What you need before you start

A network printer is one that connects to your home or office network instead of plugging directly into your computer with a USB cable. Once it's on the network, any device connected to that same network — your laptop, phone, tablet, or desktop — can print to it without extra cables.

Before you begin, gather three things: the printer itself (powered on), your network name and password, and the computer you want to print from. You'll also need the printer's manual or the manufacturer's support website, because the exact steps vary depending on whether you have a Windows PC, Mac, or Linux machine. Most modern printers come with setup instructions either printed on the box or available as a PDF download from the manufacturer's website.

If your printer is very old — more than ten years — it may not support modern network security. Check the manual first. If it only supports WEP encryption and your network uses WPA2 or WPA3 (which is standard now), the printer cannot connect, and you'll need either a newer printer or a USB connection instead.

Key Takeaways

  • Network printers connect through your WiFi or ethernet, not through a USB cable, so any device on your network can use them.
  • The printer must be powered on and within range of your network before you start the setup process on your computer.
  • Windows, Mac, and Linux each have different steps to add a network printer, and the manufacturer's website usually has the clearest instructions for your specific model.
  • If setup fails, restart both the printer and your router, then check that the printer is actually connected to the network by looking at its display panel or settings menu.
  • Once added, test the connection by printing a test page from your computer's printer settings before you rely on it for real documents.

Adding a network printer on Windows

On Windows 10 or 11, go to Settings (the gear icon), then select Devices on the left side. Click Printers & scanners. At the top of the window, click Add a device. Windows will search your network for printers automatically.

If your printer appears in the list, click it and then click Add device. Windows will download the necessary software and add it to your system. This usually takes one to three minutes. Once it's done, you'll see the printer listed under "Printers & scanners" with a green checkmark.

If your printer does not appear after 30 seconds of searching, click The printer that I want isn't listed at the bottom of the search results. A new window opens with three options. Select Add a printer using a TCP/IP address or hostname, then enter the printer's IP address (you'll find this on the printer's display panel or in its network settings menu). Click Next, and Windows will attempt to connect.

If Windows cannot find the right driver automatically, it will ask you to choose one from a list. Select your printer's brand and model, then click Next. If your printer still doesn't appear, visit the manufacturer's website, download the latest driver for your exact printer model and Windows version, and run the installer. The installer usually handles the network setup automatically.

Adding a network printer on Mac

On Mac, click the Apple menu and go to System Settings (or System Preferences on older versions). Click Printers & Scanners on the left sidebar. Click the + button at the bottom left to add a new printer.

A window opens showing available printers on your network. If your printer appears, click it once to select it, then click Add. Mac will install the driver automatically if it has one built in. If the printer doesn't appear, make sure it's powered on and connected to the same WiFi network as your Mac.

If your printer still doesn't show up, click the dropdown menu at the top of the printer window (it usually says "Default" or shows a protocol name). Select IP Printer or LPD Printer from the dropdown. Enter the printer's IP address in the "Address" field, select your printer's brand from the "Use" dropdown, and click Add. Mac will search for the correct driver and install it.

For older Mac models or printers that require specific drivers, visit the manufacturer's website, download the Mac driver for your printer model, and run the installer. After installation, return to Printers & Scanners and add the printer again — it should now appear in the list.

Finding your printer's IP address

Most network printers have a small display screen or control panel on the front. Look for a button labeled Menu, Settings, or a gear icon. Press it and navigate through the menu until you find Network Settings, WiFi Status, or IP Address. The IP address looks like four numbers separated by periods, such as 192.168.1.100. Write this down.

If your printer has no display screen, check the manual or the manufacturer's website for instructions specific to your model. Some printers print a network configuration page if you hold down a button on the device for three to five seconds. This page includes the IP address.

If you still can't find it, log into your WiFi router's admin panel (usually by typing 192.168.1.1 or 192.168.0.1 into a web browser and entering your router's username and password). Look for a section called Connected Devices, DHCP Clients, or Device List. Find your printer's name in the list — it usually includes the brand or model number — and the IP address will be shown next to it.

