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10 Tech How-To

How to Connect a Laptop to a Printer with USB

Guide 10-34644 · Updated · Step by step

This guide walks you through connecting a laptop to a printer using a USB cable, covering both Windows and macOS. You’ll learn the physical setup, driver installation, and how to set the printer as your default. By the end, you’ll be able to print wirelessly-free, directly from your laptop.

What You’ll Need

  • A laptop with a USB-A or USB-C port (most modern laptops have USB-A, but some ultrabooks only have USB-C).
  • A printer with a USB port (usually USB-B, a square-shaped port, or sometimes USB-C on newer models).
  • A USB cable that fits both ports. Often, this is a USB-A to USB-B cable, but if your laptop only has USB-C, you’ll need a USB-C to USB-B cable or an adapter.
  • Access to the printer’s power cable and a power outlet.
  • Internet connection (optional, but helpful for downloading drivers if not automatically installed).

Step-by-Step

  1. Power on the printer. Plug the printer into a power outlet and turn it on. Wait for it to finish its startup cycle (lights stop blinking, print head moves to home position).
  2. Connect the USB cable to the printer. Plug the square end (USB-B) or the appropriate end into the printer’s USB port. It’s usually located on the back or side, and the port is often labeled with a USB icon.
  3. Connect the USB cable to your laptop. Plug the other end (USB-A or USB-C) into a USB port on your laptop. If your laptop only has USB-C ports and you have a USB-A cable, use a USB-C to USB-A adapter.
  4. Turn on the laptop (if it’s off). If the laptop was already on, you may hear a sound indicating a new device is connected.
  5. Wait for automatic driver installation. On both Windows and macOS, the operating system will attempt to install the correct driver automatically. This usually takes a minute or two. You might see a notification in the taskbar (Windows) or System Preferences (macOS).
  6. If drivers don’t install automatically, download them. Go to the printer manufacturer’s website (e.g., HP, Canon, Epson, Brother) and search for your printer model. Download the driver for your operating system (Windows or macOS) and run the installer. Follow the on-screen instructions, choosing “USB” as the connection type when prompted.
  7. Set the printer as default (optional but recommended).
    • Windows: Go to Settings > Devices > Printers & scanners. Find your printer in the list, click it, and select Manage > Set as default.
    • macOS: Go to System Preferences > Printers & Scanners. Right-click (or Ctrl-click) your printer in the list and select Set as Default Printer.
  8. Test the connection. Open a document or image, press Ctrl+P (Windows) or Cmd+P (macOS), select your printer, and click Print. A test page should come out.

Common Mistakes

  • Using the wrong cable. Some printers use a USB-A to USB-B cable, but others (especially newer ones) might use USB-C. Check both ports before buying or digging out a cable.
  • Plugging into the wrong laptop port. Make sure you’re using a data port, not a charging-only port (if your laptop has one). Charging-only ports often don’t have the data pins connected.
  • Not turning on the printer first. The laptop may not recognize the printer if the printer is off when you connect the cable.
  • Forgetting to check the printer’s status. If the printer is in an error state (e.g., paper jam, no ink), it won’t show up as ready, and printing will fail.
  • Skipping driver installation. While modern OSes often auto-install drivers, older printers or very new ones may need manual driver installation.

Tips

  • Use a short, high-quality cable. Longer cables can sometimes cause connection issues. A cable under 6 feet (2 meters) is ideal.
  • Keep the cable plugged in. Unlike Wi-Fi, USB connections are stable and don’t drop. Leave the cable connected for reliable printing.
  • Update the printer firmware. Check the manufacturer’s website for firmware updates, which can fix bugs and improve compatibility.
  • If you have both USB and Wi-Fi, choose one. Having both active can sometimes cause confusion. If you’re using USB, you may want to disable Wi-Fi on the printer to avoid the laptop trying to connect wirelessly.
  • Label the cable. If you have many cables, a small label can help you quickly identify the printer cable.

Troubleshooting

  • Printer not detected.
    • Try a different USB port on your laptop.
    • Try a different USB cable (if you have one).
    • Restart both the printer and the laptop.
    • Check if the printer appears in Device Manager (Windows) or System Information (macOS) as an unknown device. If so, you may need to manually install the driver.
  • Driver installation fails.
    • Make sure you downloaded the correct driver for your OS version (e.g., Windows 11 vs. Windows 10, or macOS Sonoma vs. Ventura).
    • Run the installer as administrator (Windows) by right-clicking and selecting “Run as administrator”.
    • Close any other printer software that might be running.
  • Printer shows as “Offline” or “Paused”.
    • In Windows, go to Settings > Devices > Printers & scanners, click your printer, and select Open Queue. Then click Printer and uncheck Pause Printing and Use Printer Offline.
    • On macOS, go to System Preferences > Printers & Scanners, select the printer, and click Open Print Queue. If it says “Paused”, click Resume.
  • Print job stuck in queue.
    • Cancel all pending jobs, then restart the print spooler service (Windows) or the printer (macOS).
    • On Windows, open Services (Win+R, type services.msc), find “Print Spooler”, right-click and choose Restart.
    • On macOS, turn the printer off and on, and delete stuck jobs from the queue.
  • Poor print quality or no ink.
    • Check ink or toner levels. Replace cartridges if necessary.
    • Run a print head cleaning cycle (usually in the printer software or on the printer’s display).

Frequently Asked Questions

Can I use any USB cable to connect my printer?

No, you need a cable that fits both the printer and the laptop. Most printers use a USB-B connector (square) on the printer side, and a USB-A connector (rectangular) on the laptop side. However, newer printers may use USB-C. Always check the ports first.

Do I need to install software that came with the printer?

Usually, the drivers are already included in the OS or can be downloaded from the manufacturer’s website. The CD that came with the printer is often outdated, so it’s better to download the latest driver from the web.

Why is my printer not showing up in the list of available printers?

This usually means the driver is not installed correctly or the connection is not recognized. Try reconnecting the cable, restarting both devices, and manually installing the driver from the manufacturer’s website.

Can I print via USB and Wi-Fi at the same time?

It’s possible, but it can cause confusion. It’s best to use one connection method at a time. If you’re using USB, you can disable Wi-Fi on the printer to avoid the laptop trying to connect wirelessly.

What should I do if my laptop only has USB-C ports?

You’ll need a USB-C to USB-B cable, or a USB-C to USB-A adapter. Many modern printers now come with USB-C ports, but if not, an adapter works fine.

How do I know if the printer is connected successfully?

You’ll usually hear a sound from your laptop when you plug in the USB cable. Also, the printer should appear in your system’s printer list (Settings > Devices > Printers & scanners on Windows, or System Preferences > Printers & Scanners on macOS). A test print is the ultimate confirmation.

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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