How to Set Up a New Printer: A First-Time Guide

01Quick answer

To set up a new printer, unpack it completely (including the hidden tape and foam inside), install the ink or toner, load paper and let it finish its start-up routine. Then choose how it will connect, Wi-Fi or USB, add it on your computer and print a test page. This guide walks a first-time owner through each stage in order, with notes on where Windows and Mac differ.

02Before you start

• Keep the setup leaflet. It shows where your model’s packing pieces are and which setup method the maker recommends. The steps here explain what each stage is for; the leaflet shows your model’s exact buttons.
• Choose a spot near a power outlet on a flat, stable surface with space to open the paper trays and covers.
• Decide how you will connect. Wi-Fi lets several devices print without cables. USB is simpler for one computer. Some printers also support Ethernet (a network cable to the router).
• Use the supplies that came in the box first. Many printers come with setup cartridges intended for the first installation.

03Why this happens

New printers often “don’t work” for reasons that have nothing to do with a fault. The setup simply isn’t finished.

Usually simple to fix:

• A strip of packing tape or a foam block is still inside, stopping the print head or paper path from moving.
• A protective cap or tab was left on an ink cartridge or toner.
• The printer is still running its first-time preparation, which can take several minutes on some inkjets.
• The printer is set up on the network but hasn’t been added on the computer yet.

Needs the manufacturer or a repair service:

• The printer shows a persistent hardware fault on a brand-new unit after you have removed every packing piece shown in the leaflet.
• It arrived physically damaged or makes grinding noises from the first power-on.

For a new printer, the retailer or manufacturer’s official support is the right contact for these.

04Unpack and prepare the printer

1. Remove all outer packaging and tape. Look for coloured tape on every side, then open each door and tray shown in the leaflet and remove the foam and tape inside.
2. Connect the power cable and switch on. Plug it into a wall outlet rather than an extension strip if you can. On first start, many printers ask you to choose a language, country and the date.
3. Install the ink or toner. Follow the leaflet’s order. Remove any protective tape or caps from the cartridges but avoid touching the copper contacts or the nozzles. For laser printers, gently rock the toner cartridge from side to side if the leaflet says to.

   What you should see: the printer usually starts a preparation routine with noise and moving parts. Let it finish without switching it off.

4. Load paper. Slide the paper guides out, load a neat stack of plain paper, then slide the guides back so they touch the edges without bending the paper.
5. Print an alignment or test page from the printer if it asks. Some inkjets print a page and ask you to scan it to align the print head. Follow the on-screen steps.

05Connect it and print a test page

1. Connect to your network or computer. For Wi-Fi, follow our full guide on connecting a printer to Wi-Fi. For USB, wait until the software or the operating system asks before plugging the cable into the computer.
2. Add the printer on your computer. - Windows 10 or 11: open Settings, go to the Printers & scanners page (under Bluetooth & devices on Windows 11, or Devices on Windows 10), and choose to add a device. Windows usually installs a driver automatically. - Mac: open System Settings (System Preferences on older versions), choose Printers & Scanners, click the add button and pick the printer.
3. Install the maker’s software only if you need it. Basic printing usually works with the built-in driver. If you want features such as scanning tools or ink level alerts, download the maker’s software only from its official website. Our guide to finding the right printer driver shows how.
4. Print a test page. On Windows, open the printer from the Printers & scanners list and choose to print a test page. On a Mac, print a short document from any app.

   Did it print cleanly? If yes, the setup is complete. If the page is blank or streaky, see our guide to blank or faded pages. If nothing prints, check the printer appears in your computer’s printer list.

5. Set it as your default printer if you like, so it’s selected automatically when you print.

06Common mistakes to avoid

• Leaving the orange or blue packing tape deep inside the printer. Check every door the leaflet shows.
• Plugging in a USB cable before the setup software asks, which can leave a half-installed driver behind.
• Switching the printer off during its first preparation routine.
• Installing several different driver packages “just in case”. One working driver is enough.

07If it still doesn’t work

If the printer won’t finish preparing, shows a persistent error message, or still jams with every packing piece removed, stop and contact the retailer or the manufacturer’s official support. A new printer is normally covered by the manufacturer’s warranty, and opening parts not shown in the manual can affect that cover.

Have ready the model name, the serial number from the label, what the screen or lights show, and a note of what you have already tried.

08The short version

Unpack fully, install the supplies, load paper and let the printer prepare itself. Then connect it by Wi-Fi or USB, add it on your computer and print a test page. Most first-day problems are leftover packing material or a printer that hasn’t been added on the computer yet.

09FAQ

How long does a new printer take to set up?

It depends on the model and connection type. The physical setup usually takes a short while, but some inkjets spend several minutes preparing ink on first start. Let any preparation routine finish before you start printing.

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

Usually not. Windows and macOS include drivers for many printers, and the maker’s website has the latest software if you need extra features. Download it only from the manufacturer’s official site.

Why does my new printer say the cartridge is not recognized?

Check that all protective tape and caps are removed and that the cartridge is pressed firmly into the correct slot. If the message stays, check the leaflet to confirm the cartridge is the one intended for your model, and contact the manufacturer if it is.

Should I connect my new printer by USB or Wi-Fi?

USB is simple and reliable for one computer close to the printer. Wi-Fi is better if several people or phones need to print. Many printers support both, so you can change later.