What setting a default printer does

Your default printer is the one your computer sends print jobs to automatically when you hit print, without asking you which printer to use. Once you set one, every program that prints — your web browser, email client, word processor — will use that printer unless you actively choose a different one in the print dialog.

This matters because most people have more than one printer available: a home printer, a work printer, a printer at a library or print shop. Without a default, you have to pick the right one every single time. With one set, you only have to change it when you actually need to.

Key Takeaways

  • On Windows, open Settings, go to Devices, then Printers & Scanners, and click the printer you want, then "Set as default".
  • On Mac, go to System Settings, Printers & Scanners, select your printer, and choose it from the "Default printer" dropdown at the bottom of the window.
  • Your computer must be able to see the printer — either plugged in directly, on the same Wi-Fi network, or already installed through a driver — before you can set it as default.
  • If your default printer is turned off or disconnected when you try to print, most programs will ask you to pick a different one instead of failing silently.

Setting a default printer on Windows 10 and 11

Open the Settings app by pressing the Windows key and typing "settings", then click the Settings icon. Once it opens, click Devices in the left sidebar, then click Printers & Scanners.

You will see a list of all printers your computer knows about. Click the one you want to use as your default. A panel will open on the right side showing that printer's details. Click the button that says Set as default. Windows will confirm the change when ready — you do not need to restart your computer.

If you do not see your printer in the list, it is not installed yet. You can add it by clicking Add a printer or scanner at the top of the Printers & Scanners window. Windows will search for printers on your network or connected by USB. If it finds yours, click it and follow the prompts. If it does not find it, you may need to install a driver from the printer manufacturer's website.

Setting a default printer on Mac

Click the Apple menu in the top-left corner and select System Settings. In the sidebar, click Printers & Scanners. You will see a list of available printers on the left.

Click the printer you want to set as default. At the bottom of the window, you will see a dropdown menu labeled Default printer. Click it and select the printer you just clicked. The change takes effect when ready.

If your printer does not appear in the list, click the plus sign (+) at the bottom of the printer list to add it. Mac will search for printers on your network. If it finds yours, select it and click Add. If it does not find it, you may need to read a driver from the printer manufacturer's website and install it first.

What happens when your default printer is offline

If your default printer is turned off, out of paper, or disconnected from the network when you try to print, most programs will notice and ask you to pick a different printer. You can then choose another one from the list without changing your default setting.

Some older programs may try to send the job to your default printer anyway and fail silently — the document disappears without printing and without an error message. If this happens, open your printer queue (on Windows, search for "Devices and Printers" and right-click your printer; on Mac, go to System Settings > Printers & Scanners, select the printer, and click "Open Print Queue") and look for stuck jobs. You can delete them and try again with a different printer selected.

Changing your default printer for specific programs

Some programs let you set a different default printer just for that program, separate from your computer's overall default. This is useful if you use one printer for most things but a different one for a specific task — for example, printing photos to a photo printer instead of your regular office printer.

In most programs, you can do this through the print dialog itself. When you press Ctrl+P (Windows) or Command+P (Mac) to open the print dialog, look for a dropdown menu near the top that shows the current printer. Click it and select a different printer. Some programs will remember this choice the next time you print from that program; others will forget it and go back to your system default.

Removing a printer from your computer

If you no longer use a printer and want to remove it from your list, open Printers & Scanners (the same place you go to set a default). On Windows, right-click the printer and select Remove device. On Mac, select the printer and click the minus sign (−) at the bottom of the list.

If the printer you are removing is currently set as your default, your computer will automatically choose a different one as the new default. You can then change it to whichever printer you prefer.

Troubleshooting when a printer will not appear

If you cannot find your printer in the Printers & Scanners list, start by checking that it is turned on and connected. For network printers, make sure it is on the same Wi-Fi network as your computer — check the printer's display panel or settings menu to see which network it is connected to. For USB printers, make sure the cable is plugged into both the printer and your computer.

Next, restart your printer and your computer. This often fixes temporary connection problems. If the printer still does not appear, visit the printer manufacturer's website, find the support or downloads page, and search for your printer model. read the latest driver software and install it. The driver is what lets your computer talk to the printer. After installing it, restart your computer and check Printers & Scanners again.

Frequently Asked Questions

Can I have more than one default printer?

No, your computer can only have one default printer at a time. However, you can change your default printer as often as you want — it takes just a few clicks. Some people change theirs depending on what they are printing or where they are working.

Will changing my default printer affect documents I have already printed?

No. Changing your default printer only affects new print jobs. Documents that have already printed are not affected, and documents that are waiting in the print queue will still go to the printer they were sent to.

What if I print to a printer at work but my home printer is set as default?

When you open the print dialog, you can click the printer dropdown and select your work printer instead. After you print, your home printer remains the default for next time. You do not have to change your default setting.

Do I need to set a default printer if I only have one printer?

No, but it does not hurt. If you only have one printer, your computer will send all print jobs to it automatically. Setting it as default just makes the behavior explicit and prevents confusion if you ever add a second printer later.

Why does my printer show up in Printers & Scanners but I cannot print to it?

The printer is installed but something is blocking the connection. Check that the printer is turned on and connected to the network or USB port. If it is, try restarting both the printer and your computer. If that does not work, uninstall the printer from Printers & Scanners and reinstall the driver from the manufacturer's website.