How to Add a Printer to a Mac

1What this lesson covers

This lesson shows you how to add printer to Mac computers so it appears in every app’s print dialog. On most Macs you open Printers & Scanners, click the add button and pick the printer from the list. Many current printers support AirPrint (Apple’s built-in printing system), so no extra software is needed. You’ll also learn how to add a printer by its IP address and when the manufacturer’s software is worth installing.

2Before you start

Switch on the printer and load paper. A wireless printer must already be on the same network as your Mac; if it isn’t, follow how to connect a printer to Wi-Fi first. For a USB printer, have the cable ready.

Apple renamed some settings in recent versions of macOS. Newer Macs use System Settings; older ones use System Preferences. Both have a Printers & Scanners section that works the same way.

3Add a printer on your network or by USB

1. Open Printers & Scanners. Choose the Apple menu, then System Settings, then Printers & Scanners in the sidebar (you may need to scroll). On older macOS, choose System Preferences, then Printers & Scanners.
2. Click “Add Printer, Scanner or Fax”. On older versions, click the plus (+) button under the printer list. You should see: a window listing printers your Mac can find on the network and over USB.
3. Select your printer. Click its name in the list. You should see: the Name, Location and Use fields fill in at the bottom of the window.
4. Check the “Use” menu. “AirPrint” or “Secure AirPrint” means macOS will use its built-in printing system. If your model’s name appears instead, macOS has found a matching driver. Either is fine for normal printing.
5. Click Add. If macOS offers to download software from Apple, allow it. You should see: the printer in the Printers & Scanners list.

4Add a printer by IP address

Use this method when your printer doesn’t appear in the list, which can happen on some office networks.

1. Find the printer’s IP address. Print a network configuration page from the printer’s control panel, or look in its network or Wi-Fi status screen. It’s a set of four numbers separated by dots.
2. Open the add window again and click the IP tab (a globe icon).
3. Type the address in the Address field. Leave Protocol on the suggested option unless your manual specifies another one.
4. Wait for macOS to check the printer. You should see: the Name field fill in and a suggestion in the Use menu.
5. Choose the driver and click Add. If “AirPrint” isn’t offered and your model isn’t listed, install the macOS software from the manufacturer’s official site using how to find and install the right printer driver, then try again.

5Choose AirPrint or the manufacturer’s software

For most people, AirPrint is the simplest choice: it is maintained by Apple, updates with macOS and needs no extra downloads. The manufacturer’s macOS software can add things AirPrint doesn’t, such as detailed ink level reports, cleaning and alignment tools, special paper types or a richer scanning app.

You can switch later. Remove the printer, then add it again and choose a different option in the Use menu. If you install manufacturer software, get it only from the manufacturer’s official support site for your exact model, and read which macOS versions it supports before downloading.

6Check that it worked

Open a document, choose File, then Print. Select your printer at the top of the dialog and click Print. You should see: the page come out within a minute, and while it prints, a printer icon in the Dock showing the job. To make it the default, go to Printers & Scanners and choose it in the “Default printer” menu.

7Troubleshooting

• The printer is listed but jobs don’t print. Click the printer in Printers & Scanners, open the print queue, and check that printing isn’t paused. Delete stuck jobs and try again.
• Scanning options are missing. AirPrint covers printing and often basic scanning. For advanced scanning, the manufacturer’s macOS software may be needed.
• The printer was renamed or moved networks. Remove it (select it and click the minus button or Remove Printer) and add it again.
• Printing worked once, then stopped. Restart the printer and Mac. Then see printer offline.
• macOS asks for a user name and password when you add the printer. This is your Mac’s own administrator login, used to approve the change. Type it on your Mac only; no website or person needs it.
• The print dialog shows very few options. Click Show Details at the bottom of the dialog to see paper, quality and layout settings.
• USB printer not found. Connect directly to the Mac or through Apple’s adapter rather than a hub, and try another port.

8When to get more help

If your Mac still can’t print after you’ve restarted both devices, confirmed the network, removed and re-added the printer and checked for updates, use Apple’s printer help page and the manufacturer’s support site for your model. Managed Macs at work or school may block printer changes; ask your administrator.

9FAQ

What is AirPrint?

AirPrint is Apple’s built-in technology for printing from Macs, iPhones and iPads without installing drivers. Many printers support it; the manufacturer’s specification page or the box will say so.

Should I install the manufacturer’s Mac software?

Only if you need features AirPrint doesn’t provide, such as advanced scanning, detailed maintenance tools or special paper options. Download it from the manufacturer’s official website only.

Can my iPhone print to the same printer?

If the printer supports AirPrint and is on the same Wi-Fi network, yes. Use the Share button and choose Print in most apps.

How do I remove an old printer from my Mac?

Open Printers & Scanners, select the printer, and click the minus button or Remove Printer. This removes it from the list without affecting the printer itself.