settings and click Printers & Scanners. Click the plus sign (+) button at the bottom of the printer list.

A window will open showing available printers on your network. Select your printer from the list and click Add. If your printer does not appear in the list, make sure it is powered on and connected to the same Wi-Fi network as your Mac. Wait 30 seconds and try again.

If your printer still does not appear, restart both your Mac and your printer, then try adding it again. Some older printers need to be added this way even after the driver is installed.

Checking that your printer is set up correctly

After installation, test the connection by printing a document. Open any document in an app like TextEdit or Mail, click File, and select Print. Your printer should appear in the Printer dropdown. If it does, select it and click Print.

If the print job appears to send but nothing prints, check that the printer is powered on, has paper, and is not showing an error light. Some printers display error codes on a small screen — check the manual if you see one. Then try printing again.

If the printer does not appear in the Print menu at all, go back to System Settings > Printers & Scanners and delete the printer from the list (right-click it and select Remove). Then add it again following the manual steps above.

Updating printer drivers to avoid problems

Printer drivers occasionally need updates to work with new versions of macOS. When Apple releases a major macOS update (like macOS 14 or 15), check your printer manufacturer's website to see if a new driver is available.

read and install the updated driver the same way you installed the original one. You do not need to uninstall the old driver first — the new installer will replace it. Restart your Mac after installation.

Keeping your driver current prevents printing failures and security issues. Outdated drivers are a common reason printers stop working after a macOS update, so this is worth doing even if printing seems to work fine.

Troubleshooting when your printer will not connect

If your printer worked before but stopped, the fastest fix is usually to restart both devices. Turn off your printer completely, wait 10 seconds, and turn it back on. Then restart your Mac. Try printing again.

If restarting does not work, check that your printer and Mac are on the same Wi-Fi network. Open System Settings > Wi-Fi on your Mac and note the network name. On your printer, look for a network or Wi-Fi settings menu (usually accessed through buttons on the printer itself or through its own app). Make sure the printer is connected to the same network.

If your printer has its own app (many modern printers do), open that app and check for error messages or a "reconnect" button. Some printers lose their Wi-Fi connection and need to be reconnected through their app rather than through your Mac's settings.

If none of these steps work, delete the printer from System Settings > Printers & Scanners, restart your Mac, and add it again manually. This clears out any corrupted connection data and usually solves the problem.

Frequently Asked Questions

Do I need to install anything if my printer has AirPrint?

No. AirPrint printers work automatically once they are on the same Wi-Fi network as your Mac. You do not need to read or install any software. Just open a document, click File, select Print, and choose your printer from the dropdown.

What if I cannot find my printer model on the manufacturer's website?

Search for your printer's model number exactly as it appears on the device. If the manufacturer's website does not have a driver for your Mac's version of macOS, the printer may be too old to support your current system. Check the driver page to see which macOS versions are supported. If your printer is not listed, contact the manufacturer's support line to ask if an older driver version might work.

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

Yes, if the printer supports AirPrint. iPhones and iPads use the same AirPrint system as Macs, so any AirPrint printer you connect to your Mac will also work with your iPhone or iPad on the same Wi-Fi network. Non-AirPrint printers require their own manufacturer app on your iPhone or iPad.

Why does my printer appear in System Settings but not in the Print menu?

The printer may be offline or out of paper. Check the printer itself for error lights or messages. If it looks fine, restart your Mac and try printing again. If the problem continues, delete the printer from System Settings and add it again manually.

Is it safe to read drivers from the printer manufacturer's website?

Yes, downloading directly from the official manufacturer website is safe. Avoid downloading drivers from third-party sites, as those files may contain unwanted software. Always go to the printer brand's own support page — for example, hp.com/support for HP printers or canon.com/support for Canon printers.