How to Connect a Printer to Wi-Fi

1What this lesson covers

This lesson shows you how to connect printer to Wi-Fi so every computer, phone and tablet in your home can print to it. There are three common methods: typing your network details on the printer’s control panel, using the manufacturer’s official app or software, and WPS (a push-button method that works only when both the printer and router support it). You’ll pick the one your printer supports, connect, and confirm it worked.

2Before you start

Find your Wi-Fi network name and password. They are often on a sticker on the router, unless someone changed them. Write the password down exactly, including capital letters, numbers and symbols. Only you type it, into your own printer; never send it to anyone.

Check what your printer supports in its manual or the manufacturer’s product page:

• Control panel setup needs a screen on the printer.
• App or software setup uses the manufacturer’s official app for phones or its computer software.
• WPS needs a WPS button or option on both the printer and the router.

3Method 1: Use the printer’s control panel

1. Open the wireless settings. On the printer’s screen, tap the Wi-Fi symbol or open Settings and look for Wireless, Network or Wi-Fi. Names vary by model.
2. Start the setup wizard. Choose an option such as Wireless Setup Wizard or Wi-Fi Setup. You should see: a list of network names nearby.
3. Select your network. Pick your Wi-Fi name. If it’s missing, move the printer closer to the router and search again.
4. Enter the password. Type it carefully on the on-screen keyboard. Check upper and lower case.
5. Confirm and wait. You should see: a “Connected” message, or the Wi-Fi light on the printer turn steady. Many printers offer to print a connection report; say yes.

4Method 2: Use the manufacturer’s official app or software

1. Get the official app. Install the app named on your printer’s quick-start sheet from your phone’s official app store, or the setup software from the manufacturer’s support website. Avoid lookalike apps from other publishers.
2. Turn on Bluetooth or location if the app asks. Some apps use them to find a printer that isn’t on Wi-Fi yet.
3. Put the printer into setup mode if needed. New printers often start in setup mode automatically. If not, the app or manual explains how to restore network setup mode for your model.
4. Follow the app’s steps. It will find the printer, ask which Wi-Fi network to use and ask for the password. You should see: a success message and your printer listed in the app.

5Method 3: Use WPS (only if both devices support it)

WPS (Wi-Fi Protected Setup) lets the router and printer exchange the network details when you press a button on each. It’s described by the Wi-Fi Alliance and supported by many, but not all, routers and printers.

1. Check both devices. Look for a WPS button or a WPS option in the router’s manual and in the printer’s wireless menu. If either is missing, use Method 1 or 2.
2. Start WPS on the printer. Choose the WPS push-button option in the printer’s wireless menu, or press its WPS button as the manual describes.
3. Press the router’s WPS button. Do this within the time window the manuals give. You should see: the printer report a successful connection.

6Check that it worked

Print a network configuration or wireless test report from the printer’s menu. You should see: your network name and a status such as “Connected”, plus an IP address (four numbers separated by dots). Next, add the printer to each device: add a printer to Windows or add a printer to a Mac. Phones and tablets on the same network can usually see it straight away through AirPrint or the Android print service.

7Troubleshooting

• Your network isn’t in the list. Move the printer closer to the router, confirm the router is on, and check whether your printer supports that band.
• ”Wrong password” or connection fails. Re-enter the password slowly; it’s case-sensitive. Make sure you picked your network, not a neighbor’s with a similar name.
• It connects, then drops. Weak signal is the usual cause. Move the printer or router so fewer walls are in between.
• You changed your router or password. The printer keeps the old details. See printer not found on Wi-Fi.
• Wi-Fi isn’t practical. A cable may be simpler: connect a printer with USB.

8When to get more help

If the printer can’t see any networks at all, shows a wireless hardware error that persists after a restart, or the Wi-Fi option is missing from a model that should have it, contact the manufacturer’s support for your model. For router settings, check the router’s manual or your internet provider’s help pages. On an office network with sign-in pages or enterprise security, ask whoever manages the network.

9FAQ

Can a printer connect to a Wi-Fi network that needs a sign-in page?

Usually not. Hotel, campus and some public networks use a web sign-in page that printers can’t complete. Use USB, or ask the network administrator about printing options.

Do I need to reconnect the printer every time I restart it?

No. The printer remembers the network. You only need to reconnect if the network name or password changes, or if you reset the printer’s network settings.

Is Wi-Fi Direct the same as Wi-Fi?

No. Wi-Fi Direct is a feature on some printers that lets a phone connect straight to the printer without a router. It’s handy for guests but separate from joining your home network.

Why does my printer only see the 2.4 GHz network?

Many printers only support 2.4 GHz. It reaches farther through walls, which suits devices that sit in one place. Check your manual for supported bands.