The basic steps to get your printer on your network

Most modern printers can connect to WiFi directly without a cable. You'll need your WiFi network name (SSID) and password, your printer's model number, and about 10 minutes. The printer itself will walk you through the connection on its built-in screen or through a setup app on your computer.

The exact steps depend on your printer brand, but the process is nearly identical across HP, Canon, Brother, Epson, and Xerox machines. Once connected, your printer appears on your network just like any other device, and any computer or phone on the same WiFi can send print jobs to it without plugging in a cable.

Key Takeaways

  • Most printers have a menu button or touchscreen where you can find WiFi settings and select your network by name.
  • You will need your WiFi password to complete the connection — the printer stores this and uses it to rejoin the network automatically.
  • After the printer connects, you may need to install printer software on your computer or phone so it recognizes the printer on the network.
  • If your printer has no screen, use the manufacturer's mobile app or setup wizard to guide it through the connection instead.

Connecting through the printer's menu or touchscreen

If your printer has a physical menu button or a small touchscreen on the front, this is usually the fastest route. Press the menu button (often labeled with three horizontal lines or a gear icon) and look for a section called "Network," "WiFi," "Wireless," or "Settings." The exact wording varies by brand.

Select "WiFi Setup" or "Wireless Setup." The printer will scan for available networks and display a list of SSIDs — these are your WiFi network names. Find your network name in the list and select it. The printer will then ask you to enter your WiFi password using the on-screen keyboard. Type it carefully; passwords are case-sensitive, and a single wrong character will prevent connection.

Once you enter the password, the printer will attempt to connect. You should see a confirmation message on the screen within 30 seconds. If the connection fails, double-check that you entered the password correctly and that your WiFi is actually broadcasting (not hidden or temporarily disabled). If the printer still cannot connect, restart both the printer and your WiFi router by unplugging each for 10 seconds, then plugging them back in.

Using the manufacturer's app or software on your computer

If your printer has no screen or the menu method isn't working, use the setup app provided by the manufacturer. Visit the printer's brand website (HP.com, Canon.com, Brother.com, Epson.com, or Xerox.com), find the support or downloads section, and search for your exact printer model number. Download the setup utility or mobile app for your operating system.

Run the installer on your computer or open the app on your phone. The software will search for your printer on the network and guide you through connecting it to WiFi. When prompted, select your network name and enter your WiFi password. The software will pass this information to the printer and confirm the connection.

This method works even if the printer's built-in menu is confusing or missing. The manufacturer's software is designed to handle the connection for you, and it often installs the printer drivers at the same time — the software your computer needs to actually print to the device.

Installing printer drivers after the WiFi connection

Once your printer is connected to WiFi, your computer still needs printer drivers — software that translates your print jobs into a language the printer understands. Some printers install drivers automatically when you first connect, but most require you to install them manually.

On Windows, go to Settings > Devices > Printers & Scanners, click "Add a printer or scanner," and wait for your printer to appear in the list. Click it and select "Add device." Windows will download the drivers automatically. On Mac, go to System Preferences > Printers & Scanners, click the plus button, find your printer, and click "Add."

If your printer doesn't appear in either list, download the drivers directly from the manufacturer's website. Search for your printer model, download the driver package for your operating system, and run the installer. Restart your computer after installation. Your printer should now appear in your print menu whenever you open any application and select File > Print.

Troubleshooting when the printer won't connect

If your printer cannot find your WiFi network, the most common cause is that your network is hidden — it doesn't broadcast its name publicly. Check your router settings to see if SSID broadcast is disabled. If it is, either enable it temporarily to connect the printer, or manually enter your network name in the printer's WiFi settings instead of selecting it from a list.

If the printer finds the network but rejects your password, verify that you're entering the correct WiFi password, not your router's admin password. These are different. Check your router's label or log into your router's admin panel to confirm the WiFi password. Also confirm that your WiFi is using a standard security type (WPA2 or WPA3); some older printers cannot connect to newer security standards.

If the printer connects to WiFi but your computer cannot find it on the network, the printer and computer may be on different network bands. Some routers broadcast both 2.4 GHz and 5 GHz networks with the same name. Older printers only work on 2.4 GHz. Check your router settings and connect the printer to the 2.4 GHz band specifically, then reconnect your computer to the same band.

What to do if your printer has no WiFi capability

Older printers and some budget models do not have built-in WiFi. If your printer has no WiFi option in its menu and the manufacturer's website confirms it has no wireless capability, you have two alternatives: use a USB cable to connect it directly to your computer, or purchase a separate WiFi print server device.

A WiFi print server is a small box that connects to your printer via USB cable and broadcasts the printer to your network wirelessly. Devices like the Lantronix xPrintServer or similar products cost between $50 and $150 and work with nearly any printer. Once installed, the printer behaves like a networked device even though it has no WiFi of its own. This is useful if you have an older printer you want to keep using across multiple computers.

Connecting phones and tablets to your WiFi printer

Once your printer is on WiFi, phones and tablets can print to it without any cable. On iPhone or iPad, open any app with a print option (Photos, Mail, Safari, or a document app), tap Share or the menu button, and select Print. Tap "Select Printer" and your WiFi printer should appear in the list. Tap it to select it, adjust your print settings, and tap Print.

On Android, the process is similar but varies by app. In most apps, tap the three-dot menu, select Print, and look for your printer in the list. If your printer doesn't appear, open the manufacturer's mobile app (HP Smart, Canon PRINT, Brother iPrint&Scan, or Epson iPrint) and print through that instead. These apps are free and often provide better printing options than the built-in Android print menu.

Frequently Asked Questions

Do I need to install anything on my computer to print wirelessly?

Yes, you need printer drivers — software that lets your computer communicate with the printer. Most manufacturers provide these as a free download on their website. Without drivers, your computer can see the printer on the network but cannot send print jobs to it.

What if I forget my WiFi password and need to reconnect the printer?

You can reset the printer's WiFi settings by holding down the reset button (usually on the back) for 10 to 15 seconds until the lights flash. This erases the stored password. You'll then need to reconnect using the menu or app method and enter the password again. If you don't know your WiFi password, check your router's label, log into your router's admin panel, or contact your internet provider.

Can I print to a WiFi printer from outside my home or office?

Standard WiFi printing only works when your device is on the same network as the printer. Some manufacturers offer cloud printing services (like HP ePrint or Google Cloud Print) that let you print remotely, but these require setting up an account and enabling the feature in the printer's settings. Check your printer's manual or the manufacturer's website to see if this option is available.

Why does my printer keep disconnecting from WiFi?

This usually happens if the printer is too far from the router or if there's interference from walls, microwaves, or other devices. Move the printer closer to the router or relocate the router to a more central location. If the printer is in a fixed spot, try moving the router instead. Also check that your router's WiFi channel isn't congested; some routers let you manually select a less crowded channel in the admin settings.

Do I need a separate printer for each computer, or can multiple computers share one WiFi printer?

Multiple computers and devices can share a single WiFi printer. Once the printer is on your network, any device on that same network can print to it. Each device just needs the printer drivers installed. This is one of the main advantages of WiFi printing — you don't need a cable running from each computer to the printer.