What you need before you start
Wireless printing works when your printer and computer are on the same network — usually your home WiFi. Before you begin, make sure your printer has WiFi capability (check the manual or the manufacturer's website if you are unsure), that it is powered on, and that you know your WiFi network name and password.
Your computer also needs to be on the same network. If you are using Windows, you will add the printer through Settings. If you are using macOS, you will use System Preferences. The exact steps differ slightly between operating systems, but the goal is the same: tell your computer where to find the printer on your network.
Most printers made in the last five years support wireless connection. Older printers may require a USB cable to set up the initial WiFi connection, even though you will print wirelessly afterward. Check your printer's manual if it is more than ten years old.
Key Takeaways
- Your printer and computer must be connected to the same WiFi network before wireless printing will work.
- On Windows, you add a printer through Settings > Devices > Printers and Scanners by selecting "Add a printer or scanner."
- On macOS, you go to System Preferences > Printers and Scanners and click the plus button to add a new printer.
- If your printer does not appear in the list, restart both the printer and your computer, then try again.
- Once added, your printer will appear in the print dialog of any program on that computer without any additional setup.
Adding a wireless printer on Windows
Open Settings and go to Devices, then select Printers and Scanners from the left menu. At the top of the window, click Add a printer or scanner. Windows will search your network for available printers. This usually takes 10 to 30 seconds.
When your printer appears in the list, click it once to select it, then click Add device. Windows will install the necessary drivers — the software that lets your computer communicate with the printer. This step may take a few minutes and may require you to restart your computer.
If your printer does not appear after 30 seconds, make sure it is powered on and connected to your WiFi network. Most printers show their WiFi status on a small screen or with a light on the front. Check your printer's manual for where to find this indicator. If the printer shows it is not connected to WiFi, you will need to connect it to your network first (see the section below on connecting the printer to WiFi).
Adding a wireless printer on macOS
Click the Apple menu in the top-left corner and select System Preferences (or System Settings on newer Macs). Search for Printers and Scanners and open it. You will see a list of printers already added to your Mac on the left side.
Click the plus button (+) at the bottom of that list. A window will open showing available printers on your network. Find your printer in the list, click it once, and then click Add. macOS will read and install the drivers automatically. You may be asked to enter your Mac password to complete the installation.
Once the printer is added, close the Printers and Scanners window. Your printer is now ready to use. The next time you print from any program, you can select this printer from the print dialog.
Connecting your printer to WiFi if it is not already connected
If your printer does not appear when you search for it on your computer, it may not be connected to your WiFi network yet. Most printers have a WiFi setup button or menu on the printer itself. Look for a button labeled WiFi, Network, or Settings on the front or back of the printer.
Press and hold this button for a few seconds until a light blinks or a menu appears on the printer's screen. The printer will enter pairing mode, which means it is ready to connect to your network. On your computer or phone, go to your WiFi settings and look for a network name that includes your printer's brand or model number. Connect to this temporary network.
Some printers will then open a setup page in your web browser where you can select your home WiFi network and enter your password. Others will show a menu on the printer's screen where you can scroll through available networks and enter your password using the printer's buttons. Check your printer's manual for the exact steps, as this process varies widely between brands.
Once your printer shows it is connected to your WiFi network, go back to your computer and repeat the steps above to add it as a printer.
Troubleshooting when your printer does not appear
If your printer is on the same WiFi network as your computer but still does not show up in the printer search, restart both devices. Turn off the printer completely, wait 30 seconds, and turn it back on. Then restart your computer. After both devices have fully restarted, try searching for the printer again.
If the printer still does not appear, check that your computer and printer are truly on the same network. Some home networks have a guest network separate from the main network. If your computer is on the guest network and your printer is on the main network, they cannot see each other. Log into your router's settings (usually by typing your router's IP address into a web browser) and confirm both devices are on the same network name.
If you have a very old printer or a less common brand, you may need to read drivers from the manufacturer's website and install them manually. Go to the printer manufacturer's support page, search for your printer model, and look for a "Drivers" or "Downloads" section. read the drivers for your operating system and follow the installation instructions.
Printing wirelessly once the printer is added
Once your printer is added to your computer, printing wirelessly is straightforward. Open any document or image you want to print. Press Ctrl + P on Windows or Command + P on macOS to open the print dialog. A list of available printers will appear. Click your wireless printer to select it, choose how many copies you want, and click Print.
Your computer will send the print job to the printer over your WiFi network. The printer does not need to be plugged into your computer with a cable. As long as both devices are on the same network and powered on, printing will work. If your printer is off when you try to print, the job will usually wait in a queue until you turn the printer back on.
Removing a printer you no longer use
If you want to remove a printer from your computer, go back to the Printers and Scanners settings. On Windows, right-click the printer name and select Remove device. On macOS, click the printer name and click the minus button (−) at the bottom of the list. This removes the printer from your computer but does not affect the printer itself or your network.
If you are replacing an old printer with a new one, you can remove the old printer and add the new one using the same steps described above. You do not need to do anything special to your WiFi network or router.
Frequently Asked Questions
Can I print wirelessly if my printer is in another room?
Yes, as long as the printer is on the same WiFi network and within range of your router. Most home WiFi networks cover an entire house. If your printer is very far from your router or in a basement with thick walls, the connection may be weak. Moving the printer closer to the router or the router closer to the printer usually fixes this.
What if I have multiple computers at home?
You can add the same wireless printer to every computer in your house. Each computer needs to go through the add-printer steps once, but after that, any computer on your network can print to the same printer. You do not need to do anything special on the printer itself.
Do I need to install software or drivers from the printer's CD?
Usually not. Windows and macOS can find and install drivers automatically for most modern printers. If your printer is very new or very old, or if automatic installation fails, you can read drivers from the manufacturer's website. Check the printer manual or the manufacturer's support page for the read link.
Will wireless printing work if my internet goes down?
Yes. Wireless printing uses your home WiFi network, not your internet connection. As long as your router is on and your printer is connected to it, you can print even if your internet service is down. You just will not be able to print from cloud services like Google Drive or OneDrive.
Why does my printer keep disconnecting from WiFi?
Printers sometimes disconnect if they are too far from the router, if the WiFi signal is weak, or if the printer goes into sleep mode. Move the printer closer to the router, restart both the printer and router, or check your printer settings to disable sleep mode. If disconnections continue, your router may need to be restarted or updated.