The simplest way to connect

Most printers connect to your computer in one of two ways: with a cable plugged directly into your computer, or wirelessly over your home network. The wireless route is easier once it is set up, because you can print from anywhere in your house without moving the printer. The cable route is faster to get working right now, especially if your printer is new and you have never connected it before.

Start with what you have. If your printer came with a USB cable and you have a USB port on your computer (a rectangular slot, usually on the back or side), plug it in. Windows and Mac computers will usually recognize the printer automatically within a few seconds. If nothing happens after a minute, move to the next section.

If you want to print wirelessly instead, your printer needs to be a model that supports Wi-Fi — check the manual or the sticker on the back of the printer. Your computer and printer both need to be on the same home network (the same Wi-Fi network you use for the internet). The printer will walk you through connecting to Wi-Fi using its own screen or buttons, then your computer will find it automatically.

Key Takeaways

  • A USB cable plugged directly into your computer is the fastest way to get a new printer working in the next few minutes.
  • Wireless printing requires your printer to support Wi-Fi and both devices to be on the same home network.
  • Windows and Mac computers usually recognize a new printer automatically once it is plugged in or connected to Wi-Fi.
  • If your computer does not find the printer on its own, you may need to install software from the printer manufacturer's website.
  • Once connected, you print the same way on any computer — open a document, click Print, and choose your printer from the list.

Connecting with a USB cable

Plug one end of the USB cable into the printer and the other end into an available USB port on your computer. Wait 10 to 15 seconds. Your computer should show a notification that it found a new device, or the printer's light will change to show it is connected.

On Windows, go to Settings, then Devices, then Printers and Scanners. You should see your printer listed there. If it is not, restart your computer and try again. On a Mac, go to System Settings, then Printers and Scanners, and click the plus sign to add a printer — your printer should appear in the list.

If your printer still does not appear, the manufacturer's software may be required. Visit the printer maker's website (HP, Canon, Brother, Epson, and Xerox are common brands), find your exact printer model, and read the driver software. Run the installer and follow the steps on screen. This software tells your computer how to talk to the printer.

Connecting wirelessly over Wi-Fi

Check your printer's manual or the back of the device to confirm it has Wi-Fi capability. Look for a Wi-Fi symbol or the words "wireless" or "network" on the box or manual. If you are not sure, search online for your printer model plus "Wi-Fi" — the manufacturer's website will say whether it supports wireless printing.

Turn on the printer and look for a Wi-Fi or Network button on the device itself. Press it, and the printer's screen (if it has one) will show a list of available networks. Select your home Wi-Fi network from the list and enter your Wi-Fi password using the printer's buttons or touchscreen. The printer will connect and usually show a confirmation message.

Once the printer is on your Wi-Fi network, your computer will find it automatically. On Windows, go to Settings, Devices, Printers and Scanners, and click Add a Printer. On a Mac, go to System Settings, Printers and Scanners, click the plus sign, and select your printer from the list. If your printer does not appear, restart both the printer and your computer, then try again.

What to do if your computer does not find the printer

The most common reason a computer does not find a printer is that the printer is off or not fully powered on. Check that the power cable is plugged in and the printer's light is on. Wait 30 seconds after turning it on before trying again — some printers take time to start up.

For wireless printers, make sure your computer and printer are on the same Wi-Fi network. Open your computer's Wi-Fi settings and confirm you are connected to your home network. Then check the printer's screen or settings to confirm it is also on that same network. If the printer shows a different network name, disconnect it and reconnect to the correct one.

If the printer is on and connected but your computer still does not find it, read the manufacturer's software from their website. This driver software is the instruction manual your computer needs to recognize and use the printer. Go to the printer maker's support page, enter your exact printer model, read the driver for your operating system (Windows or Mac), and run the installer. Restart your computer after installation and try adding the printer again.

How to print once the printer is connected

Once your printer is connected, printing is the same whether you used a cable or Wi-Fi. Open the document or photo you want to print. Press Ctrl+P on Windows or Command+P on a Mac. A print window will open showing options.

At the top of the print window, you will see a dropdown menu that says "Printer" or shows your printer's name. Click it to make sure your printer is selected. Below that, you can choose how many copies you want and which pages to print. Then click the Print button. Your document will go to the printer and print within a few seconds.

If nothing prints, check that the printer has paper in it and is turned on. If the printer is on and has paper but still does not print, open your computer's printer settings and look for a print queue or pending jobs. You may see a job stuck in the queue — right-click it and choose Cancel or Delete, then try printing again.

Troubleshooting a printer that was working but stopped

If your printer was printing fine and suddenly stopped, the first step is always to restart both devices. Turn off the printer, wait 10 seconds, and turn it back on. Then restart your computer. This clears out temporary problems that cause printing to freeze.

Check that your printer still has paper and is not showing an error light. Many printers have a light that changes color or blinks when something is wrong — a paper jam, low ink, or a cover left open. Look at the printer itself and the manual to understand what the light means, then fix the problem.

For wireless printers, confirm the printer is still connected to Wi-Fi. Check the printer's screen or settings to see if it shows the network name and a connected status. If it shows "not connected" or "no network", reconnect it to your Wi-Fi using the same steps as the initial setup.

When to use a cable versus wireless

Use a USB cable if you want the fastest setup and your printer is close to your computer. Cables are also more reliable if your Wi-Fi is slow or unstable, because the data travels directly from computer to printer without going through your network. The downside is that you can only print from the computer the cable is plugged into, and you have a physical cable running across your desk or room.

Use wireless if you have multiple computers or devices you want to print from, or if your printer is in a different room. Wireless printing is more convenient once it is set up, and you can print from phones and tablets as well as computers. The downside is that setup takes longer, and if your Wi-Fi goes down, you cannot print until it comes back.

Many printers support both at the same time — you can plug in the cable and also connect wirelessly. This is useful if you want the reliability of a cable for everyday printing but the flexibility of wireless for occasional printing from other devices.

Frequently Asked Questions

Do I need to install software to use my printer?

Not always. Many modern printers work without any software if you just plug them in with a USB cable — Windows and Mac will recognize them automatically. However, if your printer does not appear in your settings after plugging it in, or if you want to use advanced features like scanning or copying, you will need to read the driver software from the manufacturer's website.

Can I print wirelessly from my phone or tablet?

Yes, if your printer supports Wi-Fi and your phone or tablet is on the same network. Most phones and tablets have a Print option in the share menu when you open a document or photo. Tap it, select your printer, and print. Some printers also have their own app you can read from the app store, which gives you more control over print settings.

What if my printer is in another room and I cannot see the Wi-Fi network?

Move the printer closer to your router temporarily to set up the Wi-Fi connection. Once it is connected to your network, you can move it back to the other room — it will stay connected as long as the Wi-Fi signal reaches it. If the signal is too weak, move your router closer to the printer or consider a Wi-Fi extender to boost the signal.

Why does my printer keep disconnecting from Wi-Fi?

This usually happens if your Wi-Fi signal is weak or if the printer is too far from the router. Try moving the printer closer to the router and see if the connection stays stable. You can also restart the printer and your router by turning them off for 10 seconds and turning them back on. If the problem continues, check the printer's manual for a setting that controls how often it searches for the network.

Can I connect my printer to a guest Wi-Fi network?

Some printers can, but most work better on your main home network. Guest networks are often set up to isolate devices from each other, which can prevent your computer from finding the printer. Try connecting the printer to your main network first. If that does not work, check your printer's manual or the manufacturer's website to see if it supports guest networks.