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10 Tech How-To

How to Add a Printer to Your PC

Guide 10-24175 · Updated · Step by step

Adding a printer to your PC lets you print documents, photos, and labels from any application. Most modern printers support both USB and wireless connections, and Windows includes built-in drivers for many models. Before you start, make sure the printer is powered on, has paper and ink, and is near your computer or Wi-Fi router.

What You’ll Need

  • A printer (USB or wireless)
  • A USB cable (if not using Wi-Fi)
  • Your Wi-Fi network name and password (for wireless printers)
  • Administrator access to your PC (to install drivers)

Step-by-Step

  1. Turn on the printer and make sure it is in a ready state (no error lights).
  2. Connect the printer:
    • For USB: plug the USB cable into the printer and an available USB port on your PC.
    • For wireless: use the printer’s control panel to join your Wi-Fi network. This is usually under a “Network” or “Settings” menu. You may need to enter your Wi-Fi password.
  3. Open Windows Settings: Press Windows + I, then click Devices (or Bluetooth & devices on newer versions).
  4. Click “Printers & scanners” in the left sidebar.
  5. Click “Add a printer or scanner”. Windows will search for available printers. This may take a few seconds.
  6. Select your printer from the list and click Add device. If you don’t see it, click “The printer that I want isn’t listed” for manual setup options.
  7. Wait for the driver installation. Windows will automatically download and install the correct driver. This can take a minute or two.
  8. Test the printer: After installation, click on your printer in the list, then click Manage and choose Print a test page. If it prints, you’re done.

Common Mistakes

  • Not connecting the printer to Wi-Fi first: If you skip the printer’s own Wi-Fi setup, Windows won’t find it on the network.
  • Using the wrong USB port: Some USB ports (like charging-only ports) don’t transfer data. Use a port directly on your PC, not a hub.
  • Leaving the printer in sleep mode: A sleeping printer may not respond to the search. Wake it by pressing a button.
  • Ignoring driver prompts: If a pop-up asks to install a driver, click “Install” or “Yes” – skipping it will leave the printer unusable.

Tips

  • Use the manufacturer’s setup utility if Windows doesn’t find the printer. Many brands offer a downloadable app that handles both Wi-Fi and driver setup.
  • Name your printer clearly (e.g., “Office HP LaserJet”) so you can identify it easily in a list.
  • Set the default printer: In “Printers & scanners”, click your printer, then “Manage”, and select “Set as default” to avoid choosing it every time.
  • Keep the printer’s firmware updated – this often fixes connectivity issues.
  • For network printers, ensure your PC and printer are on the same Wi-Fi network (same router).

Troubleshooting

Printer not found: If Windows doesn’t detect it, try these in order:

  1. Restart the printer and your PC.
  2. Check the USB cable is firmly connected at both ends.
  3. For wireless, confirm the printer’s Wi-Fi light is on and it’s connected to the same network as your PC.
  4. Run the Windows troubleshooter: Go to Settings > Update & Security > Troubleshoot > Additional troubleshooters > Printer, and run it.
  5. Add the printer manually: In “Printers & scanners”, click “Add a printer or scanner”, then “The printer that I want isn’t listed”. Choose “Add a printer using an IP address or hostname” and enter the printer’s IP (find it on the printer’s display or printed on a network status page).

Driver issues: If the printer shows as “Driver unavailable”, download the latest driver from the manufacturer’s website and install it manually.

Printer offline: Right-click the printer in “Printers & scanners” and select “See what’s printing”. In the menu, click “Printer” and uncheck “Use Printer Offline”. Also check that the printer is not in sleep mode.

Frequently Asked Questions

How do I add a wireless printer without a USB cable?

Use the printer’s control panel to connect to your Wi-Fi network, then follow the same steps in Windows – it will find it automatically.

Why is my printer not showing up in Windows?

Most likely the printer is not connected to the same network as your PC, or the driver is missing. Check the Wi-Fi connection and run the Windows troubleshooter.

Can I add a printer using its IP address?

Yes. In “Printers & scanners”, click “Add a printer or scanner”, then “The printer that I want isn’t listed”, and choose “Add a printer using an IP address or hostname”. Enter the IP address and Windows will install it.

Do I need to install the driver from the CD?

Usually no – Windows Update has most drivers. But if the printer has special features (like scanning), the manufacturer’s driver from their website is recommended.

How do I set a default printer?

Go to Settings > Devices > Printers & scanners, click your printer, then “Manage” and select “Set as default”.

Can I add a printer that’s connected to another PC on my network?

Yes, if that PC has sharing enabled. On the other PC, right-click the printer in Settings and choose “Printer properties”, then the “Sharing” tab and enable sharing. Then on your PC, add it as a network printer.

Related

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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