Troubleshooting when the printer won't connect

If the printer doesn't appear during setup or if you can see it but cannot print, start by restarting both devices. Power off the printer completely, wait 30 seconds, and turn it back on. At the same time, restart your WiFi router by unplugging it for 30 seconds and plugging it back in. Once both are fully booted, try adding the printer again.

Check that the printer is actually connected to your network. On the printer's display panel, look for a WiFi icon or a network status indicator. If it shows "Not Connected" or no network name, the printer is not on your network yet. Consult the printer's manual for how to connect it to WiFi — most have a WiFi setup button or a menu option to select your network and enter your password.

If the printer is connected to the network but your computer still can't find it, the two devices may be on different networks. Some routers create a separate "guest" network. Make sure both your computer and printer are connected to the same network name (SSID). If you have a 2.4 GHz and 5 GHz network with the same name, try connecting the printer to the 2.4 GHz band — older printers sometimes have trouble with 5 GHz.

If you've restarted everything and the printer still won't connect, visit the manufacturer's website and download the latest firmware update for your printer model. Firmware updates often fix network connection problems. Instructions for updating are usually on the support page for your specific model.

Testing your printer connection

Once the printer appears in your computer's printer list, test it before you print anything important. Open any document or web page, press Ctrl+P (Windows) or Cmd+P (Mac) to open the print dialog. In the printer dropdown, select your network printer. Click Print and watch the printer — it should receive the job within a few seconds and print a test page.

If the test page prints successfully, your network printer is working. If nothing happens after 30 seconds, go back to your computer's printer settings, find your network printer in the list, and click Print Test Page (Windows) or look for a similar option in the printer's menu (Mac). This tells you whether the problem is with the specific document or with the printer connection itself.

If the test page fails, check that the printer has paper and toner or ink. Then restart the printer and try again. If it still fails, remove the printer from your computer's settings and add it again from scratch — sometimes the connection gets stuck and needs to be reset.

Setting a network printer as your default

Once your network printer is working, you can set it as the default so it's automatically selected every time you print. On Windows, go to Settings > Devices > Printers & scanners, find your network printer in the list, click it, and select Set as default.

On Mac, go to System Settings > Printers & Scanners, click your network printer, and look for a dropdown menu that says Default printer. Select your network printer from the dropdown. From that point on, whenever you print, your network printer will be selected automatically.

Frequently Asked Questions

Can I use a network printer if my computer is connected by ethernet instead of WiFi?

Yes. As long as both your computer and printer are on the same network — whether that's through WiFi, ethernet, or a mix of both — they can communicate. The printer doesn't care how your computer connects, only that they're on the same network.

What if I forgot my printer's password and can't reconnect it to the network?

Most printers have a reset button on the back or bottom. Hold it for 10 to 15 seconds to restore factory settings, which clears the old network password. Then set up the printer again from scratch using your current network name and password. Check your printer's manual for the exact location and duration of the reset button.

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

Modern Windows and Mac systems can detect and use many network printers without extra software. However, if your printer has special features — like scanning to your computer, automatic two-sided printing, or color management — you may need the manufacturer's driver or software to access them. Check the manufacturer's website for your specific model to see what's recommended.

Can multiple people on my network print to the same printer?

Yes. Once the printer is on your network, anyone with a device on that network can add it and print to it. Each person follows the same setup steps on their own computer. The printer will queue jobs from multiple computers and print them in order.

Why does my printer keep disconnecting from the network?

Network printers sometimes disconnect if they're too far from the router, if the router's signal is weak, or if the printer's WiFi adapter is overheating. Try moving the printer closer to the router, or switch to a wired ethernet connection if the printer has an ethernet port. If the problem persists, restart the printer and update its firmware from the manufacturer's website.