How to Add a Network Printer to Your Computer

What happens when you add a network printer

When you add a network printer, your computer finds the printer on your network and installs the software it needs to send documents to print. The printer gets an address on your network (called an IP address) the same way your computer does — either automatically from your router, or manually if you set it that way. Once added, the printer appears in your list of available printers whenever you go to print something.

The process is different depending on whether your printer is connected by ethernet cable (wired) or Wi-Fi, and whether you are using Windows or Mac. The wired path is usually faster and more reliable, which is why you might have chosen a wired network in the first place. But the steps are straightforward either way, and most printers walk you through it on a built-in screen.

Key Takeaways

Network printers need an IP address on your network before your computer can find them — this usually happens automatically when you plug them in or connect them to Wi-Fi.
Windows and Mac have different built-in tools to find and add printers, but both can usually detect a printer on the same network without you typing in an address.
If automatic detection does not work, you can add a printer manually by typing its IP address into your computer's printer settings.
Most printer problems during setup come from the printer and computer being on different networks or the printer software being outdated.

Connecting the printer to your network first

Before your computer can find the printer, the printer itself must be on your network. If your printer has an ethernet port and you are using a wired network, plug an ethernet cable from the printer directly into your router or into a network switch connected to your router. The printer will get an IP address automatically within a few seconds.

If your printer only has Wi-Fi, or if you prefer to use Wi-Fi even though it has an ethernet port, look for a Wi-Fi setup button or menu on the printer itself. Most printers have a small screen on the front panel where you can see available networks and enter your Wi-Fi password. Some older printers have a Wi-Fi button you hold down until a light blinks, which puts the printer into pairing mode so you can connect it through your router's settings instead. Check your printer's manual if you cannot find the Wi-Fi option — the exact steps vary by brand.

Once the printer is connected, leave it on and make sure it stays on the same network as your computer. If you have a guest Wi-Fi network separate from your main one, the printer and computer must both be on the main network to see each other.

Adding a printer on Windows

On Windows, the easiest path is to let your computer find the printer automatically. Open the Settings app, go to Devices, then Printers & scanners. Click Add a printer or scanner. Windows will search your network for a few seconds and show you any printers it finds. Click the printer you want and then click Add device. Windows will read and install the printer software automatically.

If your printer does not appear in the list, make sure the printer is turned on and connected to your network. Wait 30 seconds and try the search again — sometimes it takes a moment for the printer to announce itself on the network. If it still does not show up, try restarting both the printer and your computer.

If automatic detection still fails, you can add the printer manually. In the same Printers & scanners window, click Add a printer or scanner again, then scroll down and click The printer that I want isn't listed. Choose Add a printer using a TCP/IP address or hostname. You will need the printer's IP address, which you can find by printing a network configuration page from the printer's menu, or by checking your router's list of connected devices. Type the address into the box and click Next. Windows will attempt to connect and install the software.

Adding a printer on Mac

On Mac, go to System Settings (or System Preferences on older versions), then click Printers & Scanners or Print & Scan. Click the plus sign button at the bottom of the printer list. Mac will show you available printers on your network. Select the one you want and click Add. Mac will install the printer software and add it to your list.

If your printer does not appear, make sure it is on and connected to your network, then click the plus sign again and wait for the list to refresh. If the printer still does not show, try the manual method: in the same window, click the plus sign, then look for an option to add a printer by IP address or hostname (the exact wording depends on your Mac version). Type the printer's IP address and click Add.

On some older Mac models, you may need to read printer software from the manufacturer's website before the printer will appear. Check the printer maker's support page for Mac drivers if automatic detection does not work.

Finding your printer's IP address

If you need to add the printer manually, you will need its IP address. The simplest way is to print a network configuration page directly from the printer. Look for a Menu, Settings, or Network button on the printer's front panel. Navigate to Network Settings or Print Configuration and select Print Network Configuration or similar. The printer will print a page showing its IP address, usually labeled as IPv4 Address or just IP Address.

If the printer does not have a menu screen, or if you cannot find the option, you can check your router instead. Log into your router's admin page (usually by typing 192.168.1.1 or 192.168.0.1 into a web browser, or by opening your router's app) and look for a list of connected devices. Find the printer by name and note its IP address.

Troubleshooting when the printer does not appear

The most common reason a printer does not show up is that it is on a different network than your computer. If you have multiple Wi-Fi networks (for example, a main network and a guest network), make sure both the printer and computer are connected to the same one. Check your computer's Wi-Fi settings and your printer's network menu to confirm.

The second most common issue is that the printer software is outdated or missing. If your computer finds the printer but cannot print, or if it finds the printer but says it needs a driver, visit the printer manufacturer's website and read the latest driver for your printer model and your operating system. Uninstall the printer from your settings, restart your computer, install the new driver, and then add the printer again.

If the printer is connected by ethernet but still does not appear, check that the ethernet cable is plugged firmly into both the printer and the router or network switch. Try a different ethernet cable if you have one — cables can fail. If the printer has a network status light, make sure it is lit or blinking, which means the connection is active.

Testing the printer after you add it

Once the printer appears in your list of printers, test it before you rely on it. Open any document or web page, go to File and then Print (or press Ctrl+P on Windows, Command+P on Mac). Make sure your new printer is selected in the printer dropdown, then click Print. A test page should print within a few seconds.

If nothing prints, check that the printer is turned on and has paper in the tray. Look at the printer's screen or lights for any error messages. If the printer shows an error, consult your printer's manual or the manufacturer's website for that specific error code. If the printer seems fine but your computer still will not print to it, try removing the printer from your settings and adding it again.

Frequently Asked Questions

Do I need to install software from a CD or read it from the internet?

Most modern printers do not need a CD. Windows and Mac can install basic printer software automatically when you add the printer. However, if you want advanced features like scanning or special print settings, you may need to read software from the manufacturer's website. Check the printer maker's support page for your specific model.

Can I add a printer if it is in another room or far from my router?

If the printer uses Wi-Fi, it needs to be within range of your router — usually 100 to 150 feet in an open space, less through walls. If the printer is too far away, it will not connect to the network. If the printer has an ethernet port, you can run an ethernet cable to it from your router or a network switch, which works at much longer distances and is more reliable than Wi-Fi.

What if I have multiple computers and want them all to print to the same printer?

Add the printer to each computer separately using the same steps. Each computer will find the same network printer and add it to its own printer list. Once added, any user on any of those computers can print to it without doing anything extra.

Why does my printer keep disappearing from my computer's printer list?

This usually means the printer is losing its connection to the network. Check that the ethernet cable is plugged in firmly, or that the printer is still connected to Wi-Fi. Restart the printer and your computer. If it keeps happening, the printer may have a loose network port or a failing Wi-Fi card — contact the manufacturer for support.

Can I print to a network printer from my phone or tablet?

Yes, if your phone or tablet is on the same Wi-Fi network as the printer. Most phones and tablets have a print option in the share menu. Select your printer and send the document. Some printers also have their own app you can read, which may offer additional features.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.