How to Connect a Printer to Wi-Fi

Quick answer

To connect a printer to Wi-Fi, you usually join it to your home network first, then add it to each computer that will print. Most wireless printers offer at least one of three ways to join: a setup wizard on the printer’s own control panel, a setup app from the manufacturer, or WPS (a button-based shortcut). This guide walks through each method, shows how to check that it worked, and covers what to look at if setup fails. It is written for home and small office users who are setting up a wireless printer for the first time or moving one to a new router.

Before you start

A few minutes of preparation saves most failed setups. Run through these checks first:

• Confirm your printer has Wi-Fi. Not every printer does. Some models only connect by USB cable or by Ethernet (a wired network cable). Look for “wireless” or “Wi-Fi” on the box, in the manual, or on the model’s page on the manufacturer’s support site.
• Know your network name and password. The network name (also called the SSID) is the name you pick when you join Wi-Fi on a phone. The password is often printed on a sticker on the router if you never changed it. Type it carefully: passwords are case-sensitive.
• Check which Wi-Fi band the printer supports. Home routers often broadcast on two bands, 2.4 GHz and 5 GHz. Many printers only work on 2.4 GHz, while others support both. Your printer’s specifications will say which it uses.
• Move the printer closer for setup. Put the printer in the same room as the router, or at least within a clear line of sight, while you set it up. You can move it to its final spot afterward and check that it stays connected.
• Restart both devices. Turn the printer off and on, and restart the router if it has been running for a long time. A fresh start clears many small glitches.
• Get the manual ready. Menu names, button labels and the exact steps differ by brand and model. Keep the printed manual or the manufacturer’s online guide for your model open while you work.

One security note: you never need to give your Wi-Fi password to anyone who contacts you offering to “set up” your printer remotely. Real printer and software companies do not cold-call people about their devices or ask for remote access to their computers.

Three ways to connect a printer to Wi-Fi

Not every printer supports every method below. Start with the one your manual recommends. If your printer has a screen, method 1 is often the simplest. If it has only a few buttons and lights, method 2 or method 3 is more likely to be the intended route.

Method 1: The printer’s built-in wireless setup wizard

Printers with a display screen usually include a wizard that searches for nearby networks and lets you pick yours. The general idea is the same across brands, even though the wording differs.

1. On the printer’s control panel, look for a menu called something like Wireless, Network, Wi-Fi or Settings. Some printers have a dedicated wireless icon or button.
2. Find an option such as Wireless Setup Wizard, Wi-Fi Setup or Network Setup, and start it.
3. Wait while the printer scans for networks. Choose your network name from the list. If it does not appear, check that the router is on and that the printer is close enough.
4. Enter your Wi-Fi password using the on-screen keyboard or the arrow buttons. Take your time and double-check capital letters, numbers and symbols.
5. Confirm, then wait for the printer to report that it is connected. A wireless light that stays steady (rather than blinking) often means success, but check your manual for what the lights mean on your model.

If your network name is hidden (it does not broadcast), many wizards offer a way to type the name in manually. Look for an option to enter the network name yourself.

Method 2: The manufacturer’s setup app

Many printers, especially those without a screen, are designed to be set up with an app on a phone, tablet or computer. The app guides you through the steps and often installs any software the computer needs at the same time.

1. Go to the manufacturer’s official support site and search for your exact model. Download the setup app or software listed for your printer and operating system from there, or from your phone’s official app store. Avoid download links from unknown websites.
2. Make sure the phone or computer running the app is connected to the Wi-Fi network you want the printer to join.
3. Turn on the printer and, if the app asks, put the printer into setup mode. The way to do this varies by model, so follow the app’s on-screen instructions or the manual.
4. Let the app find the printer. Some apps briefly connect your phone or computer directly to the printer during this step, then hand the printer your network details.
5. When the app asks, choose your network and enter the password. Many apps can fill in the network name for you.
6. Finish the steps, and print the test page if the app offers one.

The app may ask you to create an account or turn on optional features. Read each screen and only agree to what you actually want. An account is not always required just to print.

Method 3: WPS, only if both devices support it

WPS (Wi-Fi Protected Setup) is a shortcut that lets a printer join a network without typing the password. It only works when both the printer and the router support it, and some newer routers no longer offer it or have it switched off by default.

The most common form is the push-button method:

1. Check your router’s manual to confirm it has WPS and where the WPS button or setting is. On some routers it is a physical button; on others it is in the router’s settings page.
2. Start WPS on the printer first. Depending on the model, this may be a menu option or a button you press and hold. Your printer’s manual will say which.
3. Within the time window your printer’s manual gives (usually a couple of minutes), press the WPS button on the router.
4. Wait for the printer to show that it has connected.

A security caveat about WPS. WPS is convenient, but security experts have long pointed out weaknesses in it, especially the PIN version, which can be guessed by an attacker within range. If you use WPS, the push-button method is the safer choice. Many people prefer to leave WPS switched off on the router when it is not being used. If your router lets you, consider doing that once your printer is connected. The Wi-Fi Alliance explains how WPS works on its Wi-Fi Protected Setup page.

Confirm the connection and add the printer to your computer

Joining the network is only half the job. Next, confirm the printer is really connected, then add it to the computers that will use it.

