Print from Your Laptop (Windows & macOS) Complete Setup & Troubleshooting Guide

Getting a laptop to print should be simple, but one loose link in the chain can stop everything. Your app sends a job → the operating system queues it → a protocol such as IPP or TCP carries it → the printer receives it. If any layer fails, you’ll see messages like “Offline”, “Printer not responding”, or nothing at all.

This guide gives you clean steps for both Windows and macOS, shows how to choose the right connection method, and explains the fastest ways to fix common issues. Everything here is brand-neutral and focused on safe, everyday troubleshooting.

1. Connection options: USB, Wi-Fi, Ethernet

USB

• Best way to confirm the printer hardware works.
• If USB printing works but Wi-Fi doesn’t, the issue is network/port — not the printer.

Wi-Fi

• Use 2.4 GHz for the printer. It handles distance and walls better than 5 GHz.
• Keep the printer close to the router during setup.

Ethernet

• Ideal if the printer sits near the router.
• Very stable; no wireless dropout issues.

2. Which protocol should you use?

Protocol	Why choose it	Notes
IPP	Modern, reliable, works on both Windows and macOS	Default on macOS (AirPrint); great on Windows
TCP/Raw (9100)	Simple and fast	Less status info, but stable
WSD	Windows auto-discovery	Can act up if IP changes
LPR	Older but still functional	Needs queue name

Short answer: use IPP whenever possible. If not, TCP/9100 is the next best choice.

3. Add a printer on Windows 10/11

1. Connect your printer (USB, Wi-Fi, or Ethernet).
   For Wi-Fi, confirm the laptop and printer share the same SSID.
2. Go to Settings → Bluetooth & devices → Printers & scanners → Add device.
   • If your printer appears, add it and print a test page.
3. If it doesn’t show up:
   • Click Add manually
   • Choose Add a printer using its TCP/IP address
   • Enter the printer’s IP (you’ll find it on the printer’s network report or your router).
4. When the wizard asks for a protocol:
   • Pick IPP first.
   • If not available, choose TCP/Raw (9100).
5. Set it as default → Open Printer properties → Print a Windows test page.
6. If the printer shows Offline:
   • Open Printer properties → Ports
   • Make sure the new IPP/TCP port is selected
   • If using TCP and still showing Offline:
     Configure Port → untick SNMP Status Enabled → OK

4. Add a printer on macOS

1. Connect via USB, Wi-Fi, or Ethernet.
   For Wi-Fi printers, confirm the Mac and printer are on the same network.
2. Open System Settings → Printers & Scanners → Add Printer.
3. If the printer appears under Default, choose the entry marked AirPrint.
   • AirPrint uses IPP and is usually the most stable option.
4. If it doesn’t appear:
   • Open the IP tab
   • Enter the printer’s IP address
   • Protocol: IPP
   • Add → Print a small text file as a test.
5. If things feel messy or you see too many old printer entries:
   • Right-click inside the printer list
   • Select Reset printing system…
   • Add the printer again cleanly

5. Test smartly so you know what’s failing

USB test

• If USB prints instantly, hardware is fine.
  Focus on Wi-Fi/Ethernet or port settings.

Ping test

• Open Command Prompt/Terminal
• Ping the printer’s IP
• Stable replies = network is fine → issue is queue or protocol.

Queue health

• Clear stalled jobs.
• On Windows, restart the Print Spooler service.
• On macOS, hit Resume if the queue is paused.

6. Keep printing stable long-term

• Reserve the IP address
  Set a DHCP reservation in your router so the printer always uses the same IP.
• Stick to 2.4 GHz for the printer
  Laptops can stay on 5 GHz; printers often prefer the longer range of 2.4 GHz.
• Avoid guest networks
  Guest Wi-Fi isolates devices, so laptops can’t reach printers.
• Use IPP wherever possible
  It’s the simplest, most consistent protocol across platforms.

7. Fast Troubleshooting

Windows: “Printer not responding”

• Switch to an IPP or TCP/9100 port.
• Disable SNMP on TCP if Offline loops continue.
• Clear the queue and restart the Spooler.

macOS prints once, then fails

• Remove the printer and add it again using AirPrint.
• If discovery is shaky, add by IP.
• Reset the printing system if the list is cluttered.

Wi-Fi printer disappears after sleep

• Reserve the IP in the router.
• Keep the printer on 2.4 GHz.
• Disable deep-sleep modes if available in printer settings.
• Place the printer closer to the router.