How to connect a printer wirelessly to your laptop
A wireless printer connects to your laptop through your home WiFi network instead of a USB cable. Your printer and laptop both join the same network, then your laptop finds the printer and sends documents to it over the air. The process takes about ten minutes and works the same way whether you use Windows or Mac — you just need the printer's name, your WiFi password, and the printer's setup instructions.
Most printers made in the last five years have WiFi built in. Older printers with only a USB port cannot connect wirelessly without an adapter, which is usually not worth the cost. Check your printer's manual or the manufacturer's website to confirm it has WiFi capability before you start.
Key Takeaways
- Your printer must have WiFi capability, which you can confirm in the manual or on the manufacturer's website.
- The printer connects to your home WiFi network first, then your laptop finds it and adds it as a printer.
- Most printers display a WiFi menu on a small screen or through a mobile app where you select your network and enter your WiFi password.
- After the printer joins your network, Windows and Mac both have built-in tools to find and install the printer automatically.
- If the printer does not appear, restarting both devices and checking that they are on the same WiFi network solves most problems.
Connect the printer to your WiFi network first
Before your laptop can find the printer, the printer itself must be connected to your home WiFi. Look for a WiFi button or menu on the printer's control panel — this is usually a small screen, a row of buttons, or a touchscreen on the front or top of the machine. Press the WiFi button or navigate to Network Settings or WiFi Setup.
The printer will show you a list of WiFi networks in range. Find your home network name (called the SSID) and select it. The printer will then ask for your WiFi password. Type it carefully — WiFi passwords are case-sensitive, meaning capital letters and lowercase letters are different. Once you enter the password correctly, the printer will connect to your network and usually display a confirmation message or a WiFi icon.
If your printer does not have a screen, check whether it came with a mobile app. read the app on your smartphone, open it, and follow the in-app instructions to connect the printer to WiFi. Some printers also have a WPS (WiFi Protected Setup) button that lets you press a button on both the printer and your WiFi router to connect without typing a password — check your printer's manual to see if this option is available.
Add the printer to Windows
Once the printer is on your WiFi network, open Settings on your Windows laptop. Click the gear icon in the Start menu, or press the Windows key and type "Settings" and press Enter. In Settings, click Devices, then Printers and Scanners on the left side.
Click "Add a printer or scanner" at the top of the window. Windows will search your network for printers. This usually takes 10 to 30 seconds. When your printer appears in the list, click it and then click "Add device." Windows will install the printer driver — the software that lets your laptop talk to the printer — automatically. This step may take a few minutes and might require a restart.
If Windows does not find your printer, make sure both your laptop and printer are connected to the same WiFi network. Check the printer's control panel or app to confirm it shows a WiFi connection. If they are on the same network and Windows still does not find it, restart both devices and try again.
Add the printer to Mac
On a Mac, click the Apple menu in the top-left corner and select System Settings (or System Preferences on older Macs). Click Printers and Scanners on the left side. If you do not see it, click General first, then look for Printers and Scanners.
Click the plus sign (+) button to add a printer. Your Mac will search for printers on the network. When your printer appears, click it once to select it, then click Add. Your Mac will install the printer driver automatically. This usually takes a minute or two.
If your printer does not appear, confirm that it is connected to WiFi by checking its control panel or app. Make sure your Mac is on the same WiFi network as the printer. If both are on the same network and the printer still does not show up, restart your Mac and try again.
Test the connection by printing a page
After the printer is added, test it by printing something. Open any document or web page on your laptop. Press Ctrl+P on Windows or Command+P on Mac to open the Print dialog. Look for a dropdown menu that says "Printer" or "Select Printer." Click it and choose your printer's name from the list.
Click Print. The document should appear in the printer's queue within a few seconds, and the printer should start printing within 10 to 30 seconds. If nothing happens, check that the printer is turned on and has paper in the tray. If the printer is on and has paper but still does not print, restart both devices and try again.
Troubleshoot if the printer does not appear or print
The most common reason a wireless printer does not work is that the laptop and printer are on different WiFi networks. Some homes have multiple networks — for example, a 2.4 GHz network and a 5 GHz network with the same name. Check your printer's control panel or app to see which network it is connected to, then connect your laptop to that same network.
If both devices are on the same network but the printer still does not appear, restart the printer first by turning it off, waiting 10 seconds, and turning it back on. Then restart your laptop. After both devices restart, open Settings or System Settings again and try to add the printer.
If the printer appears but will not print, check that it has paper and is not showing an error message on its screen. Some printers pause printing if the paper tray is empty or if there is a paper jam. Clear any jams and refill the paper, then try printing again. If the printer still will not print, restart both devices and try once more.
Frequently Asked Questions
Do I need to install software from the printer's CD or website?
No. Windows and Mac both find and install printer drivers automatically when you add a wireless printer through Settings or System Preferences. You only need the CD or website if the automatic installation fails or if you want extra features like scanning or copying. For basic printing, the built-in driver is enough.
Can I connect the printer if I do not know my WiFi password?
You need your WiFi password to connect the printer to your network. If you do not remember it, you can find it by logging into your WiFi router's settings page through a web browser, or by checking the sticker on the back or bottom of your router. Your internet provider can also tell you the password if you call them.
What if my printer is too far from the router?
WiFi signal weakens with distance and through walls. If your printer is far from the router, move it closer or move the router closer to the printer. If that is not possible, a WiFi extender or mesh network system can boost the signal. Make sure the printer is within range before you start the connection process.
Will the printer stay connected if I restart my laptop?
Yes. Once you add the printer to your laptop, it stays in your printer list even after you restart. The printer will reconnect automatically as long as it is turned on and connected to your WiFi network. You do not need to set it up again.
Can I print from my phone to the same printer?
Yes, as long as your phone is on the same WiFi network as the printer. Most phones have built-in printing — on iPhone, swipe up to open Control Center and tap AirPrint, then select your printer. On Android, open the document or photo you want to print, tap the three-dot menu, and select Print. The printer must support AirPrint (Apple) or Google Cloud Print (Android) to work this way.