What you need to do before installing
Before you start, gather three things: your printer model number, a USB cable or your Wi-Fi network name, and the printer itself powered on and within reach. The model number is usually on a sticker on the back or bottom of the printer — it looks like "HP LaserJet Pro M404n" or "Canon PIXMA TR8520".
Check whether your operating system is Windows or Mac, and whether it is a recent version. Windows 10 and later, or macOS 10.13 and later, will work with most modern printers. If you are unsure which version you have, search "About your PC" on Windows or click the Apple menu and select "About This Mac" on a Mac.
Decide whether you will connect the printer by USB cable or over your network. USB is simpler and faster for installation. Network connection (Wi-Fi or Ethernet) is more convenient once it is set up, but requires the printer to be on the same network as your computer.
Key Takeaways
- Find your printer's exact model number on a sticker on the device itself — this is the first thing you will need.
- Windows and Mac can often install basic printer drivers automatically when you plug in a USB cable, but downloading the full driver from the manufacturer's website gives you all features.
- Go to the printer maker's support website, search for your model number, and download the driver file for your operating system.
- Run the installer file, follow the on-screen steps, and choose USB or network connection when prompted.
- Test the printer by opening any document and selecting Print to confirm it appears in your printer list.
Installing via USB cable on Windows
Plug the USB cable into the printer and into an open USB port on your computer. Windows will detect the printer and may automatically install a basic driver — you will see a notification in the bottom right corner. Wait for this to finish; it usually takes one to three minutes.
For the full driver with all features, visit the printer manufacturer's website. Common sites are hp.com/support, canon.com/support, epson.com/support, or brother-usa.com/support. Search for your model number in the search box, then look for a "Drivers" or "Downloads" section. Select your operating system (Windows 10, Windows 11, etc.) and download the driver file.
Once the file downloads, open it by double-clicking it. A setup window will appear. Follow the on-screen instructions — you will usually see options to choose USB connection and to accept terms. Click through until the installation finishes. Restart your computer when prompted.
Installing via USB cable on Mac
Plug the USB cable into the printer and into your Mac. Open System Settings, then go to Printers & Scanners (or Printers & Scanners in older versions). Click the plus sign to add a printer. Your printer should appear in the list — select it and click Add.
Mac will download and install the driver automatically in most cases. If your printer does not appear, or if you want the full feature set, visit the printer manufacturer's support website and download the Mac driver for your model. Open the downloaded file and follow the installer steps. Restart your Mac when finished.
Installing over a network connection
Network installation is more complex but lets you print from anywhere on your home or office network. First, connect the printer to your Wi-Fi network using the printer's own menu or buttons. Most printers have a Settings or Network menu — look for Wi-Fi Setup or Network Settings. Select your network name and enter the password.
On Windows, go to Settings, then Devices, then Printers & Scanners. Click "Add a printer or scanner." Windows will search for printers on your network. When your printer appears, select it and click Add. If it does not appear, click "The printer that I want isn't listed" and enter the printer's IP address (found in the printer's network settings menu).
On Mac, open System Settings, go to Printers & Scanners, click the plus sign, and select your printer from the list. If it does not appear, click "IP Printer or Scanner" and enter the printer's IP address and model name. For the full driver, download it from the manufacturer's website as described above, then add the printer through System Settings.
Troubleshooting when the printer does not appear
If your printer does not show up after plugging in the USB cable, try a different USB port on your computer — some ports are faster or more reliable than others. Restart both the printer and your computer, then try again.
If you are installing over a network and the printer does not appear in the search, make sure the printer and your computer are on the same Wi-Fi network. Check the printer's network settings menu to confirm it is connected. Restart the printer and try searching again.
If the installer file will not open or run, your computer may have blocked it for security reasons. Right-click the file, select "Run as administrator" on Windows, or drag it to the Applications folder on Mac. If you downloaded the file from the manufacturer's website and it still will not run, try downloading it again.
Testing your printer after installation
Open any document — a Word file, a web page, or an email — and press Ctrl+P on Windows or Command+P on Mac. A print dialog will open. Look for a dropdown menu that says "Printer" or "Select Printer." Click it and confirm your printer name appears in the list and is selected.
Click Print or OK. If the printer receives the job and prints, the driver is working. If nothing happens, go back to the print dialog and check that you selected the correct printer. If the printer still does not print, restart the printer and try again.
When to download drivers from the manufacturer instead of using Windows or Mac defaults
Windows and Mac include generic drivers that work with most printers for basic printing. However, these drivers often lack features specific to your printer — such as double-sided printing, paper size options, or color correction settings. If you want access to these features, download the full driver from the manufacturer's website.
Some older printers or specialized printers (like label printers or photo printers) require the manufacturer's driver to work at all. If your printer is more than five years old or is a specialty model, downloading the driver from the manufacturer's website is usually necessary.
Frequently Asked Questions
Do I need to install a driver if my printer is already showing up in my printer list?
Not necessarily — Windows and Mac can print to many printers using a basic built-in driver. However, you will only have access to standard features like black-and-white printing and common paper sizes. If you want to use double-sided printing, color options, or other advanced features, download and install the full driver from the manufacturer.
What if I cannot find my printer model number?
Check the back, bottom, and sides of the printer for a sticker with the model number. It is usually near the serial number. If you still cannot find it, search for your printer brand and the color or physical description on the manufacturer's website — most sites have a way to browse by printer type. You can also call the manufacturer's support line with your serial number and they will tell you the model.
Can I install a printer driver without the installation disc?
Yes — most modern printers do not come with installation discs anymore. Download the driver from the manufacturer's website instead. This is actually faster and ensures you get the newest version. If you have an old printer and cannot find the driver online, contact the manufacturer's support team and ask them to send you a download link.
Why does my printer work on one computer but not another?
Each computer needs its own copy of the driver installed. If you installed the driver on your laptop but not your desktop, the desktop will not recognize the printer. Install the driver on each computer that needs to print to that printer.
What is the difference between a printer driver and printer software?
A printer driver is the core software that lets your computer talk to the printer. Printer software is extra programs that may come with the driver — like scanning software, photo editing tools, or printer management utilities. You need the driver to print. The extra software is optional and useful only if you plan to use those features.