How to Connect a Printer to Wi-Fi

01Quick answer

To connect a printer to Wi-Fi, you join the printer to the same wireless network your computer uses, then add the printer on each computer or phone that needs it. Most home printers offer at least one of four ways to join: a menu on the printer’s own screen, the manufacturer’s setup app, the WPS button on your router, or a short USB connection during setup. This guide covers all four, then shows how to add the printer on Windows and Mac and what to do when it won’t connect.

Diagram

One network, three devices

02Before you start

• Finish the basic setup first. Remove packing tape, install the ink or toner, load paper and let the printer complete any start-up routine. If you haven’t done that yet, follow our first-time printer setup guide.
• Write down your Wi-Fi name and password exactly. Passwords are case-sensitive: a capital letter typed as a small one is the most common reason a printer refuses to join.
• Put the printer within reasonable range of the router for setup. You can move it later once it works.
• Check the router’s bands. Many routers broadcast two bands: 2.4 GHz (longer range, supported by almost every printer) and 5 GHz (faster, shorter range, not supported by some printers). If your printer can’t see your network, the band may be why.
• Only download setup software from the printer maker’s official website or your device’s app store. Avoid download sites that offer “all-in-one printer drivers”.

03Why this happens

When a wireless setup fails, it’s usually because the printer and the computer have not ended up on the same network, or one of them can’t reach the router.

Usually simple to fix:

• The Wi-Fi password was mistyped on the printer’s small screen or keypad.
• The printer only supports 2.4 GHz and the network it was offered is 5 GHz only.
• The computer is connected to a guest network or a neighbour’s network, while the printer is on your main network.
• The printer is too far from the router, or behind thick walls or appliances.
• A setup window timed out, for example a WPS window that closed before the printer joined.

Needs the manufacturer or a repair service:

• The printer’s wireless feature doesn’t switch on at all, or no networks ever appear after a restart and a reset of network settings.
• The printer reports a hardware or wireless fault on its screen that persists after a restart.

04Get the printer and network ready

1. Restart the router and the printer. Switch the printer off, unplug the router for about 30 seconds, plug it back in and wait until its lights settle. Then switch the printer back on.

   This clears temporary glitches on both devices. Our router basics guide explains what normal router lights look like.

2. Confirm your computer or phone is on the right network. Open its Wi-Fi settings and check the network name. It should be your main home network, not a guest network.
3. Find the printer’s wireless settings. On printers with a screen, look for a wireless, network or settings icon. On printers without a screen, there is usually a Wi-Fi button with a light. Your printer’s manual shows which one you have.

05Choose your connection method

Your printer may support one or several of these methods. The manufacturer’s setup leaflet usually recommends one: start with that.

Method 1: The printer’s control panel

This works for printers with a screen.

1. On the printer, open the wireless or network settings and choose the wireless setup wizard (the name varies by brand).
2. Wait while the printer searches. It should show a list of nearby network names.
3. Select your network and type the password using the on-screen keyboard. Take your time and check upper and lower case.
4. Confirm. Most printers show a success message, and the Wi-Fi light stays on rather than blinking.

   Did it connect? If yes, go to the section on adding the printer to your computer. If the printer says the password is wrong, re-enter it slowly. If your network isn’t listed, see the problems section below.

Method 2: The manufacturer’s app

Many current printers are set up through the maker’s app on a phone or computer. The app finds the new printer (often over a temporary direct connection or Bluetooth) and passes it your Wi-Fi details.

1. Download the app named in your printer’s setup leaflet from your phone’s app store or the manufacturer’s official website.
2. Keep your phone connected to your home Wi-Fi, and allow the permissions the app asks for, such as location or Bluetooth, which many apps need to find nearby printers.
3. Choose to add or set up a new printer and follow the prompts. The app will usually ask you to confirm your network and enter its password.
4. When the app reports success, print its test page if it offers one.

Some apps ask you to create an account. Whether that is optional depends on the manufacturer and model; check the app’s screens carefully before agreeing to extra services.

