A Complete Guide to Using Network Printers on Windows and Mac

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A handy guide for sharing printers over a local area network (LAN)
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Do you want to use a network printer? Fortunately, you can do so easily on PC and Mac. Read on to learn more, plus troubleshooting tips from computer specialist Luigi Oppido.

Easily and Quickly Connect to a Network Printer

For Windows 10 & 11, use your computer and go to Settings > Devices and Bluetooth > Printers & scanners > Add printer after the printer is shared and the network is Private. On Mac, go to System Settings > Printers & Scanners > Add .

Section 1 of 3:

On Windows

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  1. 1
    Ensure the printer you want to use is on and connected to the network. Many modern printers have touchscreens where you can easily connect to Wi-Fi networks , or you can connect to a router for an Ethernet network .
    • To use this printer over a network, make sure the following is true:
      • You're connected to the network wirelessly or with an Ethernet cable. If you’re connecting over Wi-Fi, the computer and printer will need to be on the same network.
      • The primary device attached to the network printer is on and also connected to the network.
  2. 2
    Check if your network is Private or Public. Knowing this will change if you can use the printer – a "Public network" isn't recommended when you're sharing a printer. To figure this out, follow these steps:
    • Win 11 :
      • Open Settings .
      • Go to Network & Internet .
      • Select your network type (wireless or Ethernet), and look for your network privacy type.
    • Win 10:
      • Open Settings .
      • Go to Network & Internet .
      • Click your network and select Properties .
      • Go to "Network Profile" and make sure it says Private .
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  3. 3
    Turn on sharing settings from a connected computer. If you're on a Private network, these settings are on by default, and you can skip this step. However, you can continue to verify that sharing is on or do so manually following these steps:
    • Win 11 :
      • Open Settings .
      • Go to Network & Internet .
      • Click Advanced network settings .
      • Click Advanced sharing settings .
      • Expand "Private networks" and enable the toggles for Network discovery and File and printer sharing .
    • Win 10 :
      • Open Settings .
      • Go to Network & Internet .
      • Select Network and Sharing Center (under "Advanced network settings").
      • Click Change advanced network settings (it's on the left side of the window).
      • Expand the "Private" section and turn on Network discovery and Turn on file and printer sharing .
      • Click Save .
  4. 4
    Share the printer from the main Windows computer. You need to share it for others to be able to use it. Follow these steps:
    • Win 11:
      • Open Settings .
      • Go to Bluetooth and devices > Printers & scanners .
      • Click the printer you want to share.
      • Click Printer Properties and go to the Sharing tab.
      • Select Change Sharing Options .
      • Check Share this printer (you can also edit the Share Name so others can find it easily).
      • Click OK .
    • Win 10:
      • Open Settings .
      • Go to Devices > Printers & scanners .
      • Click the printer you want to share and click Manage .
      • Click Printer Properties and go to the Sharing tab.
      • Select Change Sharing Options .
      • Check Share this printer (you can also edit the Share Name so others can find it easily).
      • Click OK .
  5. 5
    Install the printer on your computer. You may need to download additional drivers before you can print. Here's what you need to do to install the printer:
    • Win 11:
      • Open Settings .
      • Go to Bluetooth and devices > Printers & scanners .
      • Click Add device.
      • Click Add printer next to the printer you want to use, and it will install any necessary drivers and software that it needs to work.
    • Win 10:
      • Open Settings.
      • Go to Devices > Printers & scanners .
      • Click Add a printer or scanner , then click the printer you want to use. Your computer will also install any drivers or software that it needs to work.
    • If the printer you want to use isn't listed, click The printer that I want isn't listed > Add printer . You'll need the name or IP address for the printer if you choose Select a shared printer by name , but you can also select Browse to look for the printer without additional information. [1]
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Section 2 of 3:

