How to Connect Your Mac to a Printer

The fastest way to connect your Mac to a printer

Most modern printers connect to your Mac through Wi-Fi, which means your printer and Mac need to be on the same network. Go to System Settings (or System Preferences on older Macs), click Printers & Scanners, then click the + button to add a printer. Your Mac will search for available printers on your network. Select yours from the list, and macOS will usually install the driver automatically. Once it appears in your printer list, you're ready to print.

If your printer doesn't appear in that list, the printer may not be connected to Wi-Fi yet, or it may be on a different network than your Mac. Check your printer's manual for how to connect it to Wi-Fi — most have a button or touchscreen menu for network setup. Some older printers use USB cables instead, which is simpler: just plug the cable into your Mac's USB port (or USB-C adapter if your Mac doesn't have USB-A), and macOS will detect it the same way.

Key Takeaways

Wi-Fi printers connect through System Settings > Printers & Scanners > +, and your Mac will usually download the driver on its own.
Your printer must be on the same Wi-Fi network as your Mac, which you can check in your printer's settings menu or touchscreen.
USB printers plug directly into your Mac and require no network setup, though they only work when the cable is connected.
If your printer doesn't appear after adding it, restart both your Mac and printer, then try again.
Some printers need a separate driver from the manufacturer's website if the automatic installation fails.

Setting up a Wi-Fi printer step by step

Before you start, make sure your printer is powered on and connected to your Wi-Fi network. Most printers have a settings menu on their touchscreen or control panel where you can see the network name (SSID) and connection status. If your printer isn't connected to Wi-Fi yet, use that menu to select your network and enter your Wi-Fi password.

On your Mac, open System Settings (on newer Macs running Ventura or later) or System Preferences (on older versions). Click Printers & Scanners on the left sidebar. Click the + button at the bottom of the printer list. Your Mac will search for printers on your network for about 30 seconds. When your printer appears, click it once to select it, then click Add. macOS will download and install the printer driver, which usually takes a minute or two.

Once the printer is added, it will stay in your Printers & Scanners list. When you print from any app, go to File > Print, and your printer will appear in the dropdown menu labeled Printer. Select it and click Print.

Connecting a USB printer to your Mac

USB printers are simpler because they don't need a network. Plug the USB cable into your printer and into a USB port on your Mac. If your Mac has only USB-C ports (like newer MacBook Air or MacBook Pro models), you'll need a USB-C to USB-A adapter, which Apple sells separately or you can find from other manufacturers.

Your Mac will recognize the printer within a few seconds and automatically search for the driver. Go to System Settings > Printers & Scanners, and your USB printer should already be listed. If it's not there after 30 seconds, try unplugging the cable, waiting 10 seconds, and plugging it back in. The printer will only work when the USB cable is connected — you can't print wirelessly with a USB-only printer.

What to do if your printer doesn't appear

If your printer isn't showing up in Printers & Scanners after you've added it, the most common reason is that it's not on the same Wi-Fi network as your Mac. Check your printer's display or settings menu to confirm it's connected to the correct network. Some printers create their own temporary network during setup, which can confuse things — make sure you've switched back to your main home or office network.

Restart both your Mac and your printer. Turn off the printer completely, wait 30 seconds, and turn it back on. Then restart your Mac. Go back to System Settings > Printers & Scanners and click the + button again. This often fixes temporary connection problems that happen when a printer loses its connection or your Mac hasn't refreshed its network list.

If your printer still doesn't appear, visit the manufacturer's website (HP, Canon, Brother, Epson, Xerox, and so on) and download the latest printer driver for your Mac's operating system. Run the installer, restart your Mac, and then try adding the printer again. Some older printers need this manual driver installation because macOS doesn't have their driver built in.

Installing a printer driver manually

If automatic driver installation fails, you can download the driver from your printer's manufacturer. Go to their support website, search for your printer model, and look for a section labeled Drivers, Downloads, or Software. Make sure you select the version for Mac, and check that it matches your Mac's operating system (you can find this by clicking the Apple menu and selecting About This Mac).

Download the driver file, which is usually a .dmg file. Double-click it to open it, then follow the on-screen instructions to install. You'll likely need to restart your Mac when the installation finishes. After the restart, go back to System Settings > Printers & Scanners and add your printer again — it should now appear in the list and be ready to use.

Printing from your Mac once the printer is set up

Once your printer is added to Printers & Scanners, printing is straightforward. Open the document or photo you want to print in any app. Go to File > Print (or press Command+P). A print dialog will open. In the dropdown menu at the top labeled Printer, select your printer. You can adjust the number of copies, page range, and other settings here. Click Print when you're ready.

If you want to save a document as a PDF instead of printing it, use that same File > Print menu and click the PDF dropdown button at the bottom left. Select Save as PDF. This creates a PDF file on your Mac without needing a physical printer, which is useful if you want to store a digital copy or email the document to someone else.

Removing a printer from your Mac

If you no longer use a printer or want to remove it from your list, go to System Settings > Printers & Scanners. Click the printer you want to remove, then click the − button at the bottom of the list. The printer will be removed immediately, though the driver files stay on your Mac. If you add the printer again later, it will work right away without needing to reinstall anything.

Removing a printer from your list doesn't affect the printer itself — it just stops your Mac from showing it as an option when you print. You can add it back anytime by going through the same + button process.

Frequently Asked Questions

Why does my printer show up in Printers & Scanners but won't print?

The printer is recognized but not responding. Restart your printer by turning it off completely for 30 seconds, then back on. If that doesn't work, remove it from Printers & Scanners by clicking the − button, restart your Mac, and add it again. Check that your printer has paper and isn't showing an error message on its display.

Can I print from my iPhone or iPad to a Mac printer?

Yes, if your printer supports AirPrint. On your iPhone or iPad, open the document or photo, tap Share or the action menu, select Print, and your printer should appear if it's on the same Wi-Fi network. Most modern printers support AirPrint, but check your printer's manual if you're unsure.

Do I need to install software from the printer manufacturer?

Not usually. macOS includes drivers for most common printers, so automatic installation works fine. You only need to download software from the manufacturer if your printer doesn't appear after adding it, or if you want extra features like scanning or maintenance tools that come with their app.

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

A driver is the essential software that lets your Mac communicate with the printer. Printer software is an optional app from the manufacturer that adds extra features like scanning, cleaning the print heads, or checking ink levels. You need the driver to print, but the software is optional.

Can I print wirelessly if I only have a USB printer?

No. USB printers only work when physically connected by cable. If you want wireless printing, you need a printer with Wi-Fi or Bluetooth built in. Some USB printers can be shared over a network if your Mac stays on, but that's more complicated than buying a Wi-Fi printer.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.