Connecting your printer to a wireless network means you can print from any laptop, phone or tablet in the house without plugging in a cable each time. Most modern printers support Wi-Fi, but the setup process varies depending on the printer and how you want to connect.
This guide covers the two main ways to connect a wireless printer — using the printer’s own control panel, and using WPS — plus how to add it on Windows and Mac afterwards.
Before you start
Make sure you have:
- A printer with built-in Wi-Fi (check the box or specifications if you’re not sure)
- Your Wi-Fi network name (SSID) and password
- The printer positioned near the router for setup, at least to begin with
- Most printers only support the 2.4GHz Wi-Fi band, not 5GHz — if your router broadcasts both under different names, use the 2.4GHz one
Method 1: Using the printer’s control panel
Most printers with a screen can connect directly:
- On the printer’s screen, open Settings or the Wireless menu.
- Select Wireless Setup Wizard (naming varies by brand).
- Choose your Wi-Fi network from the list.
- Enter your Wi-Fi password using the on-screen keyboard.
- Wait for the printer to confirm a successful connection — usually shown by a solid (not blinking) Wi-Fi light.
Method 2: Using WPS (Wi-Fi Protected Setup)
If your router has a WPS button, this is often the fastest option and avoids typing the password at all:
- On the printer, find and select the WPS option (often under Wireless Settings).
- Within about two minutes, press the WPS button on your router.
- The printer should connect automatically once both devices have registered each other.
Add the printer on Windows
- Go to Settings → Bluetooth & devices → Printers & scanners.
- Click Add device.
- Select your printer once it appears in the list, then click Add device to install it.
- Windows will usually install the correct drivers automatically. If it doesn’t appear, visit the manufacturer’s website and download the latest driver for your printer model.
Add the printer on Mac
- Go to System Settings → Printers & Scanners.
- Click Add Printer, Scanner, or Fax.
- Select your printer from the list and click Add.
Common problems and fixes
Printer doesn’t appear in the list
Double-check the printer and your computer are on the same Wi-Fi network — this is especially easy to get wrong if your router has separate 2.4GHz and 5GHz network names.
Printer shows as “offline”
Restart the printer and router, then wait a minute before trying to print again. This clears most temporary connection issues.
Wrong Wi-Fi password entered
Passwords are case-sensitive. If typing it on the printer’s small screen is fiddly, WPS avoids this entirely.
Connection drops after working initially
This is often caused by the printer being too far from the router, or outdated firmware. Check the manufacturer’s site for a firmware update, and consider moving the printer closer to the router or adding a Wi-Fi extender.
When should you get professional help?
Consider getting help if:
- The printer won’t connect after several attempts using both methods above
- You suspect a wider network or router problem, not just the printer
- You need several devices set up to print to the same printer, such as in a small office
- The printer is older and may not be fully compatible with a newer router
Printer won’t connect? Computer Repair Bolton can help
If your wireless printer won’t connect or keeps dropping off the network, Computer Repair Bolton can get it set up properly across all your devices — home or small office.
Computer Repair Bolton
📞 07538 513 916
✉️ support@computer-repair-bolton.co.uk