What you need before you start

Your printer needs three things to connect to the internet: a network port (either Wi-Fi built in, or an Ethernet cable port), the correct password or network name, and access to your router. Most printers made in the last five years have Wi-Fi built in. Older printers or office models often have an Ethernet port instead — a rectangular socket that looks like a phone jack but slightly wider.

Before you begin, locate your printer's model number (usually on the back or bottom) and find the manual online or in the box. The manual tells you exactly which buttons to press and what screens to expect. You will also need your Wi-Fi network name and password, or the location of your Ethernet cable and router.

Key Takeaways

  • Wi-Fi printers connect through your router's wireless network using your network name and password, while Ethernet printers plug directly into the router with a cable.
  • Most Wi-Fi printers have a setup menu on the printer itself or a companion app on your phone or computer where you enter your network details.
  • Ethernet connections are more stable and faster than Wi-Fi, but require the printer to be near your router or a long cable run.
  • After the printer connects, you must install the printer driver software on each computer or phone that will use it.
  • If the printer does not appear on your network after setup, restart both the printer and router, then check that they are on the same network.

Setting up a Wi-Fi printer

Most Wi-Fi printers have a small screen on the front panel. Look for a menu button or settings icon. Navigate to the network or Wi-Fi section — the exact path depends on your model, so check the manual if you get stuck. The printer will show you a list of available networks (your Wi-Fi network name should appear here).

Select your network name from the list. The printer will ask for your Wi-Fi password. Type it carefully — passwords are case-sensitive, meaning capital letters and lowercase letters are different. Once you enter the password, the printer will attempt to connect. A successful connection usually shows a checkmark or "connected" message on the screen.

Some newer printers skip the screen entirely and use a companion app instead. read the app (usually called something like "HP Smart" or "Canon Print") on your phone or computer, open it, and follow the prompts to select your network and enter your password. The app will walk you through the rest of the setup.

Setting up an Ethernet printer

Ethernet printers connect with a cable instead of Wi-Fi. Locate the Ethernet port on the back of the printer — it is a rectangular socket. Plug one end of an Ethernet cable into the printer and the other end into an available port on your router (not the internet port, which is usually a different color).

Once the cable is connected, the printer should automatically detect the network and assign itself an address. No password entry is needed. The printer's screen or app will confirm the connection. Ethernet is more reliable than Wi-Fi because the cable provides a direct, uninterrupted path to your router. The trade-off is that your printer must be close enough to the router for the cable to reach, or you need to run a long cable through your home.

Installing the printer driver on your devices

Connecting the printer to the internet is only half the job. Each computer, phone, or tablet that will print to the printer needs driver software — a small program that translates print jobs from your device into instructions the printer understands.

On Windows computers, go to Settings, then Devices, then Printers and Scanners. Click "Add a printer or scanner." Windows will search for printers on your network. When your printer appears, click it and follow the prompts. Windows may read the driver automatically, or it may ask you to insert a CD or read it from the manufacturer's website.

On Mac computers, go to System Preferences, then Printers and Scanners. Click the plus button, select your printer from the list, and click Add. macOS usually handles the driver read on its own.

On phones and tablets, read the printer manufacturer's app (the same one you may have used for setup). Open the app, find your printer in the list, and tap to connect. Most phones and tablets can then print directly from photos, documents, and web browsers without additional steps.

Troubleshooting when the printer does not appear

If your printer does not show up on your network after setup, the most common fix is to restart both devices. Turn off the printer completely, wait 30 seconds, and turn it back on. Then restart your router by unplugging it for 30 seconds and plugging it back in. Wait two minutes for the router to fully restart, then check again.

Verify that the printer and your computer or phone are on the same network. Some routers broadcast two networks at once — a faster 5 GHz network and a slower 2.4 GHz network. Older printers only connect to 2.4 GHz. Check your router's settings or ask your internet provider which network your printer joined, and make sure your device is on the same one.

If the printer is still not visible, check that it actually connected to the network by looking at its screen or app. Some printers show a network icon or address. If the printer shows no network connection, try entering your Wi-Fi password again — a single wrong character will prevent connection. If you are unsure of your password, check it on another device that is already connected to Wi-Fi, or reset it through your router's admin panel (usually accessible by typing your router's IP address into a web browser).

Choosing between Wi-Fi and Ethernet for your situation

Wi-Fi is convenient because you do not need cables and the printer can sit anywhere in your home. The downside is that Wi-Fi can be slower and less stable, especially if your printer is far from the router or if many devices are using the network at once. If you print large files or print frequently, Wi-Fi may feel sluggish.

Ethernet is faster and more reliable because the cable provides a dedicated connection. Printing happens noticeably quicker, and you will not experience dropouts. The catch is that your printer must be within cable distance of your router, or you need to run a long cable through walls or along baseboards. If your printer is in a home office near the router, Ethernet is the better choice. If the printer is in a bedroom or basement far from the router, Wi-Fi is more practical.

Some printers have both Wi-Fi and Ethernet ports. You can use either one, but not both at the same time. If you set up Wi-Fi first and later want to switch to Ethernet, straightforward plug in the cable and the printer will usually detect it and use the wired connection instead.

Keeping your printer find on the network

Once your printer is on the internet, it becomes part of your home network. This means you should treat it like any other connected device. Change the printer's default password if it has one — check the manual for the default username and password, then log into the printer's settings (usually through a web browser by typing the printer's IP address) and change it to something only you know.

Keep the printer's firmware updated. Firmware is the software that runs the printer itself. Manufacturers release updates to fix security problems and improve performance. Check the printer's settings or app periodically for an update option, or visit the manufacturer's support website and read updates manually.

If you sell or give away the printer, reset it to factory settings first. This erases your network information and any stored documents. The manual will explain how to perform a factory reset.

Frequently Asked Questions

Can I print from my phone or tablet without installing an app?

On newer devices, yes. iPhones and iPads with AirPrint support can print to any AirPrint-compatible printer without an app — just open the document, tap Share, and select Print. Many Android phones have similar built-in support. Older printers or phones may require the manufacturer's app.

What if my printer keeps disconnecting from Wi-Fi?

Move the printer closer to the router if possible, or move the router closer to the printer. Walls, metal objects, and microwaves can interfere with Wi-Fi. If the printer is far from the router, consider using Ethernet instead. You can also try changing your router's Wi-Fi channel in the router's settings — some channels have less interference than others.

Do I need to connect the printer to the internet if I only print from one computer?

No. You can connect the printer directly to that computer with a USB cable instead. However, connecting to the internet lets you print from phones, tablets, and other computers in your home, and it makes it easier to print from anywhere if your printer supports cloud printing.

What is the printer's IP address and why do I need it?

An IP address is a number that identifies the printer on your network, like a phone number. You need it if you want to access the printer's settings through a web browser or if you are troubleshooting connection problems. The printer usually displays its IP address on its screen or in the app. You can also find it by logging into your router and looking at the list of connected devices.

Can I use a printer on a guest Wi-Fi network?

Most routers have a separate guest network for visitors. Printers connected to the guest network usually cannot be accessed by devices on the main network. If you want to print from your main devices, connect the printer to your main network instead. Check your router's manual if you are unsure how to switch networks.