On Mac

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  1. Plug your printer into an electrical outlet if necessary, then press the printer's "Power"button to turn on the printer if it isn't already on.
  2. In order to connect to your printer via a network, your printer must be connected to Wi-Fi.
    • The steps for connecting a printer to Wi-Fi will vary from printer to printer, so check your printer's manual or online documentation for model-specific instructions on connecting to Wi-Fi.
    • Some printers must be connected directly to your router via an Ethernet cable in order to connect to the Internet.
  3. Most printers require you to be connected to the same network to which your printer is connected. If your computer is connected to a different network, do the following:
    • Click the"Wi-Fi" icon in the top-right corner of the screen.
    • Click the name of the Wi-Fi network to which your printer is connected.
    • Enter the password if prompted.
    • Click Join .
      • You might be able to use the printer without doing any more work! See if the printer is listed in the printer pop-up menu. If it is, you can skip the rest of these steps.
  4. Click the Apple logo in the top-left corner of the screen. A drop-down menu will appear.
  5. 5
    Click System Settings . It's in the drop-down menu. The System Settings window will open.
  6. 6
    Click Printers & Scanners . This is in the sidebar of the System Settings window. You may need to scroll down to find it.
  7. 7
    Click Add Printer, Scanner, or Fax… . It's below the left-hand sidebar. Doing so brings up a list of available printers.
  8. Click the name of the printer to which you want to connect.
    • Your printer's name is usually a combination of the printer's manufacturer's name and the model number.
  9. Depending on your printer, it may need to install drivers or be verified by your computer. If so, click through any on-screen prompts as they appear. [2]
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Section 3 of 3:

Troubleshooting

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  1. 1
    Make sure your computer and printer are on the same network. Most wireless printers need to be on the same Wi-Fi network as your computer in order for them to connect. You can typically check the printer’s network settings in the control panel on the printer itself.
  2. 2
    Check your Wi-Fi signal strength. According to Oppido, a weak Wi-Fi connection can cause problems with network printers. Since you must send a large amount of data over the network for the printer to connect, you’ll need a good signal and a powerful, modern router for the process to work correctly. Try restarting your router to see if you can get a better connection.
    • If you’re using an older router, you might even have to upgrade to a newer model to get a strong enough connection.
  3. 3
    Make sure your printer is online. Oppido says that wireless printers sometimes drop their connection to the network. Make sure the printer is turned on and check for an indicator light showing that the printer is still connected to Wi-Fi. You may need to navigate to your printer’s connection settings to be sure.
  4. 4
    Update your printer and computer. Outdated drivers, software, or firmware can cause connection problems between your computer and your printer. Make sure your computer is up to date and that the latest drivers for your printer are installed (if you have a Mac, drivers should be installed automatically when you update macOS). Use the control panel on your printer to check for firmware updates.
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  • Question
    How do I connect my tablet to a printer?
    Community Answer
    You will need a wireless internet connection between your tablet and printer. Your printer needs to be able to connect wirelessly and have a bluetooth capability.
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  • Question
    What is the difference between printer pool and printer spool?
    Community Answer
    'Printer Pooling' is a feature of several Windows versions that allows a group of printers to share the same ID and function as if they were a single printer. It is used for load balancing, i.e. task distribution to increase efficiency. A 'Print Spooler' is software that temporarily stores print jobs on the HDD or RAM until the printer is ready for them, like a waiting queue.
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    What do you touch on the laptop to print?
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    You'll most likely be touching a pad to control the position of a mouse cursor, but on some newer laptops, you may be touching the screen. Either way, aim for the "print" button. On many computers, ctl+P will open the printing program.
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      Tips

      • Most wireless printers also have USB cables included in case you need to connect your computer directly to the printer.
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      • In some cases, you must connect your computer to a printer via a USB cable in order to allow your computer to install the drivers needed to run the printer. You usually only need to do this with older printers, and even then, it's only necessary the first time you're connecting your computer to the printer in question.
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      Warnings

      • If you recently updated your computer's software to the newest available version, you may not be able to use old networked printers.
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      References

      1. ↑ https://support.microsoft.com/en-us/windows/share-a-printer-as-a-network-printer-c9a152b5-59f3-b6f3-c99f-f39e5bf664c3#id0ebd=windows_10
      2. ↑ https://support.apple.com/guide/mac-help/connect-a-printer-to-your-mac-mh14004/mac

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