Add Printers – Home and Network.

 

Audience – Tier 1, Tier 2

 

Description:

          This guide explains how setup printers for home or office use.

 

Procedure: 

Option # 1 Apple Computer

Add a USB printer

For most USB printers, all you have to do is update your software and then connect the printer to your Mac. macOS automatically detects the printer and downloads any necessary software. For other printers, you may have to complete a few steps to add the printer.

  1. On your Mac, update your software: Choose Apple menu  > System Preferences, click Software Update, then install any software updates listed. Even if no updates appear, this ensures that macOS has the latest information about printer software it can download from Apple. If you don’t do this, you may see a message that software isn’t available when you connect your printer.
  2. Prepare your printer: Use the instructions that came with your printer to unpack the printer, install ink or toner, and add paper. Turn on the printer and make sure it’s not displaying any errors.
  3. Connect your printer: Connect the USB cable to your Mac. If you see a message prompting you to download new software, make sure to download and install it.

Important: If your Mac has a single USB-C port, use a multiport adapter. Connect the printer, then connect a USB-C cable to a power supply to prolong the battery life of your Mac. See About USB-C.

 

Add a Wifi or Network Printer

If your Mac and printer are already connected to the same Wi-Fi network, the printer might be available to you without any setup. To check, choose File > Print, click the Printer pop-up menu, choose Nearby Printers or Printers & Scanners preferences, then choose your printer. If your printer isn’t available, you can add it.

  1. On your Mac, update your software (if you don’t have an AirPrint printer): Choose Apple menu  > System Preferences, click Software Update, then install any software updates listed. Even if no updates appear, this ensures that macOS has the latest information about printer software it can download from Apple. If you don’t do this, you may see a message that software isn’t available when you connect your printer.

If you have an AirPrint printer, you don’t need to check for software updates.

  1. Prepare your printer: Use the instructions that came with your printer to unpack the printer, install ink or toner, and add paper. Turn on the printer and make sure it’s not displaying any errors.
  2. Connect your printer: Follow the instructions that came with the printer to connect it to the network.

If you have a Wi-Fi printer, you might need to connect the printer to your Mac with a USB cable to set up Wi-Fi printing. After connecting the printer to your Mac, install the Mac software that came with the printer and use the printer’s setup assistant to connect the printer to your Wi-Fi network. After setting up, you can disconnect the cable from your printer and Mac, and the printer should remain connected to the Wi-Fi network. See the Apple Support article Connect an AirPrint printer to a Wi-Fi network.

  1. Add the printer to your list of available printers: Choose Apple menu  > System Preferences, then click Printers & Scanners.

The Printers & Scanners dialog shows options for setting up a printer and a printers list with Add and Remove buttons for adding and removing printers at the bottom.

If you don’t see your printer listed on the left, click the Add button Icon Description automatically generatedat the bottom of the list. A dialog appears listing printers on your local network. It may take a minute or two for your printer to appear. Select your printer when it appears in the list, then click Add. If you see a message prompting you to download new software, make sure to download and install it.

If your printer still doesn’t appear in the list, try adding the printer by its IP address (see below).

When you add a printer, macOS can usually detect whether the printer has special accessories installed, such as additional paper trays, extra memory, or a duplex unit. If it can’t, a dialog appears that lets you specify them. Make sure the settings in that dialog accurately reflect your printer’s installed accessories so you can take full advantage of them.

Add a network printer by its IP address

If a network printer you want to use isn’t in the list of available printers, you can add it as an IP printer. The printer must support one of these printing protocols: AirPrint, HP Jetdirect (Socket), Line Printer Daemon (LPD), or Internet Printing Protocol (IPP).

Note: Some printers connected using these generic protocols may offer limited functionality.

You must know the network printer’s IP address or host name, printing protocol, and model number or printer software name. If it uses a special queue, you also need to know the queue name. See the person who manages the printer or server for assistance.

  1. On your Mac, update your software (if you don’t have an AirPrint printer): Choose Apple menu  > System Preferences, click Software Update, then install any software updates listed. Even if no updates appear, this ensures that macOS has the latest information about printer software it can download from Apple. If you don’t do this, you may see a message that software isn’t available when you connect your printer.

If you have an AirPrint printer, you don’t need to check for software updates.

  1. Prepare your printer: Use the instructions that came with your printer to unpack the printer, install ink or toner, and add paper. Turn on the printer and make sure it’s not displaying any errors.
  2. Connect your printer: Follow the instructions that came with the printer to connect it to the network. See the Apple Support article Connect an AirPrint printer to a Wi-Fi network.
  3. Add the printer to your list of available printers: Choose Apple menu  > System Preferences, then click Printers & Scanners.

Click the Add button Icon Description automatically generatedat the bottom of the printer list, click IP button A picture containing text, clipart Description automatically generated, then enter the printer information, using the following table as a guide.

The Add Printer dialog showing the IP options for setting up an printer using the IP protocol.

Option

Description

Address

Enter the printer’s IP address (a number that looks like 192.168.20.11) or host name (for example, printer.example.com).

Protocol

Click the Protocol pop-up menu, then choose a printing protocol your printer supports:

  1. AirPrint: The AirPrint protocol enables Wi-Fi, USB, and Ethernet network access to a printer’s printing and scanning options (if the specific printer supports these features). You don’t need to download or install printer software to use AirPrint-enabled printers. A wide variety of printers, including Aurora, Brother, Canon, Dell, Epson, Fuji, Hewlett Packard, Samsung, Xerox, and many others, support the AirPrint protocol.
  2. HP Jetdirect – Socket: Hewlett Packard and many other printer manufacturers use this protocol.
  3. Line Printer Daemon - LPD: Older printers and print servers may use this protocol.
  4. Internet Printing Protocol - IPP: Modern printers and print servers use this protocol.

