The two ways to connect: USB cable or wireless network
Most printers connect one of two ways: with a USB cable plugged directly into your computer, or over your home or office Wi-Fi network. USB is simpler and faster to set up — you plug in the cable, install the printer's software, and you're done in minutes. Wireless is more convenient once it's working because you can print from anywhere in the room and from multiple devices, but the initial setup takes longer and sometimes requires troubleshooting.
Which one you choose depends on where your printer sits and how many devices need to use it. If the printer lives right next to your computer and only one person prints, USB works fine. If the printer is in another room, or if you want to print from your phone or tablet, wireless makes more sense.
Key Takeaways
- USB connection requires a cable and the printer's driver software, and works immediately on most computers without Wi-Fi setup.
- Wireless connection lets multiple devices print to the same printer, but requires your printer to support Wi-Fi and your network password.
- Every printer comes with a driver disc or a download link — this software is what lets your computer actually talk to the printer.
- If wireless connection fails, check that your printer and computer are on the same network and that you entered the password correctly.
Connecting with a USB cable
USB connection is the most straightforward route. Locate the USB port on the back or side of your printer — it's a small rectangular slot. Plug one end of a USB cable into that port and the other end into an available USB port on your computer. Your computer should recognize the printer immediately and may prompt you to install software.
If no prompt appears, you'll need to install the printer's driver manually. The driver is software that translates your computer's print commands into something the printer understands. Look for a disc that came in the printer's box, or visit the printer manufacturer's website, search for your printer model, and download the driver from there. Run the installer and follow the on-screen steps. Once installation finishes, your printer should appear in your computer's list of available printers.
To test the connection, open any document or photo, click File, then Print. Your printer should appear in the printer list. Select it and click Print. If the document prints, you're done.
Connecting over Wi-Fi
Wireless printing requires your printer to have Wi-Fi capability — check your printer's manual or the manufacturer's website if you're unsure. You'll also need your Wi-Fi network name (SSID) and password. Start by powering on the printer and looking for a menu button or touchscreen on the device itself. Navigate to Settings or Network, then look for Wi-Fi or Wireless options.
Select your network name from the list of available networks, then enter your Wi-Fi password when prompted. The printer will confirm the connection. This step happens on the printer itself, not on your computer. Once the printer is connected to your network, it should appear automatically on your computer within a minute or two.
If it doesn't appear automatically, you may need to install the printer's driver software just as you would with USB. Visit the manufacturer's website, download the driver for your printer model, and run the installer. During installation, the software will search for printers on your network and find yours. Complete the installation and your printer should now be ready to use from any device on the same Wi-Fi network.
What to do if the printer doesn't appear
If you've plugged in the USB cable or connected to Wi-Fi but the printer still doesn't show up, start with the basics. For USB: try a different USB port on your computer, and make sure the cable isn't damaged. For wireless: confirm that your printer and computer are on the same Wi-Fi network by checking the network name on both devices. If your computer is on a guest network and your printer is on the main network, they won't see each other.
Next, restart both the printer and your computer. Power off the printer completely, wait 30 seconds, and turn it back on. Then restart your computer. This clears temporary connection problems that often cause devices to not recognize each other. After both devices restart, check again whether the printer appears in your computer's printer list.
If the printer still doesn't appear, uninstall and reinstall the driver software. On Windows, go to Settings, then Devices, then Printers & Scanners. Find your printer in the list, click it, and select Remove Device. On Mac, go to System Preferences, then Printers & Scanners, select your printer, and click the minus button. Then download and install the driver again from the manufacturer's website.
Installing and using printer software
Beyond the basic driver, many printers come with additional software for scanning, copying, or managing ink levels. This software is optional — your printer will work without it — but it can be useful if you scan documents or want notifications when ink is low. The driver itself is what you need; the extra software is a bonus.
Once your printer is connected and the driver is installed, it will appear in the Print dialog of any program on your computer. Open a document, click File, then Print, and select your printer from the list. You can choose how many copies to print, which pages to print, and paper size. Click Print and the document goes to your printer.
Printing from phones and tablets
If you connected your printer over Wi-Fi, you can print from your phone or tablet as long as it's on the same network. On iPhones and iPads, open the document or photo you want to print, tap the Share button, scroll down and tap Print, then select your printer. On Android phones, open the document, tap the menu button (three dots), tap Print, and select your printer from the list.
Some printers also support Google Cloud Print or Apple AirPrint, which are built-in printing systems that work across devices. If your printer supports these, you don't need to install anything — just connect the printer to Wi-Fi and your phone or tablet will find it automatically. Check your printer's manual to see if it supports either of these systems.
Frequently Asked Questions
Do I need to install software if I use USB?
Yes. The driver software is required for both USB and wireless connections. Your computer needs it to communicate with the printer. Some newer printers have drivers built into Windows or macOS, so installation may happen automatically, but you should still check the manufacturer's website to make sure you have the latest version.
Can I use both USB and Wi-Fi on the same printer at the same time?
Most printers can connect both ways, but you typically use one or the other, not both simultaneously. If you connect via USB, your computer prints through the cable. If you connect via Wi-Fi, your computer prints over the network. You can switch between them, but having both active at once can sometimes cause confusion about which connection is being used.
What if my printer is older and doesn't have Wi-Fi?
Older printers without built-in Wi-Fi can only connect via USB cable. You can still print from multiple devices by connecting the printer to a computer and sharing it over your network, but that requires the computer to be on whenever someone wants to print. For convenience with multiple devices, a Wi-Fi-enabled printer is worth considering if you're in the market for a new one.
Why does my printer keep disconnecting from Wi-Fi?
Wi-Fi disconnections usually happen because the printer is too far from your router, or because your router is dropping the connection. Try moving the printer closer to the router, or move the router to a more central location. If disconnections continue, restart both the printer and router, and check that your router's firmware is up to date by visiting the router manufacturer's website.
Can I print if my computer is in sleep mode?
No. If your computer is asleep or shut down, it can't send print jobs to the printer. For wireless printers, you can print from your phone or tablet instead. For USB printers, the computer must be awake. You can adjust your computer's sleep settings to keep it on longer, or wake it before printing.