The fastest way to add a printer on a Mac

On most Macs, adding a printer takes under a minute: go to System Settings, click Printers & Scanners, then click the plus button and select your printer from the list. macOS finds printers on your network automatically, so you usually won't need to install anything or enter an IP address. If your printer doesn't appear in the list, restart both the printer and your Mac, then try again.

The process is the same whether your printer connects by Wi-Fi, Ethernet, or USB cable. If you're using a USB cable, plug it in before opening System Settings — your Mac will detect it immediately. For network printers, make sure your Mac and printer are on the same Wi-Fi network.

Key Takeaways

  • Most printers appear automatically in System Settings > Printers & Scanners without needing driver software or manual setup.
  • USB printers work as soon as you plug them in; network printers must be on the same Wi-Fi network as your Mac.
  • If a printer doesn't show up, restarting both devices usually fixes it, and checking the printer's Wi-Fi connection is the next step.
  • Older or less common printers may need driver software downloaded from the manufacturer's website before they appear in the list.
  • Once added, a printer stays in your list and connects automatically when it's powered on and in range.

Adding a printer through System Settings

Open System Settings and click Printers & Scanners in the sidebar. (On older Macs running Monterey or earlier, this is called System Preferences and the option is called Printers & Scanners.) You'll see a list of printers your Mac has already found. Click the plus button below the list to add a new one.

A window will open showing all available printers on your network. Select the printer you want to add and click Add. That's it — your Mac will install the necessary software automatically in most cases. The printer is now ready to use and will appear in the print dialog whenever you print from any app.

If you don't see your printer in the list, make sure it's powered on and connected to the same Wi-Fi network as your Mac. Some printers have a separate Wi-Fi setup process — check the printer's manual or display panel to confirm it's connected to your network.

When your printer doesn't appear in the list

Restart your printer first. Turn it off, wait 10 seconds, and turn it back on. Then restart your Mac. After both devices have restarted, go back to System Settings > Printers & Scanners and click the plus button again. Most printers will appear after a restart.

If the printer still doesn't show up, check that it's on the same Wi-Fi network as your Mac. On the printer itself, look for a network settings menu or a button that shows Wi-Fi status. Some printers display the network name on a small screen; others have a Wi-Fi button that lights up when connected. Your Mac's Wi-Fi network name appears in the top-right corner of the menu bar.

For USB printers, try plugging the cable into a different USB port on your Mac. If you're using a USB hub, plug the cable directly into your Mac instead. Wait a few seconds after plugging in — your Mac needs time to detect the device.

Installing printer drivers manually

Most modern printers work without any extra software because macOS includes built-in drivers for thousands of models. However, some older printers or specialty devices may need a driver downloaded from the manufacturer's website.

Visit the printer manufacturer's support page and search for your printer model. Download the driver or software package for your Mac's operating system — you can find your macOS version by clicking the Apple menu and selecting About This Mac. Run the installer and follow the on-screen instructions. After installation, restart your Mac and try adding the printer again through System Settings.

Common printer manufacturers include HP, Canon, Epson, Brother, Xerox, and Ricoh. Each has a support section on their website where you can search by model number. The model number is usually on the front or back of the printer or in the printer's settings menu.

Using AirPrint for wireless printing

AirPrint is Apple's wireless printing standard built into most modern printers. If your printer supports AirPrint, it will appear in System Settings automatically when it's on the same Wi-Fi network as your Mac. You don't need to install anything — AirPrint works out of the box.

To check if your printer supports AirPrint, look at the printer's manual or visit the manufacturer's website and search for your model number. If it lists AirPrint support, you're all set. When you print from any app, your printer will appear in the print dialog under the Printer dropdown menu.

AirPrint also works with iPhones and iPads on the same network, so once your printer is set up on your Mac, you can print from your other Apple devices without any additional steps.

Printing after you've added the printer

Once a printer is added to your Mac, printing is straightforward. Open any document or image, press Command+P (or go to File > Print), and select your printer from the Printer dropdown menu. Choose how many copies you want, which pages to print, and any other options, then click Print.

Your printer will stay in the list permanently, even after you restart your Mac. When you print, your Mac will look for the printer on the network. If the printer is off or out of range, the print job will wait in the queue until the printer comes back online — you'll see a notification on your Mac when this happens.

To remove a printer you no longer use, go back to System Settings > Printers & Scanners, select the printer, and click the minus button. This doesn't affect the printer itself, only removes it from your Mac's list.

Troubleshooting common printing problems

If your printer appears in System Settings but won't print, restart both devices and try again. If the print job gets stuck in the queue, open System Settings > Printers & Scanners, select the printer, and click "Open Print Queue." You can delete stuck jobs from there.

For network printers, check that your Wi-Fi connection is stable. If your Mac keeps disconnecting from Wi-Fi, the printer may lose connection too. Move your Mac and printer closer to your router or check if other devices are having connection problems.

If you see an error message when printing, write down the exact message and search for it along with your printer model on the manufacturer's website. Most common errors have known solutions documented there. You can also restart the printer's software by going to System Settings > Printers & Scanners, selecting the printer, and clicking "Reset printing system" — this removes all printers and lets you add them fresh, which fixes many stubborn issues.

Frequently Asked Questions

Do I need to install software before adding a printer to my Mac?

No, not for most printers. macOS includes drivers for thousands of models, so your printer will work immediately after you add it through System Settings. Only older or specialty printers may need software downloaded from the manufacturer's website first.

Can I add a printer that's not on my Wi-Fi network?

No, network printers must be on the same Wi-Fi network as your Mac to appear in System Settings. USB printers work without Wi-Fi because they connect directly to your Mac with a cable. If your printer supports both, connecting by USB is the fastest way to get your free guide.

What if my printer is on a different Wi-Fi network than my Mac?

Your printer won't appear in System Settings if it's on a different network. Connect your printer to the same Wi-Fi network as your Mac. Check your printer's manual for instructions on changing its Wi-Fi network — most have a settings menu on the printer itself or a mobile app you can use.

Will my printer stay added after I restart my Mac?

Yes, once you add a printer, it stays in your list permanently. Your Mac remembers it even after restarting. The printer will connect automatically whenever it's powered on and in range of your network.

Can I add the same printer to multiple Macs?

Yes, any Mac on the same Wi-Fi network can add the same printer. Each Mac goes through the same process independently — open System Settings > Printers & Scanners, click the plus button, and select the printer. All your Macs can print to it at the same time.