Queue

If your printer requires it, enter the queue name for your printer. If you don’t know the queue name, try leaving it blank or see your network administrator.

Name

Enter a descriptive name for the printer (for example, Color Laser Printer), so you can identify it in the Printer pop-up menu.

Location

Enter the printer’s location (for example, “outside my office”), so you can identify it in the Printer pop-up menu.

Use

If this pop-up menu doesn’t display the appropriate software for the printer, choose Select Printer Software, then select your printer in the Printer Software list.

If that list doesn’t include your printer, try downloading and installing the printer software (also called a printer driver) from the printer manufacturer. You can also try choosing generic printer software from the pop-up menu.

Add a Bluetooth printer

If your Mac came with Bluetooth installed, or if you are using a USB Bluetooth adapter, you can print wirelessly to a Bluetooth-enabled printer.

  1. On your Mac, update your software: Choose Apple menu  > System Preferences, click Software Update, then install any software updates listed. Even if no updates appear, this ensures that macOS has the latest information about printer software it can download from Apple. If you don’t do this, you may see a message that software isn’t available when you connect your printer.

If you have an AirPrint printer, you don’t need to check for software updates.

  1. Prepare your printer: Use the instructions that came with your printer to unpack the printer, install ink or toner, and add paper. Turn on the printer and make sure it’s not displaying any errors.
  2. Connect your printer: Follow the instructions that came with your printer to make sure it’s ready to connect with Bluetooth.
  3. Add your Bluetooth printer to your printer list: Choose Apple menu > System Preferences, then click Printers & Scanners. Click the Add button Icon Description automatically generated, then click the Default button Icon Description automatically generated.

The Add Printer dialog showing the default options for selecting a printer and adding a name, location, and the Use pop-up menu for choosing the printer type.

  1. Select the printer in the Printers list, then click Add. If the printer you expect to see is not in the list, enter its name in the search field, and press Return.

If your printer doesn’t appear in the list, make sure you have the latest Bluetooth driver for the printer installed. Check with the manufacturer for the latest driver.

After you connect your printer, if you see a message prompting you to download new software, make sure to download and install it.

Add a Wi-Fi or mobile printer that requires a configuration profile

Some network printers may require you to install a configuration profile so that the printer can be discovered on your network using AirPrint. If you are provided a profile to install, download or copy the printer profile to your Mac and then install it.

  1. On your Mac, double-click the profile to open it.
  2. When you see a message asking if you want to install the profile, click Continue.
  3. When a message appears asking you to confirm that you want to install the profile, click Install.

The profile is installed in the Profiles pane of System Preferences. You can then add the printer to your printer list.

  1. To add your printer to the printer list, choose Apple menu > System Preferences, then click Printers & Scanners.
  2. To add your printer to the printer list, choose Apple menu > System Preferences, then click Printers & Scanners. Click the Add button Icon Description automatically generated, then click the Default button Icon Description automatically generated.

The Add Printer dialog showing the default options for selecting a printer and adding a name, location, and the User pop-up menu for choosing the printer type.

  1. Select the printer (listed as an AirPrint Profile) in the Printers list, then click Add.

If your printer doesn’t appear in the list, make sure you have the latest profile for the printer installed and that there is a network path for your computer to the printer. Check with your network administrator for the latest profile.

 

Windows

Install a printer in Windows 10

Windows 10

When you connect a printer to your PC or add a new printer to your home network, you can usually start printing right away. Windows 10 supports most printers, so you probably won't have to install special printer software. Additional printer drivers and support might be available if you update Windows 10.

Note: If your PC is running Windows 10 S, some printers might not work with it, or they might have limited functionality. For more info, see Device support on Windows 10 S.

 If your printer is on and connected to the network, Windows should find it easily. Available printers can include all printers on a network, such as Bluetooth and wireless printers or printers that are plugged into another computer and shared on the network. You might need permission to install some printers.

  1. Select the Start  button, then select Settings  > Devices > Printers & scanners.
    Open Printers & scanners settings
  2. Select Add a printer or scanner. Wait for it to find nearby printers, then choose the one you want to use, and select Add device.

If your printer isn't in the list, select The printer that I want isn't listed, and then follow the instructions to add it manually using one of the options.

Notes: 

  • If you use wireless access points, extenders or multiple wireless routers with separate SSIDs, you'll need to ensure that you're connected to the same network as the printer for your PC to find and install it.
  • If you have a new wireless printer that hasn’t been added to your home network, read the instructions that came with the printer, and check the printer manufacturer’s website to learn more and to get up-to-date software for your printer.

In most cases, all you have to do to set up a printer is to connect it to your PC. Simply plug the USB cable from your printer into an available USB port on your PC, and turn the printer on.

  1. Select the Start button, then select Settings > Devices > Printers & scanners.
    Open Printers & scanners settings
  2. Select Add a printer or scanner. Wait for it to find nearby printers, then choose the one you want to use, and select Add device.

If your printer isn't in the list, select The printer that I want isn't listed, and then follow the instructions to add it manually using one of the options.

 

 

 

Escalation:

For any other situation not covered by this KB, reach out to the Tier 2 first, followed by SME.