How to Add a Printer to a Windows PC or Mac

01Quick answer

To add a printer, open your computer’s printer settings (Printers & scanners on both Windows and Mac), let it search, and select your printer from the list. A USB printer usually appears as soon as it is plugged in and switched on; a network printer appears if it is on the same Wi-Fi as the computer. This guide covers both, plus what to do when the printer isn’t listed, for people adding a printer to a new laptop or a second computer.

02Before you start

• Make sure the printer works on its own. It should be switched on, show no error messages and have paper loaded.
• For a network printer, check it is on your Wi-Fi. If it isn’t yet, follow our guide to connecting a printer to Wi-Fi first.
• Confirm the computer is on the same network as the printer, not a guest network.
• Close other setup programs that might be trying to install the same printer.

03Why this happens

Adding a printer usually just works. When it doesn’t, the computer simply can’t see the printer or doesn’t have the right driver for it.

Usually simple to fix:

• The printer and the computer are on different networks or Wi-Fi bands.
• The USB cable is loose, plugged into a hub that lacks power, or faulty.
• The search finished before the printer had fully started.
• An older half-installed copy of the printer is confusing the computer.

Needs the manufacturer or a repair service:

• The printer isn’t detected over USB on several computers and with a known good cable.
• The printer’s network features have stopped working entirely after restarts.

04Add the printer on Windows

1. Open Settings. On Windows 11, choose Bluetooth & devices, then Printers & scanners. On Windows 10, choose Devices, then Printers & scanners.
2. Select Add device on Windows 11, or Add a printer or scanner on Windows 10. Windows searches for USB and network printers.
3. When your printer appears, select Add device next to it (or select it and choose Add device). Windows downloads and installs a driver if needed.

   What you should see: the printer appears in the Printers & scanners list. Open it and print a test page.

4. If the printer isn’t listed, wait a minute and search again. Then select the option that says the printer you want isn’t listed. This opens a manual option where you can add a printer by its IP address (the printer’s address on your network) or choose from older printer types.
5. To add by IP address, print a network configuration page from the printer (your manual explains how) and find the IP address on it. Enter that address in the manual add option and follow the prompts.

05Add the printer on a Mac

1. Open System Settings and choose Printers & Scanners. On older versions of macOS, open System Preferences and choose Printers & Scanners.
2. Click the button to add a printer (depending on your macOS version it is labelled with “Add” or shown as a plus sign) to open the list of available printers.
3. Select your printer from the list. macOS chooses a driver automatically, often listed as AirPrint or the manufacturer’s name under Use.
4. Click Add, then print a short document to test.

   Did it print? If yes, you’re done. If not, check the printer is shown as idle rather than paused in the Printers & Scanners list.

5. If the printer isn’t listed, click the IP option in the add window and enter the printer’s IP address from its network configuration page. Choose the protocol your manual recommends if asked.

06Common mistakes to avoid

• Adding the same printer several times. If you have duplicates, keep the one that works and remove the others.
• Using a USB hub without its own power supply for a printer. Plug directly into the computer while you test.
• Typing the printer’s name into the IP address box. You need the numeric address from its network page.
• Installing unofficial driver packs when Windows or macOS can’t find the printer. Use only Windows Update, Apple’s updates or the manufacturer’s official website.

07If it still doesn’t work

If the printer still won’t appear, try a different USB cable and port, restart the printer, router and computer, then search again. Our guide to installing or updating a printer driver helps when Windows or macOS finds the printer but can’t install it. If a network printer appeared before but now shows offline, see our printer offline guide.

If no computer can detect the printer by USB or network, contact the manufacturer through its official support website with the model name, serial number and the operating system you use.

08The short version

Open Printers & scanners, let your computer search, and add the printer it finds. If it isn’t listed, check that both devices share a network or a good USB connection, then add it by IP address. A test page confirms everything is working.

09FAQ

Why does my printer show up twice in the list?

The computer may have found it over two connections, such as USB and Wi-Fi, or through two different services. Print a test page from each, keep the one that works reliably and remove the other.

Do I need the manufacturer’s software to add a printer?

Often not. Windows and macOS include drivers for many common printers. The manufacturer’s software can add features like scanning tools or ink alerts; download it only from the maker’s official website.

Where do I find my printer’s IP address?

Most network printers can print a network configuration or status page from their settings menu or by a button combination described in the manual. Some also show the address on their screen under network or wireless settings.

Can I add a printer to a Mac and a Windows PC at the same time?

Yes. A network printer can be added on as many computers as you like, whatever operating system they use. Each computer installs its own driver.