The fastest way depends on what you have

Most printers connect one of three ways: a USB cable plugged directly into your computer, a wireless connection over your home WiFi network, or Bluetooth for phones and tablets. Which one works for you depends on whether your printer has WiFi built in, whether you have a USB cable, and what device you're printing from. The good news is that once you pick the right method, the actual connection takes just a few minutes.

Before you start, find your printer's model number — it's usually on a sticker on the back or bottom of the machine. You'll need this to find the right driver software, which is the program that lets your device talk to the printer. Most modern printers work without a driver if you're just printing basic documents, but having the driver installed makes everything more reliable.

Key Takeaways

  • USB cable connections are the simplest if your computer is close to the printer, but they only work with that one computer.
  • WiFi connections let any device in your home print to the same printer, and you'll need your printer's model number and WiFi password to set it up.
  • Bluetooth works for phones and tablets but has a shorter range than WiFi and works best for occasional printing.
  • Installing the printer driver from the manufacturer's website makes printing more reliable than using the built-in system drivers.
  • If the connection fails, restarting both the printer and your device fixes the problem about half the time.

Connecting with a USB cable

A USB connection is the most straightforward method if your computer is within 10 feet of the printer. You need a USB cable — usually a Type-A to Type-B cable, which looks like a flat rectangle on one end and a small square on the other. Plug the flat end into your computer and the square end into the back of the printer.

On Windows, your computer will automatically detect the printer and install basic drivers. On a Mac, the printer should appear in System Preferences under Printers & Scanners within a minute. If it doesn't show up, restart both devices and try again. USB connections only work with the one computer you plugged in, so if you want to print from your phone or a different computer, you'll need to use WiFi instead.

Setting up a WiFi connection

WiFi printing lets anyone in your home print to the same printer from any device. First, check that your printer has WiFi — look for a WiFi symbol on the front panel or in the manual. If it does, you'll need to connect the printer to your home network using one of two methods: the printer's touchscreen menu or a setup app from the manufacturer.

On the printer itself, look for a Settings or WiFi menu. Select your home network name from the list, then enter your WiFi password using the printer's buttons or touchscreen. This can be slow, so take your time and double-check the password — printers are picky about capitalization and special characters. Once the printer shows it's connected, move to your computer or phone.

On Windows, go to Settings, then Devices, then Printers & Scanners. Click "Add a printer or scanner" and wait for your printer to appear in the list. Click it and follow the prompts. On a Mac, go to System Preferences, then Printers & Scanners, click the plus sign, and select your printer from the list. On an iPhone or iPad, go to Settings, then Printers & Scanners, and tap "Add Printer" — the printer must be on the same WiFi network as your device.

If your printer doesn't appear in the list, restart the printer and try again. If it still doesn't show up, check that both your device and printer are connected to the same WiFi network — some home networks have a separate guest network that won't work for printing.

Installing the manufacturer's driver software

The driver is software that translates what you want to print into instructions the printer understands. Windows and Mac have basic drivers built in, but the manufacturer's driver usually works better and gives you access to special features like double-sided printing or color settings.

To find the right driver, go to the printer manufacturer's website — common ones are HP, Canon, Epson, Brother, and Xerox. Search for your printer's model number, then look for a Downloads or Support section. Download the driver for your operating system (Windows or Mac) and the version you're running. Run the installer and follow the prompts. You'll usually need to restart your computer when it's done.

If you can't find your printer's model number, look on the back or bottom of the machine, or check the manual. If you've lost the manual, search online for "[your printer model] manual" and you'll usually find a PDF you can download.

Connecting a phone or tablet via Bluetooth

Bluetooth printing works for phones and tablets but only if your printer has Bluetooth built in — most do, but not all. Check your printer's manual or the manufacturer's website to confirm. Bluetooth has a shorter range than WiFi, usually about 30 feet, and works best when the printer and phone are in the same room.

On your phone or tablet, go to Settings and turn on Bluetooth. Your printer should appear in the list of available devices. Tap it to pair. Some printers will ask you to confirm the pairing on the printer itself — look for a button or menu option. Once paired, you can print from any app by opening the document, tapping Share or Print, and selecting your printer.

Bluetooth connections can be finicky, especially if your phone has paired with other Bluetooth devices. If printing fails, unpair the printer from your phone's Bluetooth settings, restart both devices, and pair them again.

Troubleshooting a connection that won't work

The most common fix is the simplest: restart both your device and the printer. Turn off the printer completely, wait 30 seconds, and turn it back on. Do the same with your computer or phone. This clears temporary glitches that prevent the connection from working.

If restarting doesn't work, check that your printer has paper and isn't showing an error message on its screen. An empty tray or a jam will prevent it from connecting. Next, make sure your device and printer are on the same network — if you're on a guest WiFi network and the printer is on your main network, they won't see each other.

For USB connections, try a different USB port on your computer. Some ports are faster or more stable than others. If you're using a USB hub, plug the cable directly into the computer instead — hubs sometimes don't provide enough power.

If you've installed the manufacturer's driver and it still won't work, uninstall it completely, restart your computer, and reinstall it. Drivers can get corrupted, and a fresh install usually fixes the problem. On Windows, go to Settings, Apps, and search for your printer's name, then click Uninstall. On a Mac, go to Applications, Utilities, and open Printer Setup Utility, then delete your printer from the list.

When to use each connection type

Use a USB cable if your computer is close to the printer and you're the only person who will print. It's the most reliable method and doesn't depend on your WiFi network. Use WiFi if multiple people in your home need to print, or if you want to print from your phone or tablet. WiFi is slightly less reliable than USB but much more convenient.

Use Bluetooth for phones and tablets only if your printer doesn't have WiFi, or if you're printing from somewhere far from your home network. Bluetooth is slower and has a shorter range, so it's best for occasional printing rather than regular use.

Frequently Asked Questions

Do I need to install a driver if my printer is connected to WiFi?

No, but you should. Your device's built-in drivers will let you print basic documents, but the manufacturer's driver gives you access to all the printer's features and usually prints more reliably. It takes five minutes to download and install, and it's worth doing once.

Can I print from my phone if my printer only has a USB cable?

Not directly. If your printer only connects via USB, you'd need to print to a computer that's connected to the printer, then retrieve the document from that computer. If you want to print from your phone, you'll need a printer with WiFi or Bluetooth built in.

Why does my printer keep disconnecting from WiFi?

Printers sometimes drop WiFi connections if they're too far from your router, if your WiFi password changed, or if the printer's software is outdated. Move the printer closer to the router, check that the WiFi password is still correct in the printer's settings, and visit the manufacturer's website to see if there's a firmware update available.

What's the difference between a printer driver and printer software?

The driver is the essential software that lets your device communicate with the printer. Printer software is extra programs the manufacturer includes, like scanning tools or photo printing apps. You need the driver, but the extra software is optional.

Can I connect the same printer to both USB and WiFi at the same time?

Yes. Some printers support both connections simultaneously, which means one computer can use the USB cable while another uses WiFi. Check your printer's manual to see if it supports this, and keep in mind that only one device should print at a time to avoid confusion.