Method 3: WPS (push-button setup)

WPS, short for Wi-Fi Protected Setup, lets a device join a network when you press a button on the router and on the device within a short time window. Not every router or printer supports it, and some routers have it switched off.

1. Start WPS on the printer first, using its Wi-Fi button or the WPS option in its wireless menu. Your manual shows the exact steps for your model.
2. Within the time window your manual states, press the WPS button on the router. It is often marked with “WPS” or a symbol of two curved arrows.
3. Wait for the printer’s Wi-Fi light to stop blinking and stay on, or for a success message.

If nothing happens, the router may not support WPS or may have it turned off. Use another method rather than changing router security settings.

Method 4: USB-assisted setup

Some printers can borrow a computer’s connection during setup. The manufacturer’s software asks you to connect a USB cable briefly, copies your Wi-Fi settings to the printer, then tells you to unplug the cable.

1. Run the manufacturer’s setup software on a computer that is already on your Wi-Fi.
2. Choose the wireless connection type when asked, and connect the USB cable only when the software tells you to.
3. Unplug the cable when prompted. The printer should now be on the network.

06Add the printer to your computer and test it

Joining the printer to Wi-Fi is half the job. Each computer that will print needs to add the printer too.

On Windows 10 or 11

1. Open Settings. On Windows 11, go to Bluetooth & devices, then Printers & scanners. On Windows 10, go to Devices, then Printers & scanners.
2. Select Add device (Windows 11) or Add a printer or scanner (Windows 10). Windows searches the network.
3. When your printer appears, select it and add it. Windows usually installs a suitable driver automatically. A driver is the software that lets the computer talk to the printer.
4. Open the printer from the same list and print a test page.

On a Mac

1. Open System Settings (or System Preferences on older versions of macOS) and choose Printers & Scanners.
2. Click the add button, choose your printer from the list, and click Add.
3. Print a test page from any app using File, then Print.

If your printer doesn’t appear on either system, our guide to adding a printer on Windows or Mac covers adding it by IP address and other options.

07Common mistakes to avoid

• Typing the Wi-Fi password in a hurry on the printer’s small keypad. Check each character before confirming.
• Running setup while the computer is on a guest or neighbour’s network.
• Downloading “universal” printer software from unofficial sites. Use the maker’s website, Windows Update or your Mac’s built-in support.
• Moving the printer to a far corner before you have confirmed it works near the router.
• Changing the router’s security settings to make an old printer connect. Keep your network protected with a strong password.

08If it still doesn’t work

Work through these checks before contacting anyone:

• Your network isn’t listed on the printer: it may only broadcast on 5 GHz, or be hidden. Check your router’s settings or ask whoever manages it whether a 2.4 GHz network is available.
• The printer joined but the computer can’t find it: confirm both devices are on the same network name. Then see our printer offline guide.
• It worked before and stopped: restart the printer, the router and the computer in that order, and print the printer’s network report if it can produce one. The report shows which network it is connected to.

If the printer never detects any network after a restart, or reports a wireless or hardware fault, contact the printer manufacturer through the support section of its official website. Have the model name, serial number (on the label) and a description of what the screen or lights show.

09The short version

Join the printer to the same Wi-Fi network as your computer using the method your manual recommends, then add the printer on each computer and print a test page. Most failures come down to a mistyped password, the wrong band or the two devices being on different networks.

10FAQ

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

Usually not. Most wireless printers can join Wi-Fi from their own screen, a phone app or WPS. Some setup programs ask for a USB cable briefly to copy your network settings, and then tell you to unplug it.

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

Many home printers only support the 2.4 GHz band. If your router broadcasts both bands under the same name, the printer will normally pick 2.4 GHz automatically. If the bands have separate names, choose the 2.4 GHz one for the printer.

Do I have to connect the printer to Wi-Fi again if I get a new router?

Yes. The printer remembers the old network name and password. Run the wireless setup again with the new details, then check that it still appears on your computers.

Can several computers use the same wireless printer?

Yes. Once the printer is on your network, add it on each computer and phone that needs it. Each device installs its own driver.