How to Add a Printer to Windows 11 or Windows 10

1What this lesson covers

This lesson shows you how to add a printer to Windows so you can print from any app on your PC. In most cases you open the Printers & scanners settings, let Windows search, and click the printer it finds. You’ll also learn what to do when the printer isn’t listed, how to add it by its network address, and how to print a test page.

2Before you start

Your printer must be switched on and connected first. For a wireless printer, it must already be on the same Wi-Fi network as your computer; if it isn’t, start with how to connect a printer to Wi-Fi. For USB, have the cable ready but follow the manufacturer’s quick-start sheet: some ask you to install their software before plugging in.

Menu names below match current Windows 11 and Windows 10 versions as described in Microsoft’s help pages. Updates sometimes move things slightly, so if a label differs, look for the nearest match.

3Add the printer in Windows 11

1. Open Settings. Select the Start button, then Settings.
2. Go to Printers & scanners. Choose Bluetooth & devices, then Printers & scanners.
3. Start the search. Next to “Add a printer or scanner”, select Add device. You should see: Windows searching, and after a short wait a list of printers it found.
4. Choose your printer. Find your model in the list and select Add device next to it. Windows downloads and installs a driver if one is needed. You should see: the printer appear in your list of printers.
5. Wait for setup to finish. The status may say “Driver is unavailable” or “Installing” for a minute. Give it time before trying to print.

4Add the printer in Windows 10

1. Open Settings. Select Start, then the Settings gear.
2. Go to Printers & scanners. Choose Devices, then Printers & scanners.
3. Select “Add a printer or scanner”. Windows searches your network and USB ports.
4. Pick your printer and select Add device. You should see: the printer listed under Printers & scanners when installation completes.

5If your printer isn’t listed

1. Wait and refresh. Some printers take a minute to answer. Select the option to search again.
2. Select “The printer that I want isn’t listed”. In Windows 11 this appears as an Add manually link after the search.
3. Choose “Add a printer using an IP address or hostname”. You’ll need the printer’s IP address (its number on the network, for example something like 192.168.1.25). Print a network configuration page from the printer’s control panel, or look in its Wi-Fi or network status screen, to find it.
4. Type the address and continue. Leave the device type on autodetect unless the manual says otherwise. You should see: Windows contact the printer and offer a driver.
5. Pick a driver if asked. Choose your manufacturer and model from the list. If it’s missing, select Windows Update to refresh the list, or install the driver package from the manufacturer’s site using how to find and install the right printer driver.

6Check that it worked

Open Printers & scanners, select your printer, and choose Print test page (in Windows 10, select the printer, then Manage, then Print a test page). You should see: a page with the Windows logo or test text come out of the printer. Then print something short from an app, such as a one-page document, choosing your printer in the print dialog.

To make it the printer every app uses first, turn off “Let Windows manage my default printer” in Printers & scanners, then select your printer and choose Set as default.

7Troubleshooting

• Windows finds nothing. Confirm the printer and computer are on the same network name. Guest networks and some mesh setups keep devices apart. See printer not found on Wi-Fi.
• The printer shows “Offline”. Switch the printer off and on, then wait. Work through printer offline if it stays offline.
• ”Driver is unavailable”. Remove the printer, then add it again, or install the driver from the manufacturer’s official site.
• The printer appears, then disappears. A weak Wi-Fi signal can make a printer drop off the network. Move it closer to the router, or use USB or Ethernet if that’s practical.
• USB printer not detected. Try a different USB port on the computer, and connect directly rather than through a hub.
• Test page prints blank. Check that cartridge or toner seals were removed during setup.
• The wrong printer is chosen in every app. Set your printer as the default as described above, or pick it from the printer menu each time you print.

8When to get more help

If Windows still can’t add the printer after you’ve confirmed the network connection, restarted both devices and tried the manufacturer’s driver, use the support page on the manufacturer’s official site for your model, or Microsoft’s help pages for Windows problems. On a work or school computer, ask your IT administrator: adding printers or drivers may be restricted by policy.

9FAQ

Do I need the CD that came with my printer?

No. Many newer printers don’t include one. Windows can add most printers on its own, and the manufacturer’s website has the current software if you need it.

Can I add the same printer to more than one computer?

Yes. Repeat these steps on each computer. A Wi-Fi or Ethernet printer can be used by every device on the same network.

Why does my printer appear twice?

Windows sometimes adds separate entries for different connection methods or for the fax function. Use the one that prints, and remove the others from Printers & scanners if you like.

Do I need administrator rights?

Sometimes. Installing certain drivers needs an administrator account. On a personal computer, that’s usually you; on a managed computer, ask the administrator.