How to connect your printer wirelessly
Most modern printers connect to your computer over WiFi rather than through a cable. The basic process is the same across brands: put the printer on your home network, then tell your computer where to find it. The exact steps depend on whether your printer has a touchscreen, but the goal is always the same — get the printer's IP address into your computer's printer list.
Before you start, make sure your printer is plugged in and turned on, and that you know your WiFi network name and password. You will need both.
Key Takeaways
- Most printers connect to WiFi through a menu on the printer itself or through a setup app on your computer.
- Your printer needs to be on the same WiFi network as your computer — if one is on the 5GHz band and the other is on 2.4GHz, they may not see each other.
- After the printer joins your network, your computer needs to discover it, which usually happens automatically but sometimes requires you to add it manually.
- If the printer connects to WiFi but your computer cannot find it, restarting both devices and checking that they are on the same network solves most problems.
Using the printer's built-in menu to join WiFi
If your printer has a touchscreen or a small LCD display, look for a WiFi or Settings button. Tap it and look for an option like "Network Settings" or "Wireless Setup". The printer will show you a list of WiFi networks it can see — find yours and select it.
The printer will ask you to enter your WiFi password using the buttons on the printer. This is slow and frustrating, but necessary. Type carefully, because a wrong password will prevent the printer from connecting. Once you enter the password, the printer will try to join the network. A message like "Connected" or a WiFi icon on the display means it worked.
Write down the printer's IP address if the display shows it — it looks like four numbers separated by dots, such as 192.168.1.100. You may need this later.
Using a setup app or web browser to join WiFi
Some printers, especially older ones or models without a display, require you to use a setup app on your computer instead. The printer usually comes with a CD or a link to read the app — search the manufacturer's website for "[your printer model] setup" if you do not have the disc.
Run the app on your computer while the printer is plugged in and turned on. The app will search your network for the printer and walk you through connecting it to WiFi. Follow the on-screen prompts, enter your WiFi password when asked, and wait for the app to confirm the connection.
Some printers also let you connect through a web browser. If the app gives you an IP address or a web address, type it into your browser's address bar. A login page will appear — the default username and password are usually "admin" and "admin" or printed on the back of the printer. Once logged in, look for Network Settings or WiFi Setup and enter your network information there.
Adding the printer to your computer
Once the printer is on your WiFi network, your computer should find it automatically. On Windows, go to Settings, then Devices, then Printers & Scanners, and click "Add a printer or scanner". Wait a few seconds — your printer should appear in the list. Click it and then click "Add device".
On Mac, go to System Preferences, then Printers & Scanners, and click the plus sign. Your printer should appear in the list. Select it and click "Add".
If your printer does not appear in either list, restart both the printer and your computer, wait 30 seconds, and try again. If it still does not show up, make sure both devices are on the same WiFi network — check your printer's display or the setup app to see which network it joined, and confirm your computer is on that same network.
Troubleshooting when the printer will not connect
The most common problem is that the printer and computer are on different WiFi bands. Many routers broadcast two networks at once: one at 2.4GHz and one at 5GHz. Some older printers only work on 2.4GHz. If your computer is on 5GHz and your printer is on 2.4GHz, they cannot see each other. Check your router's settings to see which band each device is using, or temporarily disable the 5GHz band while you set up the printer.
If the printer joined WiFi but your computer still cannot find it, try entering the IP address manually. On Windows, go to Printers & Scanners, click "Add a printer or scanner", then click "The printer that I want isn't listed". Select "Add a printer using an IP address or hostname" and type the IP address. On Mac, go to Printers & Scanners, click the plus sign, select "IP" from the dropdown, and type the address.
If the printer is not showing an IP address and you cannot find it any other way, reset the printer to factory settings — usually by holding a button on the back for 10 seconds — and start the WiFi connection process over. Consult your printer's manual for the exact reset procedure, as it varies by model.
Checking that the connection is working
After the printer appears in your computer's printer list, print a test page to confirm everything is working. On Windows, right-click the printer in Printers & Scanners and select "Printer properties", then click "Print Test Page". On Mac, go to Printers & Scanners, select the printer, and click "Print Test Page".
If the test page prints, the connection is complete. If nothing happens, check that the printer is turned on and has paper in the tray. If the printer is on and loaded but still does not print, restart the printer and try again. If it prints but the quality is poor or the colors are wrong, that is a separate issue related to drivers or printer settings, not the wireless connection itself.
Frequently Asked Questions
Do I need to use a cable at all, or is WiFi the only way?
Most printers support both WiFi and USB cable. A cable is faster and more reliable for one computer, but WiFi lets multiple computers and phones print to the same printer. If you only have one computer and want the simplest setup, a cable works fine.
Can I print from my phone or tablet wirelessly?
Yes, if your printer is on the same WiFi network as your phone. On iPhone, use AirPrint — open the document or photo, tap Share, select Print, and choose your printer. On Android, the process varies by phone and app, but most modern phones can print to WiFi printers through Google Cloud Print or the printer manufacturer's app.
What if my WiFi password has special characters or spaces?
Enter it exactly as it appears, including spaces and symbols. Passwords are case-sensitive, so capital letters matter. If the printer rejects it, double-check that you are typing it correctly — it is straightforward to misread a password on a small screen.
How far away can the printer be from my router?
Most WiFi printers work reliably within 30 feet of the router. Walls and metal objects weaken the signal, so a printer in the next room usually works fine, but one in a basement or garage may lose connection. If the printer keeps disconnecting, move it closer to the router or move the router closer to the printer.
Do I need to reconnect the printer every time I turn it on?
No. Once the printer joins your WiFi network, it remembers the connection. The next time you turn it on, it will automatically rejoin the network. You only need to go through the setup process once.