The basic steps to connect your printer

Most modern printers connect to WiFi through a menu on the printer itself, not through your computer. You'll use the printer's touchscreen or buttons to find the WiFi settings, select your network name, and enter your password. Once the printer has connected, your computer or phone will find it automatically on the same network.

The exact steps depend on your printer model, but the process is similar across brands like HP, Canon, Epson, and Brother. You're looking for a settings menu — often marked with a gear icon or labeled "Setup" — then a WiFi or Network option. Some printers also have a WPS button that lets you connect without typing your password, though this only works if your router supports WPS.

Key Takeaways

  • Access your printer's settings menu using its touchscreen or buttons, then select WiFi or Network settings to see available networks.
  • Enter your WiFi network name and password directly on the printer — not on your computer — to establish the connection.
  • Once connected, your computer or phone will see the printer on the network and you can set it as your default printer in your device's settings.
  • If your printer has a WPS button and your router supports WPS, you can press both buttons within two minutes to connect without typing a password.
  • Restart both your printer and router if the connection fails, then try again from the printer's WiFi menu.

Finding the WiFi settings on your printer

Look for a menu button on your printer — this is usually a gear icon, a hamburger menu (three horizontal lines), or a button labeled "Menu" or "Setup." Press it to open the settings. From there, look for options labeled "Network," "WiFi," "Wireless," or "Internet Settings." The exact wording varies by brand.

If your printer has a small touchscreen, you can tap through the menu. If it has physical buttons, you'll use arrow keys to navigate and an OK or Select button to choose options. Some older printers have a single LCD display with just a few lines of text — in these cases, the menu navigation is slower but follows the same pattern.

If you can't find a settings menu, check the printer's manual or search the manufacturer's website for your specific model number. You can usually find the model number on a sticker on the back or bottom of the printer.

Connecting to your WiFi network

Once you're in the WiFi settings, the printer will scan for available networks and show you a list. Find your network name (also called the SSID) in that list and select it. The printer will then prompt you to enter your WiFi password.

Type your password carefully — WiFi passwords are case-sensitive, meaning uppercase and lowercase letters are different. If you're not sure of your password, you can find it on the back or bottom of your router, or log into your router's settings through a web browser on your computer. Most routers have a sticker with the network name and password printed on them.

After you enter the password, the printer will attempt to connect. This usually takes 10 to 30 seconds. The printer will show a confirmation message — either "Connected," a checkmark, or a green light — when it succeeds. If it fails, double-check the password and try again.

Using WPS to connect without typing a password

If your printer and router both support WPS (WiFi Protected Setup), you can connect them without entering a password. Look for a WPS button on your printer — it's usually on the front panel or inside a menu. Your router also has a WPS button, typically on the back or bottom.

Press the WPS button on your printer first, then press the WPS button on your router within two minutes. The devices will exchange security information and connect automatically. This method is faster if it works, but it only functions if both devices support WPS, and some routers have WPS disabled by default for security reasons.

If WPS doesn't work, fall back to entering your password manually through the printer's WiFi menu. WPS is optional — the standard password method works just as well.

Setting up your computer or phone to use the printer

Once your printer is connected to WiFi, your computer needs to know it exists. On Windows, go to Settings > Devices > Printers & Scanners, then click "Add a printer or scanner." Windows will search for printers on your network and show your printer in the list. Click it and select "Add device."

On Mac, go to System Preferences > Printers & Scanners, click the plus sign, and select your printer from the list. On iPhone or iPad, most printers work automatically once they're on the same WiFi network — you don't need to add them manually. On Android, open your printer manufacturer's app (like HP Smart, Canon Print, or Epson iPrint) and follow the prompts to find your printer.

After you add the printer, set it as your default printer if you want it to be the one your computer uses automatically. On Windows, right-click the printer in Printers & Scanners and select "Set as default." On Mac, go to System Preferences > Printers & Scanners, select the printer, and click "Set default printer."

Troubleshooting a failed connection

If your printer won't connect to WiFi, the most common fix is to restart both devices. Turn off your printer completely, wait 30 seconds, and turn it back on. Do the same with your router — unplug it, wait 30 seconds, then plug it back in. Once both are running again, try connecting through the printer's WiFi menu.

If the printer still can't find your network, make sure your router is broadcasting its network name (SSID). Some routers have a setting to hide the network name for security. If yours is hidden, you can usually enter the network name manually in the printer's WiFi settings instead of selecting it from a list.

If the printer finds your network but won't accept the password, verify you're typing it correctly. Passwords are case-sensitive and often include numbers or special characters that are easy to mistype. If you're still stuck, restart the printer and try once more. If it continues to fail after multiple attempts, your printer may need a factory reset — check the manual for how to do this for your specific model.

Moving your printer or changing your WiFi

WiFi signals weaken with distance and through walls. If your printer is far from your router, it may connect but print slowly or drop the connection. Try moving the printer closer to the router, or move the router to a more central location in your home or office.

If you change your WiFi password or network name, your printer won't automatically update. You'll need to go back into the printer's WiFi settings, forget the old network, and connect to the new one using the same steps as before. Most printers have a "Forget Network" or "Remove Network" option in the WiFi menu for this purpose.

Frequently Asked Questions

Do I need to install software on my computer to use a WiFi printer?

Not always. Most modern printers work without installing anything — Windows and Mac have built-in drivers for common printer models. However, installing the manufacturer's software (like HP Smart or Canon's utility) gives you access to extra features like scanning, ink level monitoring, and automatic driver updates. Check your printer's manual to see if software is recommended.

Can I connect my printer to a 5GHz WiFi network?

Some printers support 5GHz, but many older models only work on 2.4GHz. Check your printer's manual or specifications to confirm. If your router broadcasts both bands, you can usually create a separate 2.4GHz network name (SSID) just for devices that need it, or ask your router to broadcast both bands under the same network name.

What if my printer keeps disconnecting from WiFi?

Move the printer closer to your router — weak signal is the most common cause. If that doesn't help, restart both devices and reconnect. Some printers also have a power-saving mode that disconnects WiFi when idle; check your printer's settings to turn this off if you want it to stay connected all the time.

Can I use my printer on a guest WiFi network?

Yes, but your computer and printer both need to be on the same network to communicate. If your router has a separate guest network, connect both your computer and printer to that guest network. If you want your computer on the main network and your printer on the guest network, they won't see each other.

Why does my printer show as offline even though it's connected to WiFi?

The printer is connected to the network, but your computer doesn't see it. Restart your computer and printer, then re-add the printer in your device's printer settings. If it still shows offline, check that both devices are on the same WiFi network and that no firewall is blocking communication between them.