How to set up a Wi-Fi printer — step by step

Unboxing a new printer is exciting — connecting it to Wi-Fi less so. For most models, though, it’s a five-to-ten-minute job if you follow the steps in the right order. Here’s how.

What you’ll need

• Your Wi-Fi network name (SSID) and password
• The printer plugged in and powered on
• A Windows PC, Mac, or smartphone

Step 1: Connect the printer to your Wi-Fi network

Most modern printers have a small touchscreen or button menu for setting up Wi-Fi.

1. Turn the printer on and wait for it to finish starting up.
2. On the display, navigate to Settings > Network > Wi-Fi Setup (the exact wording varies by brand).
3. Select your Wi-Fi network from the list.
4. Enter your Wi-Fi password using the on-screen keyboard.
5. Wait for the confirmation: “Connected” or a green indicator light.

No display on your printer? Look for a WPS button. Press it on the printer and then on your router — the connection is set up automatically. Note that not all routers support WPS.

Step 2: Add the printer to your computer

On Windows:

1. Go to Start > Settings > Bluetooth & devices > Printers & scanners.
2. Click Add device. Windows will automatically search for available printers.
3. Select your printer and click Add device.
4. Windows will install the required driver automatically.

On Mac:

1. Go to System Settings > Printers & Scanners.
2. Click the + button at the bottom of the list.
3. Select your printer and click Add.

Step 3: Install the manufacturer’s app (optional but useful)

HP has HP Smart, Epson has Epson Connect, Canon has PRINT Inkjet/SELPHY. These apps let you print from your smartphone, check ink levels, and send scans directly to your computer.

Common problems

• Printer not found? Make sure the printer and your computer are on the same Wi-Fi network. If you have both a 2.4 GHz and a 5 GHz network at home, both devices need to be on the same one.
• Connection drops after restart? Assign your printer a fixed IP address via your router settings (DHCP reservation). This ensures it always gets the same address.
• Missing drivers? Visit the manufacturer’s website (hp.com, epson.com, canon.com) and download the driver for your model and Windows version.

Printing from your smartphone

iPhone: Use AirPrint — no extra app needed if your printer supports it. In any document, tap Share > Print.

Android: Use Mopria Print Service (free on the Play Store) or your printer brand’s own app.

With a little patience, your printer will be up and running in no time. If you also want to set up scanning to your PC, you’ll usually find that option in the same manufacturer app.

Need help? DeskCare helps with printers and Wi-Fi problems — remotely or on-site.

Is the printer connected but your Wi-Fi generally unstable? See how to fix Wi-Fi problems in your home office.