How to Add a Printer in Windows and macOS

01Key takeaway

To add a printer to Windows, open Settings, go to Bluetooth & devices, then Printers & scanners, and choose to add a device; on a Mac, open System Settings, then Printers & Scanners, and click the add button. Both systems can usually find networked and USB printers automatically and install a suitable driver. If yours doesn’t appear, the cause is usually the connection, not the computer.

02Terms used in this guide

• Driver: software that tells the computer how to communicate with a specific printer and which features it has.
• Default printer: the printer your apps choose automatically when you print.
• IP address: the printer’s numeric address on your network, shown on its network status page.
• Print queue: the list of jobs waiting to be printed on a particular printer.
• AirPrint: Apple’s built-in printing technology, which lets Macs use many printers without extra drivers.

03Before you start

Make sure the printer itself is ready. It should be on, with paper loaded and no error messages. For a network printer, print a network status page from its settings menu: it should show that it is connected, along with its IP address. If it isn’t connected, follow connecting a printer to Wi-Fi first. For USB, have a suitable cable; some printers don’t include one.

Connection types compared

04Add a printer in Windows 11

1. Open the printer settings. Select Start, then Settings, then Bluetooth & devices, then Printers & scanners.
2. Add a device. Next to “Add a printer or scanner”, choose Add device. Windows searches your network and USB ports.
3. Choose your printer. When it appears, select Add device next to it. Windows downloads and installs a driver, often through Windows Update.
4. Wait for the status. The printer appears in the list. Selecting it opens its page, where you can manage the queue and settings.
5. Print a test page. On the printer’s page, choose the option to print a test page.

You should see: a test page with Windows printer details. If the printer doesn’t appear in step 3, choose the option for a printer that isn’t listed (Windows offers one), which lets you add it by IP address or other methods. Microsoft’s support article walks through each option.

Getting full features in Windows

The driver Windows installs usually handles printing well. For scanning, ink level reports or advanced options, the manufacturer may provide an app or full software package. Download it only from the manufacturer’s official support site, using your exact model, or get it from the Microsoft Store if the manufacturer publishes it there. Don’t use third-party “driver updater” tools.

05Add a printer on a Mac

1. Open the printer settings. Choose the Apple menu, then System Settings, then Printers & Scanners. (Older macOS versions call this System Preferences.)
2. Click Add Printer, Scanner or Fax (or the add button). A window lists printers on your network and connected by USB.
3. Select your printer. macOS shows how it will be used, often AirPrint or a manufacturer driver.
4. Click Add. If macOS offers to download software for the printer, it comes through Apple’s software update service.
5. Print a test document. Open any document, choose File, then Print, and select the printer.

You should see: the printer in the Printers & Scanners list and a clean printout. If the printer isn’t listed, macOS can add it by IP address from the same window; Apple’s guide explains the options.

06If the printer isn’t found, and choosing a default

• Same network? Laptops on a guest network or a different Wi-Fi name can’t see a printer on the main network.
• Restart in order. Turn off the printer, restart the computer, turn the printer back on, then try again.
• Use the IP address. Both Windows and macOS can add a printer by its IP address, shown on the network status page.
• USB issues. Try a different port and cable. Plug directly into the computer rather than through a hub or dock.
• Remove old entries. If an old copy of the printer is listed, remove it, then add the printer again.

If jobs get stuck after adding the printer, see printer not printing or jobs stuck in the queue.

Setting a default printer

In Windows, the setting “Let Windows manage my default printer” makes Windows choose the last printer you used. Turn it off on the Printers & scanners page if you want a fixed default, then select your printer and choose Set as default. On a Mac, the Printers & Scanners page has a default printer menu where you can choose your printer or the last one used.

07When to get more help

If the printer is connected but neither Windows nor macOS can install a working driver, check the manufacturer’s support site for your exact model and operating system version. Some older printers aren’t supported on newer systems; the manufacturer can confirm. If your computer is managed by an employer or school, ask its IT team, since adding printers may be restricted.

08Common questions

Do I need to install the manufacturer’s software?

Not always. Windows and macOS often install a working driver automatically. The manufacturer’s software adds extras such as scanning tools and ink level alerts.

Why does my printer appear twice?

Windows may list the same printer twice, for example once by name and once with a “copy” label, or once over Wi-Fi and once over USB. Use the one that works and remove the other.

Can I add the same printer to several computers?

Yes. Add it on each computer. A network printer can be used by every device on the same network.

My laptop has no USB-A port. What can I use?

Use a USB-C to USB-B cable or adapter that suits your printer, or connect the printer to Wi-Fi instead.