This guide shows you the simplest and safest ways to connect almost any home printer to Wi-Fi. It’s written for everyday users, not engineers. You’ll learn how to prepare properly, which Wi-Fi band to use, and five connection methods arranged from easiest to most reliable. Everything is brand-neutral and purely educational. If terms look slightly different on your printer, that’s normal — manufacturers label things in their own way.
Before pressing any buttons, we’ll understand what your printer can do and what your home Wi-Fi is like. That small step saves a lot of time. After that, you’ll get clear step-by-step instructions for Windows and macOS, plus practical fixes for common problems.
Educational guidance only. No repairs, no remote access, and no manufacturer affiliation.
Understand your printer’s Wi-Fi options (2 minutes)
Most home printers connect in one of these ways:
• App-based setup:
Newer printers create a temporary setup network. An official app on your phone or computer joins that network and sends your Wi-Fi name and password to the printer. Usually the smoothest method.
• WPS button:
If both your router and printer support WPS, you press a button on the router and then the printer. They pair automatically. Not every router allows it.
• Printer screen:
If your printer has a small display, you can choose your Wi-Fi network and enter the password directly.
• USB setup:
Older or screenless printers may need a USB cable first. A setup tool on your computer transfers the Wi-Fi credentials, then the printer runs wirelessly.
• Direct IP method:
If automatic discovery fails, you can add the printer to your computer using its IP address.
Use the correct Wi-Fi band (this fixes half of all issues)
Most printers work best on 2.4 GHz. It reaches farther than 5 GHz and is generally more stable. Many printers don’t support 5 GHz at all, even if the app installs over 5 GHz without complaint.
During setup, connect your phone or laptop to the 2.4 GHz network as well.
How to find your Wi-Fi name and password
Router label:
Look under or behind the router. You’ll see the Wi-Fi name (SSID) and password.
Windows:
Settings → Network & Internet → Wi-Fi → your network → show properties/password.
macOS:
Open Keychain Access → search your Wi-Fi name → double-click → tick “Show password”.
Phone:
Most phones show the connected Wi-Fi name in settings; some let you share the password via QR code.
Tip:
Keep the printer two or three metres from the router while setting up.
Quick overview of the five methods
| Method | When to try | Why it helps |
|---|---|---|
| App-based setup | Most modern printers | App handles network transfer cleanly |
| WPS button | If both devices support it | Very fast, no typing |
| Printer screen | Printers with displays | Gives full control |
| USB → Wi-Fi | Older or tricky models | Works even with strict routers |
| Add by IP | When auto-detect fails | Direct, reliable connection |
Preparation (do these once)
• Connect your phone or laptop to 2.4 GHz Wi-Fi
• Confirm the Wi-Fi password
• Place the printer close to the router
• Turn off VPN or mobile data during setup
Method 1 — Use the official mobile or desktop app
Most modern printers broadcast a setup hotspot. The app joins it, sends the Wi-Fi details, and then returns you to your normal network.
Steps
- Turn on the printer and let it fully start up.
- Install or open the official app.
- Choose Add printer.
- Allow Bluetooth/Wi-Fi permissions if asked.
- Select your home Wi-Fi (2.4 GHz) and type the password carefully.
- Wait until the printer shows a stable Wi-Fi light.
- Print a test page.
If the app cannot see the printer
• Reset the printer’s network settings
• Move the printer even closer
• Turn off mobile data so your phone stays on Wi-Fi
Method 2 — WPS (push-button pairing)
If both your router and printer have WPS, this is the quickest method.
Steps
- Press the WPS button on your router.
- Within two minutes, press the printer’s WPS button.
- Wait for a steady Wi-Fi light.
- Print a test page.
If WPS fails
• Some providers disable WPS — use Method 1 or 3
• Move the printer nearer to the router
Method 3 — Join from the printer’s screen
Ideal for printers with a display.
Steps
- Open the Wireless/Network menu.
- Select your Wi-Fi (prefer 2.4 GHz).
- Enter the password carefully.
- Wait for confirmation or a steady Wi-Fi icon.
If it doesn’t join
• Temporarily unhide your SSID
• Disable MAC filtering during setup
Method 4 — USB first, then switch to Wi-Fi
Perfect for screenless printers.
Steps
- Connect the printer to your computer via USB.
- Open the official setup utility.
- Choose wireless setup or “convert USB to wireless”.
- Select your Wi-Fi and enter the password.
- Finish the wizard, unplug the cable, and test print.
Method 5 — Add by IP address (advanced)
Every device on your network has an IP address. Adding by IP bypasses discovery.
Find the printer’s IP
• Printer screen → Network → Details
• Print a network report
• Check your router’s device list
Windows
Settings → Bluetooth & devices → Printers & scanners → Add device →
Add manually → TCP/IP address → enter IP → Next → Finish → Test page.
macOS
System Settings → Printers & Scanners → Add Printer → IP → enter IP →
Use AirPrint/IPP → Add → Test page.
After connecting the printer to Wi-Fi, add it to your computer
Windows
Settings → Bluetooth & devices → Printers & scanners → Add device → Select printer → Set as default → Test page.
macOS
System Settings → Printers & Scanners → Add Printer → Choose the printer → Test page.