How to Connect a Printer to Wi-Fi and Your Laptop

In short

To connect a printer to Wi-Fi, you first join the printer itself to your home network, then add that network printer to each laptop or computer that will use it. This tutorial shows three ways to do the first part, depending on your printer, and then the second part for Windows and Mac. The one rule that solves most problems: the printer and the computer must be on the same Wi-Fi network.

Before you start

A wireless printer behaves like any other device on your home network. Once it has joined, every computer, tablet and phone connected to the same router can find it. That’s why a wireless printer setup has two separate jobs: connecting the printer to the router, and connecting your computer to the printer.

Have your Wi-Fi details ready. The network name (sometimes called the SSID) and password are case-sensitive, so copy them carefully. If you never changed them, they are often printed on a sticker on the router.

Check which kind of Wi-Fi your router uses. Many routers broadcast two bands, 2.4 GHz and 5 GHz, sometimes under different names. Many home printers can only join 2.4 GHz networks, so if your router shows two names, pick the one without “5G” in it for the printer. Our home network guide explains the bands in more detail.

If the printer is brand new, finish unpacking it and installing ink first; our printer setup tutorial covers that.

Key terms

• Router: the box that creates your home Wi-Fi network and connects it to the internet.
• SSID: the technical name for your Wi-Fi network name.
• WPS (Wi-Fi Protected Setup): a button-based way to join a device to a router without typing the password, on routers that support it.
• Network printer: a printer that is connected to your router rather than to one computer, so several devices can share it.
• IP address: the number your router gives each device so they can find each other, for example a printer’s address on a network configuration page.

Part 1: connect the printer to your Wi-Fi network

Use whichever of these methods your printer supports. If one fails, try the next.

Method A: the printer’s screen (Wireless Setup Wizard)

1. On the printer’s control panel, open the wireless or network settings. The menu is often called Wireless, Wi-Fi, Network or Wireless Setup Wizard, depending on the maker.
2. Choose the setup wizard. The printer scans for nearby networks and lists them.
3. Select your network name, then type the password using the on-screen keyboard. Take care with capital letters and symbols.
4. Confirm, and wait for the printer to report that it is connected.

Checkpoint: the printer shows a steady wireless light or a “connected” message. If it says the password is wrong, re-enter it slowly.

Method B: the WPS button

Use this if the printer has no screen and both the printer and the router support WPS.

1. Find the WPS button on your router. It may be labeled WPS or show two curved arrows.
2. Press and hold the printer’s wireless button until its light starts flashing. Your manual says how long to hold it, because this varies by model.
3. Within two minutes, press the WPS button on the router.
4. Wait until the printer’s wireless light stays on steadily.

Some newer routers and networks using only the latest security settings don’t support WPS. If nothing happens, use Method A or C instead.

Method C: the maker’s app

Many printers without a screen are set up with the maker’s free app on a phone or computer, for example HP Smart or Epson Smart Panel. Download it only from the maker’s official website or your device’s app store.

1. Put the printer into its setup or “network setup” mode as the manual describes.
2. Open the app and choose the option to add or set up a new printer.
3. Follow the prompts. The app usually passes your Wi-Fi details to the printer for you.

Part 2: connect the printer to your laptop or computer

Windows 11 and Windows 10

1. Make sure your laptop is connected to the same Wi-Fi network as the printer. Check the network icon on the taskbar.
2. Open Settings. In Windows 11, go to Bluetooth & devices > Printers & scanners; in Windows 10, go to Devices > Printers & scanners.
3. Select Add device (Windows 11) or Add a printer or scanner (Windows 10).
4. Choose your printer when it appears and select Add device.

Checkpoint: the printer shows in the list without “Offline” next to it. Windows may take a minute to install the driver.

5. If the printer doesn’t appear, select Add manually (Windows 11) or The printer that I want isn’t listed (Windows 10). Choose the option to add a printer using an IP address or hostname, and type the IP address shown on the printer’s network configuration page, which most printers can print from their network menu.

macOS

1. Check that the Mac is on the same Wi-Fi network as the printer.
2. Open System Settings > Printers & Scanners and click Add Printer, Scanner, or Fax.
3. Select the printer, check that Use shows AirPrint or a driver for your model, and click Add.

Sharing a USB printer (Windows)

If your printer has no Wi-Fi, you can still share it. Connect it by USB to one Windows computer, open the printer’s settings from Printers & scanners and turn on sharing in Printer properties on the Sharing tab. Other computers on the network can then add it, but the host computer must be switched on and awake for anyone to print.

Check that it worked

From your laptop, print a short document or a test page. In Windows, select the printer in Printers & scanners and choose Print a test page. Then walk the laptop to another room and print again: if that works, your wireless printer setup is complete and every device on the network can use it, including phones (see printing from a phone or tablet).

If something goes wrong

• The printer won’t accept the Wi-Fi password: retype it carefully, checking capital letters, and make sure you chose your own network and not a neighbor’s with a similar name.
• The printer can’t see your network: move it closer to the router for setup, and if your router has separate 2.4 GHz and 5 GHz names, choose the 2.4 GHz one.
• The printer is connected but the laptop can’t find it: check the laptop isn’t on a guest network or a different band name from the same router, then restart the printer, router and laptop in that order.
• It worked yesterday but now shows offline: see our step-by-step guide to a printer that’s offline or not printing.
• You changed your router or Wi-Fi password: the printer must be connected again using Part 1, because it still remembers the old details.
• A VPN app is running on the laptop: some VPNs hide devices on your home network; pause the VPN while printing or check its local network setting.

For model-specific steps, go to the support section of the printer maker’s official website and search for your exact model.

FAQ

Do I need a USB cable to set up a wireless printer?

Usually not. Most wireless printers can be set up from their own screen, the WPS button or the maker’s app. A few older models ask for a temporary USB connection during setup; their manual will say so.

Why does my printer only see some Wi-Fi networks?

Many home printers can’t use 5 GHz Wi-Fi. If your router broadcasts separate names for 2.4 GHz and 5 GHz, the printer will only list the 2.4 GHz one. Distance and thick walls can also hide networks.

Is WPS safe to use?

Pressing the WPS button on your own router for a short pairing is a common way to connect a printer. If you prefer not to use WPS, the screen or app methods do the same job with your password.

Can I connect a printer to Wi-Fi without a router?

Yes, if it supports Wi-Fi Direct. Your laptop joins the printer’s own network instead of your router, so it may lose internet access while connected. For everyday use, connecting through the router is more convenient.

Will my printer still work if I get a new router?

Not automatically. The printer remembers the old network’s name and password, so you need to repeat Part 1 with the new details. Each computer may also need the printer added again.