How to Connect a Printer to Your Mac in Four Steps

The fastest way to add a printer to your Mac

Most printers connect to your Mac through System Settings in under a minute. Go to System Settings (the gear icon in your dock or Applications folder), select Printers & Scanners on the left sidebar, then click the plus sign to add a printer. Your Mac will search for printers on your network. When you see your printer in the list, click it and select Add. That's it — your printer is ready to use.

If your printer doesn't appear in that list, it usually means one of three things: the printer isn't turned on, it's not connected to the same Wi-Fi network as your Mac, or your Mac needs the printer's driver software. The steps below cover each situation.

Key Takeaways

Most printers appear automatically in System Settings > Printers & Scanners when they're on and connected to your Wi-Fi.
If your printer doesn't show up, restart both the printer and your Mac, then check that they're on the same Wi-Fi network.
Older or less common printers may need driver software from the manufacturer's website before your Mac can see them.
Once added, your printer appears in the print dialog of any app — you don't need to add it again for each program.

Check that your printer is on the same Wi-Fi network

Your Mac and printer must be connected to the same Wi-Fi network to find each other. Check your printer's display screen or settings menu to see which network it's connected to. On your Mac, click the Wi-Fi icon in the top-right corner of the menu bar to see which network you're on. If they don't match, connect your printer to your Mac's network using the printer's menu buttons or touchscreen.

If your printer has a USB cable, you can skip the Wi-Fi step — plug the USB cable directly into your Mac's USB port (or USB-C port with an adapter if your Mac is recent). Your Mac will recognize it immediately and you can move straight to System Settings.

Add the printer through System Settings

Open System Settings by clicking the Apple menu in the top-left corner, then selecting System Settings. On the left sidebar, scroll down and click Printers & Scanners. Click the plus sign button below the printer list. Your Mac will search for available printers for about 30 seconds.

When your printer appears in the list, click it once to select it, then click the Add button. Your Mac will download any basic drivers it needs automatically. You should see a confirmation message that says your printer has been added. Close System Settings — your printer is now ready to use from any app on your Mac.

What to do if your printer doesn't appear in the list

Restart your printer first. Turn it off completely, wait 10 seconds, then turn it back on. While it's starting up, restart your Mac as well — click the Apple menu, select Restart, and wait for your Mac to come back on. Once both devices are running again, go back to System Settings > Printers & Scanners and click the plus sign to search again.

If your printer still doesn't show up, it may need driver software. Visit the printer manufacturer's website (Canon, HP, Epson, Brother, Xerox, and others all have support pages), search for your printer model, and download the Mac driver. Run the installer file and follow the on-screen instructions. Restart your Mac when the installation finishes, then try adding the printer again through System Settings.

Install printer drivers for older or specialty printers

Newer printers usually work without extra software, but older models and some specialty printers (like label makers or photo printers) need driver software to function properly. The driver tells your Mac how to communicate with that specific printer model.

Go to the printer manufacturer's support website, enter your printer model number, and look for "Mac driver" or "macOS driver." Download the file and double-click it to run the installer. You may be asked to enter your Mac password — this is normal and required. After installation completes, restart your Mac and add the printer through System Settings as described above.

Use your printer from any app

Once your printer is added to System Settings, it appears automatically in the print dialog of any app. Open a document or photo you want to print, press Command+P (or go to File > Print in the menu bar), and a print dialog will open. Click the Printer dropdown menu near the top — your newly added printer should be listed there. Select it, choose how many copies you want, and click Print.

If you have multiple printers, you can set one as your default by going back to System Settings > Printers & Scanners, right-clicking your preferred printer, and selecting Set as Default Printer. Your Mac will use that printer automatically unless you choose a different one in the print dialog.

Troubleshooting when printing fails

If your printer is added but won't print, first check that it has paper and isn't showing an error message on its display. Then restart the printer and try printing again. If that doesn't work, go to System Settings > Printers & Scanners, right-click your printer, and select Reset Printing System. This clears out stuck print jobs. You'll need to add your printer again afterward, but this solves most printing problems.

If you see an error message like "printer not responding," your printer may have lost its connection to Wi-Fi. Check your printer's network settings and reconnect it to your Wi-Fi, then try printing again. For persistent problems, visit the printer manufacturer's support website and search for your model number plus "Mac troubleshooting" — they often have step-by-step guides for common issues.

Frequently Asked Questions

Can I print wirelessly if my printer is plugged in with USB?

Yes, but only if your printer supports it. Some printers can be connected by USB and still print wirelessly to other devices. Check your printer's manual or manufacturer website to see if it has Wi-Fi capability. If it does, you may need to enable Wi-Fi in the printer's settings menu even while the USB cable is plugged in.

What if I have a printer from another computer I want to use on my Mac?

You don't need to do anything special. Just add the printer to your Mac through System Settings as described above. Your Mac and the other computer can both print to the same printer at the same time — they just need to be on the same Wi-Fi network. If the printer is plugged into the other computer with USB, it won't be available to your Mac unless you move the USB cable.

Do I need to add my printer every time I use it?

No. Once you add a printer to System Settings, it stays there. Your Mac remembers it even after you restart. You only need to add it once, unless you remove it manually or reset your printing system.

Why does my Mac say "printer not found" when I search for it?

The most common reason is that your printer and Mac are on different Wi-Fi networks. Check your printer's network settings and make sure it's connected to the same Wi-Fi your Mac is using. If they match and it still doesn't appear, restart both devices and try searching again. If you have a very old printer, it may need driver software downloaded from the manufacturer first.

Can I print from my iPhone or iPad to a Mac printer?

Yes. Your iPhone or iPad can print to any printer that's added to your Mac, as long as all three devices are on the same Wi-Fi network. Open the document or photo you want to print, tap Share or the menu icon, select Print, and your Mac's printer will appear in the list. Tap it and confirm.

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.