Check the connection on the printer

Most wireless printers can print a short report about their network connection. It is usually called something like a network configuration page, wireless test report or network status report. Look in the printer’s Network, Wireless, Reports or Setup menu, or check the manual for a button combination on models without a screen.

The report typically shows:

• Whether the printer is connected
• The network name it joined
• Its IP address (the number that identifies it on your home network)

If the report shows your network name and an IP address, the printer is on the network. Keep this page handy: the IP address is useful if a computer cannot find the printer automatically.

Add the networked printer on Windows 11

1. Make sure the computer is on the same Wi-Fi network as the printer.
2. Open Settings, then go to Bluetooth & devices, then Printers & scanners.
3. Select Add device next to “Add a printer or scanner” and wait while Windows searches.
4. When your printer appears, select Add device. Windows will often install a basic driver (the small program that lets your computer talk to the printer) automatically.
5. If the printer does not appear after a minute or two, select the option for adding the printer manually and follow the prompts. You can add it using the IP address from the network report.

On Windows 10 the steps are similar: go to Settings, then Devices, then Printers & scanners, and choose Add a printer or scanner.

Add the networked printer on macOS

1. Make sure the Mac is on the same Wi-Fi network as the printer.
2. Open the Apple menu, choose System Settings, then select Printers & Scanners in the sidebar. (In older versions of macOS this is in System Preferences.)
3. Click the button to add a printer, scanner or fax.
4. Select your printer from the list. Many wireless printers support AirPrint, Apple’s built-in printing system, so no extra software is needed.
5. Click Add and wait for the Mac to finish setting it up.

For more detail, including adding a printer by IP address, see how to add a printer to a Windows PC or Mac.

Finally, print a test page from the computer. On Windows, open the printer in Printers & scanners and look for the option to print a test page. On a Mac, simply print a short document. If the page comes out, you are done.

If this does not work

Work through these checks in order, from the quickest to the more involved:

1. Recheck the password. A single wrong character is the most common reason for failure. Try again slowly, watching for capital letters and symbols that look alike.
2. Restart everything. Turn off the printer, restart the router and wait for the internet to come back, then turn the printer on again and retry setup.
3. Move the printer closer. Thick walls, floors, microwaves and other electronics can weaken the signal. Test with the printer near the router.
4. Check the Wi-Fi band. If your printer only supports 2.4 GHz and your router combines both bands under one name, setup can sometimes struggle. Your router’s manual or support site will explain whether you can give each band its own name. Change router settings only if you are comfortable doing so.
5. Check the computer’s network. Make sure the computer or phone is on your main home network, not a guest network or a nearby network with a similar name. Guest networks often block devices from seeing each other.
6. Check for a VPN. If the computer uses a VPN (a service that routes your internet traffic through another server), it can sometimes stop the computer from finding devices on your home network. Check the VPN app’s settings for an option that allows local network access.
7. Update the printer’s firmware. Firmware is the software built into the printer itself. The manufacturer’s support site explains how to update it for your model, which can fix connection bugs.
8. Restore network settings on the printer. Many printers have an option to reset only their network settings, which clears an old network so you can start fresh. Check the manual for how this works on your model, as it may also erase other saved settings.

If the printer connects but later shows as offline, see how to fix a printer that says it’s offline. If you are unsure whether Wi-Fi is the best choice at all, compare the options in USB, Wi-Fi or Ethernet: how to choose a printer connection.

When to get professional help

Stop and contact the printer manufacturer’s support, or a qualified technician, if:

• The printer never detects any wireless networks, even right next to a working router
• Its wireless light or screen shows an error that the manual’s troubleshooting section does not resolve
• The printer connected fine for months and now cannot connect to any network after resets and firmware updates
• The printer is under warranty and you have followed the official steps without success

The manufacturer’s support site is the right place to start, because it has model-specific instructions and warranty information. If your other devices also have trouble staying on Wi-Fi, the problem may be the router, and your internet provider or the router’s manufacturer can help with that.

FAQ

Can every printer connect to Wi-Fi?

No. Many printers are USB-only or offer USB and Ethernet without wireless. Check the specifications on the box or the manufacturer’s site for terms like “wireless” or “Wi-Fi.” If your printer lacks Wi-Fi, a USB connection or an Ethernet cable to the router may still work.

Why can’t my printer see my 5 GHz network?

Many printers only support the 2.4 GHz band, so a network that is broadcasting only on 5 GHz will not appear for them. Check your printer’s specifications to see which bands it supports. If needed, make sure your router’s 2.4 GHz band is turned on.

Do I need to reconnect the printer if I get a new router?

Usually yes. The printer remembers the old network name and password, so it will not join a new router automatically unless the new network uses the exact same name and password. Run the wireless setup again with the new network details.

Is WPS safe to use?

The push-button method is reasonably convenient for a quick setup, but WPS has known weaknesses, especially the PIN version. If you choose to use it, use the button method and consider switching WPS off on the router afterward. Typing the password through the printer’s wizard or setup app avoids WPS entirely.

Do I need to install software after connecting the printer to Wi-Fi?

Not always. Windows and macOS can often print to a networked printer with built-in drivers. If you need extra features such as scanning or detailed print settings, download the software from the manufacturer’s official support site.