The fastest way to add a printer

Most printers connect to your computer in one of two ways: a USB cable plugged directly into your machine, or over your home WiFi network. USB is simpler and faster to set up — you plug in the cable, Windows or Mac finds the printer automatically, and you can print within a minute. WiFi takes a few more steps but lets you print from anywhere in your house without a cable running across the room.

Before you start, have your printer's model number handy — you'll find it on the printer itself, usually on the back or bottom. You may also need your WiFi password if you're connecting wirelessly. The exact steps depend on whether your printer is brand new or one you've used before on a different computer.

Key Takeaways

  • USB connection is the fastest method: plug the cable in, and most computers recognize the printer within 30 seconds without any extra software.
  • WiFi connection requires you to connect the printer to your network first using its control panel or a setup app, then add it to your computer.
  • If your computer doesn't find the printer automatically, visit the manufacturer's website and download the driver software for your specific printer model.
  • Once added, test the connection by printing a document or a test page from your printer's settings menu.

Adding a printer with a USB cable

Plug one end of the USB cable into the back or side of your printer and the other end into an available USB port on your computer. Wait 10 to 30 seconds. Your computer will search for and install the printer automatically — you'll see a notification when it's done.

On Windows, go to Settings > Devices > Printers & Scanners and look for your printer's name in the list. On Mac, go to System Settings > Printers & Scanners, click the plus button, and select your printer from the list. If your printer appears in either list, the connection is complete and you can print right away.

If your printer doesn't appear after a minute, your computer may need the manufacturer's driver software. Go to the printer maker's website (HP, Canon, Brother, Epson, Xerox, and others all have support pages), search for your exact printer model, and download the driver for your operating system. Run the installer, restart your computer, and try the USB connection again.

Connecting a printer over WiFi

First, connect the printer itself to your WiFi network. Most printers have a control panel with a menu button or touchscreen. Look for a WiFi or Network option, select your network name from the list, and enter your WiFi password using the printer's buttons or screen. Some newer printers have a WiFi button you hold down until a light blinks, which puts them in pairing mode — your computer can then find and connect to them directly.

Once the printer is on your WiFi network, go to your computer's printer settings. On Windows, go to Settings > Devices > Printers & Scanners, click "Add a printer or scanner," and wait for your printer to appear in the list. On Mac, go to System Settings > Printers & Scanners, click the plus button, and select your printer. Click "Add" and your computer will install the connection.

If your printer doesn't appear in the list, make sure both your printer and computer are on the same WiFi network — they won't see each other if one is on a guest network or a different band (2.4 GHz vs. 5 GHz). Check your printer's control panel to confirm which network it's connected to, and check your computer's WiFi settings to confirm you're on the same one.

When your computer doesn't find the printer automatically

If you've waited a full minute and your printer still doesn't appear, the manufacturer's driver software is usually the answer. Visit the printer maker's support website, enter your exact printer model number, and download the driver for your operating system and version (Windows 10, Windows 11, macOS 12, and so on — you can find your version in Settings).

Run the downloaded installer file and follow the on-screen prompts. The installer will often ask whether you want a USB or network connection — choose the one you're using. When it finishes, restart your computer. After the restart, go back to your printer settings and your printer should now appear in the list.

If you're still not seeing it, unplug the printer for 30 seconds, plug it back in, and wait another minute. Sometimes a fresh restart of the printer itself clears up connection problems. If the printer still doesn't show up after that, check that the USB cable isn't damaged or that your WiFi password is correct.

Testing your printer connection

Once your printer appears in your computer's printer list, print a test page to confirm everything is working. On Windows, go to Settings > Devices > Printers & Scanners, click your printer's name, and select "Print a test page." On Mac, go to System Settings > Printers & Scanners, select your printer, and click "Print Test Page."

If the test page prints, your connection is complete. If nothing comes out, check that the printer has paper, that it's turned on, and that it's not showing an error message on its control panel. Some printers pause printing if they detect a problem — clearing the error on the printer itself usually fixes it.

Removing a printer you no longer use

If you want to disconnect a printer from your computer, go to your printer settings, right-click or click and hold on the printer's name, and select "Remove device" or "Delete." This removes it from your computer's list but doesn't affect the printer itself — you can add it back anytime by following the steps above.

If you're replacing an old printer with a new one, remove the old one first, then add the new one. This prevents your computer from trying to print to the old printer by mistake.

Frequently Asked Questions

Do I need to install software to use a printer?

Not always. Most modern printers work with just the basic driver that Windows or Mac installs automatically. However, if your computer doesn't find the printer within a minute, or if you want to use special features like scanning or double-sided printing, download the full driver software from the manufacturer's website.

Can I use the same printer on multiple computers?

Yes. If the printer is connected over WiFi, add it to each computer the same way — it will connect to the same network. If it's USB, you can only plug it into one computer at a time, but you can move the cable between machines. For multiple computers to share one USB printer, you'll need a print server device or to leave one computer on and set it as the print host.

What if my printer is very old and my computer won't find it?

Visit the manufacturer's website and search for your printer model. If they no longer offer drivers for your operating system, try searching "[printer model] driver Windows 11" or "[printer model] driver macOS" — third-party sites sometimes host older drivers. If nothing works, the printer may not be compatible with your current operating system.

Why does my printer keep disconnecting from WiFi?

WiFi printers sometimes drop connection if they're far from the router or if the signal is weak. Move the printer closer to the router, or check that your router isn't set to disconnect devices that are idle. Some printers also need a firmware update — check the manufacturer's website for your model and follow their update instructions.

Can I print wirelessly if my printer only has a USB port?

Not directly. USB printers are wired only. However, if you leave a computer on and connected to the printer via USB, other computers on your network can print to it through that computer — this is called printer sharing. Set it up in your printer settings by right-clicking the printer and selecting "Printer properties" or "Sharing" (Windows) or "Sharing & Permissions" (Mac).