The fastest way to add a printer
Most printers connect in under five minutes using your computer's built-in setup. Plug the printer into power and your computer (via USB cable or Wi-Fi), then Windows or Mac will detect it automatically and install the basic driver — the software that lets your computer talk to the printer. You may see a notification pop up asking you to complete setup, or you can go to Settings and add it manually. The printer is then ready to use.
If your printer is older or the automatic setup does not work, you will need to download the driver from the manufacturer's website. This takes a few extra minutes but follows the same straightforward steps.
Key Takeaways
- Most modern printers connect automatically when you plug them in — Windows and Mac detect them and install basic drivers without you doing anything.
- USB connection is the simplest method for a printer sitting next to your computer; Wi-Fi connection works from anywhere in your home but requires the printer's network name and password.
- If automatic setup fails, download the driver from the printer manufacturer's website (HP, Canon, Epson, Brother, Xerox, etc.) and run the installer file.
- After the printer is added, print a test page from Settings to confirm it is working before you need it for a real document.
Adding a printer with a USB cable
USB is the most reliable connection method because the cable carries both power and data. Plug one end into the printer's USB port (usually on the back) and the other into an available USB port on your computer. Your computer will recognize the printer within 10 to 30 seconds.
On Windows, a notification may appear in the bottom right corner saying "Printer detected" or "Setting up device". Let it finish — this usually takes one to two minutes. On Mac, the printer appears in System Settings under Printers & Scanners automatically. In both cases, the printer is ready to use immediately after setup completes.
If nothing happens after two minutes, restart your computer. If the printer still does not appear, move to the "Driver download" section below.
Connecting a printer over Wi-Fi
Wi-Fi connection means you do not need a cable running across the room, and you can print from anywhere in your home. The printer must be within range of your Wi-Fi network and you will need your network password (the same one you use to connect your phone or laptop to Wi-Fi).
On the printer itself, look for a Wi-Fi or network button (check the manual if you cannot find it). Press it to enter Wi-Fi setup mode — the printer's screen will show available networks. Select your network name and enter your password using the printer's buttons or touchscreen. Once the printer connects, note the printer's name (usually shown on its screen or printed on a label).
On your computer, go to Settings and search for "Printers" (Windows) or open System Settings and click "Printers & Scanners" (Mac). Click "Add printer" or the plus button. Your computer will search for printers on the network and show your printer in the list. Select it and click "Add". The setup completes in one to three minutes.
Downloading and installing a driver manually
If your printer did not appear automatically after plugging it in or connecting to Wi-Fi, you need to download the driver from the manufacturer. Open a web browser and go to the support page for your printer brand — HP.com, Canon.com, Epson.com, Brother.com, or Xerox.com are the most common.
Search for your specific printer model (you can find this on a label on the printer itself or in the manual). Download the driver file for your operating system — make sure you choose Windows or Mac, and the correct version (Windows 10, Windows 11, macOS 12, etc.). The file will download to your Downloads folder.
Double-click the downloaded file to run the installer. Follow the on-screen instructions — you may be asked to choose between USB or network connection, and to select your printer from a list. Once installation finishes, your printer appears in Settings and is ready to use. Restart your computer if the installer asks you to.
Printing a test page to confirm it works
Before you print an important document, send a test page to make sure the printer is working correctly. This catches problems early when they are easy to fix.
On Windows, open Settings, go to Devices, then Printers & Scanners. Find your printer in the list, click it, and select "Print a test page". On Mac, open System Settings, click Printers & Scanners, select your printer, and click "Print Test Page". Your printer should produce a page with text and graphics within 10 to 30 seconds.
If the test page prints correctly, your printer is set up and ready. If nothing prints, check that the printer has paper and is turned on. If it still does not work, restart both the printer and your computer, then try the test page again.
Troubleshooting when the printer does not appear
If your printer does not show up after plugging it in or connecting to Wi-Fi, start with the simplest fixes. Make sure the printer is turned on and has paper inside. Check that the USB cable is plugged firmly into both the printer and computer, or that the printer is connected to the same Wi-Fi network as your computer (not a guest network).
Restart the printer by turning it off, waiting 10 seconds, and turning it back on. Then restart your computer. After both devices restart, check Settings again to see if the printer appears. If it does, you are done. If not, download the driver from the manufacturer's website as described above — this solves most remaining problems.
If you have downloaded the driver and the printer still does not appear, check the manufacturer's support page for your specific model. Some older printers need a USB cable even if they have Wi-Fi capability, or may require you to press a specific button during setup. The support page will have these details.
Setting a default printer if you have multiple
If you own more than one printer, your computer needs to know which one to use when you print. The default printer is the one that receives your print jobs unless you choose a different one at print time.
On Windows, open Settings, go to Devices, then Printers & Scanners. Find the printer you want to use most often, click it, and select "Set as default". On Mac, open System Settings, click Printers & Scanners, select the printer you want as default, and choose it from the "Default printer" dropdown at the bottom of the window.
You can always change the default printer later, or choose a different printer each time you print. When you print a document, look for a "Printer" dropdown in the print dialog and select whichever printer you want to use for that job.
Frequently Asked Questions
Do I need to install anything if the printer is brand new?
Most new printers work immediately when you plug them in via USB — Windows and Mac install basic drivers automatically. If you want advanced features like scanning or special paper settings, download the full driver from the manufacturer's website. But for basic printing, the automatic setup is enough.
Can I use a printer that is connected to someone else's computer?
Yes, if both computers are on the same Wi-Fi network. The printer must be set up for network printing (not just USB), and the other computer must have printer sharing turned on in its Settings. Search "printer sharing" in Settings on the computer the printer is plugged into. This is more complex than adding your own printer, so it is usually easier to connect the printer directly to your computer if you can.
What if I lose the printer driver disc that came in the box?
You do not need it. Download the driver from the manufacturer's website instead — it is usually newer than what is on the disc anyway. Go to the support page for your printer brand, search for your model number, and download the driver for your operating system.
Why does my printer print slowly or with poor quality after I add it?
Check that you downloaded the full driver from the manufacturer, not just the basic one Windows or Mac installed automatically. The full driver includes settings for paper type, print quality, and color. Also make sure your printer has enough ink or toner and that you are using the correct paper type for your document.
Can I add a printer without a disc or internet connection?
If you have internet access on any device, download the driver on that device, transfer it to a USB stick, and plug the stick into your computer to install it. If you have no internet access at all, you will need the original driver disc or to borrow a computer with internet to download the driver.