How to Connect and Set Up a Printer on Your Mac

The basic steps to add a printer to your Mac

To add a printer to your Mac, you connect it via USB cable or Wi-Fi, then go to System Settings > Printers & Scanners and click the plus button to add it. macOS usually finds and installs the printer automatically. If it does not appear in the list, you may need to download the printer manufacturer's driver software from their website and install it manually before trying again.

Most modern printers work without extra software — macOS includes built-in drivers for thousands of common models. Older printers, specialty printers, or those with advanced features often need the manufacturer's driver to unlock all functions. The process takes five to ten minutes for a standard printer and Wi-Fi connection.

Key Takeaways

macOS automatically detects most printers when you connect them via USB or join them to your Wi-Fi network.
You add a printer through System Settings > Printers & Scanners, not through the printer's own software.
If your printer does not appear after connecting it, download the driver from the manufacturer's support page and install it first.
USB connection is faster to set up; Wi-Fi connection lets you print from anywhere on your network without a cable.

Connecting via USB cable

Plug the USB cable into your printer and into an available USB port on your Mac. Power on the printer. Open System Settings (the gear icon in your dock or in the Apple menu), then click Printers & Scanners in the sidebar. Your printer should appear in the list within a few seconds.

If it appears, click it once and macOS will download and install the driver automatically — you will see a progress bar. Once installation finishes, the printer is ready to use. If the printer does not appear after 30 seconds, unplug the USB cable, wait 10 seconds, and plug it back in. Then check the list again.

Connecting via Wi-Fi

Make sure your printer is powered on and connected to the same Wi-Fi network as your Mac. On your printer's control panel or touchscreen, look for a Wi-Fi or network settings menu. You may need to enter your Wi-Fi password here — check your printer's manual if you are unsure where this menu is.

Once the printer shows it is connected to Wi-Fi, open System Settings > Printers & Scanners on your Mac. Click the plus button, and a window will open showing available printers. Find your printer in the list, click it, and then click Add. macOS will install the driver and the printer will be ready to use.

Installing a manufacturer driver manually

If your printer does not appear in the Printers & Scanners list after connecting it, you need to install the driver from the manufacturer. Go to the printer maker's support website — for example, hp.com/support, canon.com, or epson.com. Search for your exact printer model (you can find this on the printer itself or in its manual).

Download the macOS driver for your model. Open the downloaded file (usually a .dmg or .pkg file) and follow the on-screen instructions to install it. Restart your Mac when prompted. Then go back to System Settings > Printers & Scanners and add the printer again — it should now appear in the list.

What to do if the printer still does not appear

Check that the printer is powered on and that the USB cable is fully inserted on both ends, or that Wi-Fi is enabled on the printer. On your Mac, restart the Printers & Scanners window by closing it and opening it again. If you are using Wi-Fi, make sure your Mac and printer are on the same network — check your Mac's Wi-Fi menu and your printer's network settings to confirm.

If the printer still does not show up, restart your Mac. Restart the printer as well by powering it off, waiting 30 seconds, and powering it back on. Then check Printers & Scanners one more time. If it remains missing after these steps, the printer may have a hardware issue or may not be compatible with your version of macOS — check the manufacturer's website to see what macOS versions they support.

Setting a default printer and checking print settings

Once your printer is added, you can set it as your default printer so it is selected automatically when you print. Open System Settings > Printers & Scanners, click your printer, and then click the Default printer dropdown menu. Choose your printer from the list.

To check or change print settings for a specific document, open the document in any program and press Command + P to open the print dialog. You will see options for paper size, orientation, color, and quality. These settings apply only to that one print job. If you want to change settings that apply every time you print to that printer, go back to Printers & Scanners, click your printer, and click Options & Supplies to see what adjustments are available.

Frequently Asked Questions

Do I need to install software from the printer's CD or box?

No. macOS handles printer setup through System Settings, not through the printer manufacturer's software. The CD that comes with the printer is usually outdated. Instead, download the latest driver from the manufacturer's website if you need one at all — most modern printers work without it.

Can I print wirelessly if my printer is connected by USB?

No. A USB connection is wired only. To print wirelessly from other devices on your network, you need to connect the printer to Wi-Fi instead. Some printers support both USB and Wi-Fi at the same time, but you choose one connection method when you add it to your Mac.

What if my printer is an older model?

Older printers may not have Wi-Fi and may not be supported by the latest macOS versions. Check the manufacturer's website to see if they offer drivers for your macOS version. If no driver exists, the printer may not work with your Mac. USB connection is more likely to work than Wi-Fi for older models.

How do I remove a printer from my Mac?

Open System Settings > Printers & Scanners, click the printer you want to remove, and click the minus button. The printer will be removed from your list, but you can add it again later by following the same steps.

Why does my printer appear in Printers & Scanners but not in the print dialog?

Close the print dialog and go back to System Settings > Printers & Scanners. Click your printer and check that it does not show an error or warning message. If it does, try removing it and adding it again. If no error appears, restart your Mac and try printing again.

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.