The basic steps to connect a wireless printer

Most printers connect to WiFi through a setup menu on the printer itself or through a companion app on your computer or phone. You will need your WiFi network name and password. The printer finds your network, you enter the password, and then your computer or phone can send print jobs to it over the air instead of through a USB cable.

The exact steps depend on your printer model, but the process usually takes five to ten minutes. Some printers have a touchscreen where you navigate to WiFi settings directly. Others require you to hold a button to enter pairing mode, then use an app to complete the connection. A few older models may need a USB cable temporarily just to set up the wireless connection, after which you can remove it.

Key Takeaways

  • Most printers connect to WiFi through a menu on the printer's control panel or through a mobile app, and you will need your network name and password.
  • Check your printer's manual or the manufacturer's website for the exact steps, since the process varies significantly between brands and models.
  • If your printer has a touchscreen, look for a WiFi or Network Settings option; if it has only buttons, you may need to use the companion app instead.
  • After connecting, install the printer driver on your computer so your operating system recognizes the printer on the network.
  • If the connection fails, restart both the printer and your WiFi router, then check that your password is correct and your printer is within range.

Using the printer's control panel to find your network

If your printer has a touchscreen or a small LCD display with buttons, look for a WiFi, Network, or Settings icon. Tap or press it to open the menu. Navigate to Wireless Settings or WiFi Setup — the exact wording varies by brand. The printer will scan for available networks and show you a list.

Find your network name in the list and select it. The printer will ask you to enter your WiFi password using the on-screen keyboard. Type carefully, because passwords are case-sensitive and spaces matter. Once you enter the password, the printer will attempt to connect. A checkmark or "Connected" message means it worked. If you see an error, double-check that you typed the password correctly and that your router is powered on.

Some printers also have a WPS button on the router itself. If your router has a WPS button (usually labeled with two curved arrows), you can press it on the router, then press a WiFi button on the printer within two minutes. The devices will pair automatically without typing a password. This method works only if both devices support WPS.

Connecting through a mobile app or web browser

Many newer printers come with a companion app for iPhone, Android, or both. Download the app from the App Store or Google Play, then open it. The app will search for printers on your network. When it finds yours, select it and follow the on-screen prompts to enter your WiFi password.

Some printers also have a web interface. If the printer displays an IP address on its screen or in the app, you can type that address into a web browser on your computer (for example, 192.168.1.100). This opens a settings page where you can configure WiFi from your keyboard instead of using the printer's buttons.

Check the printer's manual or the manufacturer's support page to find the exact app name. HP printers often use HP Smart, Canon uses Canon PRINT, Epson uses Epson iPrint, and Brother uses iPrint&Scan. Searching the manufacturer's name plus "printer app" will point you to the right one.

Installing the printer driver on your computer

After the printer connects to WiFi, your computer still needs to recognize it. Download the printer driver — the software that lets your operating system communicate with the printer — from the manufacturer's website. Go to the support or downloads section, enter your printer model number, select your operating system (Windows or Mac), and download the driver.

Run the installer and follow the prompts. During installation, the driver will search your network for the printer. When it finds it, select it from the list. The installer will complete the setup, and the printer will appear in your computer's list of available printers.

On Windows, you can also add the printer manually. Go to Settings > Devices > Printers & Scanners, click "Add a printer or scanner," and wait for it to find your printer on the network. On Mac, go to System Preferences > Printers & Scanners, click the plus button, and select your printer from the list.

What to do if the printer won't connect to WiFi

If the printer cannot find your network or rejects your password, restart both the printer and your WiFi router. Turn off the printer, wait 30 seconds, and turn it back on. Unplug the router, wait 30 seconds, and plug it back in. Once both devices have restarted, try connecting again.

Check that you are entering the correct password. Passwords are case-sensitive, so "MyPassword" is different from "mypassword." If you are unsure of your password, check the sticker on the back of your router or log into your router's settings page through a web browser on another device.

Make sure the printer is within range of your router. WiFi signals weaken with distance and through walls. If the printer is in a back room far from the router, move it closer temporarily to test the connection. Some older printers also do not support the newer WiFi standards (like WiFi 6), so if your router is very new, check whether the printer supports your router's WiFi version.

If the printer still will not connect, try a factory reset. This erases all settings and returns the printer to its original state. The method varies by model — some have a reset button you hold for ten seconds, others require you to navigate to a Reset option in the menu. Check the manual before attempting a reset, because you will need to set up the printer again from the beginning.

Printing from your computer or phone after setup

Once the printer is connected and the driver is installed, printing is straightforward. Open the document or photo you want to print, go to File > Print (or press Ctrl+P on Windows, Command+P on Mac), and select your printer from the list. Choose your settings — color or black and white, paper size, number of copies — and click Print.

On a phone or tablet, the process depends on the app. In most cases, you open the document, tap a share or export button, and select Print. Then choose your printer from the list. Some apps require you to install the printer's companion app first before the print option appears.

If the printer does not appear in your print menu, make sure it is powered on and connected to WiFi. Check the printer's display or app to confirm it shows a connected status. If it is connected but still does not appear, restart your computer or phone, which will refresh the list of available printers.

Frequently Asked Questions

Do I need a USB cable to set up a wireless printer?

Most modern printers do not require a USB cable for wireless setup. You can connect through the printer's menu, an app, or a web browser. Some older models may ask you to use a USB cable temporarily during initial setup, but this is uncommon. Check your printer's manual to be sure.

Can I connect the printer to a 5GHz WiFi network instead of 2.4GHz?

Many printers support both 5GHz and 2.4GHz networks, but not all. If your router broadcasts both bands, try connecting to 2.4GHz first, since older printers are more likely to support it. If the printer connects successfully to 2.4GHz but you prefer 5GHz, check the printer's manual or the manufacturer's website to confirm it supports that band.

What if I forgot my WiFi password?

You can find your WiFi password on the sticker attached to the back or bottom of your router. If the sticker is missing or unreadable, log into your router's settings page by opening a web browser and typing the router's IP address (usually 192.168.1.1 or 192.168.0.1). Log in with the admin username and password, then look for WiFi settings or Security settings to view or change your password.

Can I use the printer on both WiFi and USB at the same time?

Yes. Once the printer is set up on WiFi, you can still connect it with a USB cable if you want. Your computer will recognize it through both connections. You can choose which connection to use when you print. Some people keep a USB cable connected as a backup in case the WiFi connection drops.

Why does the printer keep disconnecting from WiFi?

Printers sometimes disconnect if they are too far from the router, if the router is overloaded with too many devices, or if the printer's WiFi module is failing. Try moving the printer closer to the router. If other devices on your network are working fine, the problem is likely with the printer. Restart the printer and check the manufacturer's website for a firmware update, which can fix connection issues.