How to Add a Printer to a Windows PC or Mac

Quick answer

To add a printer to your computer, open Printers & scanners in Windows Settings, or Printers & Scanners in System Settings on a Mac, and use the option to add a device. Your computer searches for printers connected by USB or on the same network and usually sets them up automatically. If the printer does not appear, you can add it by its IP address. This guide is for anyone connecting a new or existing printer to a laptop or desktop.

Before you start

Check these first, since most “printer not found” problems start here:

• Turn the printer on and wait until it is fully ready, with no error lights or messages.
• For USB: connect the cable directly to the computer, not through a hub or a keyboard port.
• For a network printer: make sure the printer has already joined your network. If it hasn’t, follow how to connect a printer to Wi-Fi first.
• Use the same network. The computer and printer must be on the same home or office network. A guest network usually keeps devices apart.
• Know your system. These steps cover Windows 11 and recent macOS versions. Windows 10 differences are noted where they matter.
• Admin rights. On a work or school computer, adding printers may be restricted. Ask your IT department rather than trying to get around it.

How to add a printer to your computer

On Windows 11

1. Open Settings (press the Windows key and I together, or select Start and then Settings).
2. Select Bluetooth & devices, then Printers & scanners.
3. Next to “Add a printer or scanner,” select Add device.
4. Wait while Windows searches. When your printer appears, select Add device next to it.
5. Windows installs a driver (the small program that lets your computer talk to the printer), usually from its own library or Windows Update. This can take a minute.
6. When it finishes, select the printer in the list and choose Print test page from its settings to confirm it works.

On Windows 10, open Settings, choose Devices, then Printers & scanners, and select Add a printer or scanner. The rest is similar.

On macOS

1. Open the Apple menu and choose System Settings. (On older versions of macOS, choose System Preferences.)
2. Select Printers & Scanners in the sidebar.
3. Click the button to add a printer, scanner or fax.
4. In the window that opens, select your printer from the list. Network printers that support AirPrint, Apple’s built-in printing system, usually appear here automatically.
5. Check the Use menu. For AirPrint printers it will normally show AirPrint, which needs no extra software. Otherwise, macOS may select a driver or ask to download software through Software Update.
6. Click Add, then print a short document to test.

Add a network printer by IP address

If your network printer does not appear in the list, you can add it directly using its IP address (the number that identifies it on your network). First, print a network configuration page from the printer’s control panel. The menu name varies by model, so check the manual. Note the IP address shown.

On Windows 11:

1. In Printers & scanners, select Add device and wait for the search to finish.
2. Select the option to add a printer manually, labeled “Add manually” or “The printer that I want isn’t listed” depending on your version.
3. Choose the option to add a printer using an IP address or hostname, then select Next.
4. Type the IP address and follow the prompts to pick a driver.

On macOS:

1. In Printers & Scanners, click the button to add a printer.
2. Select the IP tab (shown as a globe icon in some versions).
3. Type the printer’s IP address. Leave the protocol on its default setting unless the printer manual recommends another.
4. Wait for the Mac to look up the printer, choose the right option in the Use menu, and click Add.

Note that a printer’s IP address can change after a router restart. If printing stops working later, print a new configuration page and check whether the address changed. Your router or printer manual can explain how to keep it the same.

If this does not work

Try these steps in order:

1. Restart all three devices. Turn off the printer, restart the computer and restart the router, then try adding the printer again.
2. Remove and re-add it. If an older copy of the printer is listed, remove it from Printers & scanners (Windows) or Printers & Scanners (Mac), then add it again.
3. Try another cable or port. For USB printers, a faulty cable is a common cause.
4. Install updates. Run Windows Update, or install macOS updates on a Mac. These can add or update printer drivers.
5. Install the manufacturer’s driver. Download the driver or software for your exact model only from the manufacturer’s official support site. See how to install or update a printer driver safely.
6. Check the printer itself. If the printer is added but nothing prints, see what to do when your printer won’t print.

When to get professional help

Contact the printer manufacturer’s support or a qualified technician if:

• No computer can find the printer by USB or network, even after restarts and a new cable
• The printer is found but always fails during driver installation, even with the official driver
• The printer shows hardware errors on its display
• It is a work device managed by an IT team (contact them instead of changing settings)

Be cautious of anyone who contacts you unexpectedly offering to fix printer problems through remote access. Real companies don’t cold-call, and you should never share passwords or product keys.

FAQ

Why doesn’t my printer show up when I try to add it?

The most common reasons are that the printer is off, is on a different network, or is connected to a guest network. Check that both devices are on the same network, restart them and try again. Adding the printer by IP address often works when automatic search does not.

Do I need to download a driver to add a printer?

Often not. Windows and macOS include drivers for many printers and can download others automatically. If yours needs one, get it only from the manufacturer’s official support site or through Windows Update or macOS updates.

Can I add the same printer to several computers?

Yes. A network printer can be added to every computer on the same network by following these steps on each one. A USB printer is normally used by the one computer it is plugged into.

What is AirPrint?

AirPrint is Apple’s built-in way of printing to compatible printers without installing extra drivers. Many wireless printers support it. If yours does, it appears in the Mac’s printer list and works with no extra software.

How do I set the new printer as my default?

On Windows 11, open Printers & scanners, select the printer and choose Set as default. You may need to turn off the setting that lets Windows manage your default printer first. On a Mac, choose the default printer in the Printers & Scanners settings.