How to Set Up a New Printer, Step by Step

Quick answer

To set up a new printer, unpack it fully, plug it in, install the ink or toner and load paper, then connect it to your computer by USB cable or to your home Wi-Fi. Finally, add it in Windows or macOS and print a test page. This guide is for anyone setting up a printer for the first time, such as a family adding a printer for school homework or a home office replacing an old model.

Before you start

Setting up a new printer goes smoothly if you prepare a few things first:

• Pick a good spot. Place the printer on a flat, stable surface with room to open its covers and paper trays. If you plan to use Wi-Fi, a spot with a decent signal helps.
• Read the quick-start sheet. Most printers include a short illustrated sheet with the exact order of steps for that model. Where it differs from this guide, follow the sheet.
• Decide how you will connect. USB is the simplest for one computer. Wi-Fi lets several devices share the printer. If you are unsure, see USB, Wi-Fi or Ethernet: how to choose a printer connection.
• Don’t plug in the USB cable yet. Some manufacturers ask you to install their software before connecting the cable. Check your quick-start sheet.
• Keep it unplugged while you unpack. Remove packing material before you connect power.

Setting up a new printer

The steps below follow the order most printers use. Button names, menus and the way you install cartridges vary by model, so keep your manual nearby.

Step 1: Unpack and remove all packing material

1. Lift the printer out of the box and set it in its new spot.
2. Remove all tape, foam and plastic film from the outside. Manufacturers often use brightly colored tape so it is easy to spot.
3. Open every cover, door and tray, and look for more tape or cardboard inside. Leftover packing material is a common cause of paper jams and error lights on a brand-new printer.
4. Keep the box and packing pieces for a while in case you need to return or move the printer.

Step 2: Power on and install ink or toner

1. Connect the power cord to the printer and a wall outlet, then turn the printer on.
2. If the printer has a screen, choose your language and region when asked.
3. Open the cartridge access door. On many inkjet printers the cartridge holder moves into position automatically.
4. Remove the protective tape or cap from each cartridge as shown in the manual. Avoid touching the copper contacts or the ink nozzles.
5. Insert each cartridge in the slot that matches its color until it clicks or settles into place, then close the door. Many laser printers need you to remove a packing strip from the toner cartridge and slide it back in.
6. Let the printer finish its first-time startup. Inkjet printers may spend several minutes preparing the ink system. Don’t turn it off during this time.

Step 3: Load paper and run alignment

1. Pull out the paper tray, slide the guides outward and load a stack of plain paper.
2. Move the guides so they touch the edges of the stack without bending it, then push the tray back in.
3. If the printer offers to print an alignment page, let it. Some models ask you to scan that page on the glass to finish calibration.

Step 4: Connect the printer

For a USB connection, install any software the quick-start sheet asks for first, then connect the cable between the printer and the computer. Windows and macOS usually detect the printer within a minute.

For a Wi-Fi connection, use the wireless setup wizard on the printer’s control panel or the manufacturer’s setup app. The full walkthrough, how to connect a printer to Wi-Fi, covers every method, including WPS.

Step 5: Add the printer to your computer

On Windows 11:

1. Open Settings, then Bluetooth & devices, then Printers & scanners.
2. Select Add device and wait for your printer to appear.
3. Select Add device next to your printer.

On macOS:

1. Open the Apple menu, choose System Settings, then Printers & Scanners.
2. Click the button to add a printer, scanner or fax.
3. Select your printer and click Add.

If the printer does not appear, see how to add a printer to a Windows PC or Mac for manual options.

Step 6: Print a test page and get software

Print a short document to confirm everything works. Windows and macOS often include a basic driver (the small program that lets your computer talk to the printer). For scanning or full features, download the software for your exact model from the manufacturer’s official support site. You can also register the printer there for warranty information if you wish.

If this does not work

Try these steps in order:

1. Look again for packing material. Check inside every cover and behind the paper tray for tape or cardboard.
2. Reseat the cartridges. Take each one out and put it back firmly in the correct color slot. Make sure all protective tape is removed.
3. Restart the printer and computer. Turn both off, wait a minute, then turn them back on.
4. Try a different USB port or cable. Plug directly into the computer rather than a hub.
5. Check for updates. Run Windows Update on a PC, or check for macOS updates on a Mac. Updates can include printer drivers.
6. Install the manufacturer’s driver. If the built-in driver does not work, follow how to install or update a printer driver safely using only the manufacturer’s official site.

When to get professional help

Stop and contact the manufacturer’s support if:

• The printer shows an error message or blinking lights that the manual does not explain or that stay after a restart
• It makes grinding or clicking noises, or a part appears broken or loose
• It will not power on at all with a known working outlet
• It arrived damaged

A new printer is normally under warranty, so the manufacturer is the right first contact. Don’t open the printer beyond the covers the manual tells you to use, as this can be unsafe and may affect your warranty.

FAQ

Do I need to install the CD that came with my printer?

Usually not. Many computers no longer have disc drives, and the software on the disc may be out of date. Download the current software for your model from the manufacturer’s official support site instead.

Can I use cartridges from another brand in my new printer?

That depends on the printer and the cartridge. The manual lists the cartridges designed for your model. Some printers may show warnings with cartridges they don’t recognize, so check the manufacturer’s information before buying.

Why does my new printer use ink right away?

Many inkjet printers use some ink during first-time setup to prepare the print heads. This is normal and only happens at the start. The cartridges that come in the box are sometimes smaller starter cartridges too.

Do I need an account to use my new printer?

Not always. Some setup apps encourage you to create an account for extra features. Basic printing over USB or Wi-Fi often works without one, but check what your model requires.

How long does it take to set up a new printer?

For most home printers, plan on about half an hour, including unpacking and the first-time ink preparation. Wi-Fi setup can take a bit longer if you need to look up your network password.