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HomePrinter HelpFirst-Time Printer Setup on Computers and Networks
Setup

First-Time Printer Setup on Computers and Networks

Setting up a new printer is mostly about getting it onto your network and added to your computers in the right order. This guide walks through the common first-time setup paths — wireless, wired, Windows 11, Mac, and home sharing — as prerequisites and ordered steps rather than troubleshooting.

Last reviewed: October 2026

Safe first checks

  1. 1Read and note the exact message on the printer display or in the print queue.
  2. 2Print the printer's own test or configuration page to help distinguish a device problem from a computer problem.
  3. 3Record custom settings before removing a printer or reinstalling a driver; ask IT first on managed work devices.
  4. 4Stop using the printer if there is excessive heat, smoke, a burning smell, sparks, or leaks. Disconnect power only if safe; never touch wet or damaged electrical parts.

First wireless setup using manual entry or supported WPS

Connecting a new printer to Wi-Fi for the first time. You either enter the network name and password at the printer or use WPS, a push-button method some routers support.

Possible causes

  • •Prerequisite: your network name and password
  • •Prerequisite: the printer powered and near the router
  • •Prerequisite: knowing whether your router supports WPS
  • •Prerequisite: a 2.4 GHz network if the printer is 2.4 GHz only

What to check

  1. 1.Power on the printer and open its wireless setup menu.
  2. 2.Choose manual setup and enter your network name and password carefully.
  3. 3.Or, if both devices support it, start WPS on the printer and press the router's WPS button within the time window.
  4. 4.Confirm the printer reports a successful connection, then add it on your computer.

When to stop: if WPS is unavailable or disabled on your router, use manual entry instead. On managed networks, follow IT's onboarding process rather than using WPS.

Connecting by Ethernet

Setting up the printer on a wired network for a stable connection. The printer joins the network through an Ethernet cable to your router or switch.

Possible causes

  • •Prerequisite: an Ethernet cable and a free router/switch port
  • •Prerequisite: the printer supports Ethernet
  • •Prerequisite: the printer powered on
  • •Prerequisite: the computer on the same network

What to check

  1. 1.Connect the Ethernet cable from the printer to the router or switch and confirm the link light.
  2. 2.Let the printer obtain a network address and confirm it in the network menu.
  3. 3.Add the printer on your computer by discovery or its address.
  4. 4.Send a test page to confirm.

When to stop: on managed networks, wired ports may be controlled by IT. If the printer does not get an address, ask IT rather than changing switch settings.

Adding a printer in Windows 11

Adding the printer to a Windows 11 computer once it is on the network or connected by USB. Windows detects it and installs a driver.

Possible causes

  • •Prerequisite: the printer online or plugged in by USB
  • •Prerequisite: the computer on the same network
  • •Prerequisite: permission to add a printer
  • •Prerequisite: the printer awake

What to check

  1. 1.Open Settings, then Bluetooth & devices, then Printers & scanners.
  2. 2.Click Add device and let Windows detect the printer.
  3. 3.Select the printer and allow Windows to install its built-in driver.
  4. 4.Print a test page and set it as default if desired.

When to stop: if Windows cannot find a driver for the model, see the driver guide's notes on older or unsupported printers. On work PCs, adding printers may require IT.

Adding a printer on Mac using AirPrint, IP, or USB

Adding the printer to a Mac through Printers & Scanners, using AirPrint, a direct IP address, or USB depending on your setup.

Possible causes

  • •Prerequisite: the Mac and printer on the same network (for AirPrint/IP)
  • •Prerequisite: the printer awake and online
  • •Prerequisite: the printer's address for IP setup
  • •Prerequisite: a USB cable for direct connection

What to check

  1. 1.Open System Settings, then Printers & Scanners, and click Add Printer.
  2. 2.Choose the printer under the default/AirPrint tab if listed.
  3. 3.Or use the IP tab and enter the printer's address if needed.
  4. 4.For USB, connect the cable and let the Mac add it; then print a test page.

When to stop: menu names vary across macOS versions. If the model offers neither AirPrint nor a macOS driver, verify its Mac support before expecting it to add.

Sharing a printer on a home network

Making one printer available to several computers at home. A network printer can be added directly on each computer; a USB printer can be shared from the computer it is attached to.

Possible causes

  • •Prerequisite: a network printer, or a host computer for a USB printer
  • •Prerequisite: all computers on the same network
  • •Prerequisite: sharing enabled on the host (for USB sharing)
  • •Prerequisite: permission on each computer to add printers

What to check

  1. 1.For a network printer, add it directly on each computer rather than sharing from one.
  2. 2.For a USB printer, enable printer sharing on the host computer and keep it powered on.
  3. 3.Add the shared printer on the other computers by its share name or the host's address.
  4. 4.Test printing from each computer.

When to stop: a USB printer shared from a computer is only available while that computer is on. For always-available printing, a network (Wi-Fi/Ethernet) printer is the better setup.

Preventive habits

  • Have your network name, password, and band details ready before setup.
  • Place the printer near the router during first connection.
  • Prefer a network connection (Wi-Fi/Ethernet) for multi-computer homes.
  • Add network printers directly on each computer.
  • Print a test page to confirm each setup.

Frequently asked questions

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