Printer Setup

How to Add a Printer to a Computer on Windows, Mac or Chromebook

A printer can be switched on, connected to your network and printing test pages perfectly, yet still be invisible to your computer. That is because each computer keeps its own list of printers. “Adding” a printer means putting it on that list and choosing how the computer will talk to it.

This guide covers that operating-system step for Windows, macOS and ChromeOS. It assumes the printer is already set up and connected by USB, cable or Wi-Fi. If it is not, start with setting up a new printer or connecting it to Wi-Fi.

Quick answer

Make sure the printer is on and connected to the same network as your computer (or plugged in by USB). Then open Windows 11: Settings > Bluetooth & devices > Printers & scanners > Add device; macOS: System Settings > Printers & Scanners > Add Printer, Scanner, or Fax; ChromeOS: Settings > Advanced > Print and scan > Printers. If it does not appear, add it manually by IP address.

Symptoms and possible causes

This guide applies if:

  • The printer works from its own control panel but your computer has never printed to it
  • You bought a new computer and need to add an existing printer
  • The printer does not show up in the list when you click Add
  • You are not sure whether to use the built-in driver or download the manufacturer’s
  • Print jobs keep going to the wrong printer
Possible causes, how to recognize them and where this guide covers them
Possible causeHow to recognize itCovered in
Computer and printer on different networksPrinter missing from the Add list; phone on another Wi-Fi sees itStep 1
Automatic discovery blocked or slowSearch spins but finds nothing, even though both are connectedStep 5
Older printer without driverless supportAdded but prints garbled text, or only a generic driver is offeredStep 5
Duplicate or stale printer entriesTwo copies of the same printer, one always offlineStep 5
Wrong default printerJobs go to a PDF writer or an old printerStep 5

1 Confirm the printer is reachable

  1. Check the printer is ready

    The printer should be powered on, out of sleep and showing no errors. Print a network configuration or status report from its control panel; it tells you which network it joined and its IP address.

  2. Match the network

    For Wi-Fi or Ethernet printers, your computer must be on the same network. A laptop on a guest network or a separate 5 GHz name may not see a printer on the main network, depending on your router.

  3. For USB, plug in after the computer is on

    Connect the cable directly to the computer rather than through an unpowered hub. Most systems detect a USB printer within a few seconds of it being plugged in.

2 Add a printer on Windows 11 or Windows 10

  1. Open Printers & scanners

    On Windows 11, go to Settings > Bluetooth & devices > Printers & scanners. On Windows 10, go to Settings > Devices > Printers & scanners.

  2. Search for the printer

    Select Add device (Windows 11) or Add a printer or scanner (Windows 10). Wait for the search to finish, then choose your printer and select Add.

  3. Use the manual option if it is missing

    Select Add manually or The printer that I want isn’t listed. Choose the option to add a printer using an IP address or hostname, then follow the steps in the IP address section below.

  4. Let Windows choose the driver

    Recent Windows versions use a built-in driverless method for many modern network printers, and Microsoft has been moving away from third-party drivers delivered through Windows Update. If the printer works fully this way, you may not need anything else.

3 Add a printer on a Mac

  1. Open Printers & Scanners

    On macOS Ventura and later, choose Apple menu > System Settings > Printers & Scanners. Older versions use System Preferences, with a similar layout.

  2. Choose Add Printer

    Click Add Printer, Scanner, or Fax. Printers found automatically appear on the Default tab. Select yours.

  3. Pick AirPrint where offered

    In the Use menu, AirPrint is usually the simplest choice for printers that support it, since it needs no extra software. If your model’s manual recommends its own driver for features like finishing options, select that instead after installing it from the manufacturer’s official website.

  4. Use the IP tab if needed

    If the printer is not listed, click the globe-shaped IP tab, enter the printer’s IP address, and choose a protocol. Internet Printing Protocol (IPP) is a good first choice for most modern printers.

4 Add a printer on a Chromebook

  1. Open printer settings

    Go to Settings > Advanced > Print and scan > Printers. On some newer ChromeOS versions, printers appear under a Device section instead; searching Settings for “printers” finds it.

  2. Save a detected printer

    Nearby network printers appear under “Add printers to your profile.” Select Save or Set up next to yours.

  3. Add manually if needed

    Select Add printer, type a name, enter the IP address, choose IPP as the protocol and save. Chromebooks rely on driverless printing, so a printer that does not support IPP Everywhere may not work fully.

5 Add by IP address, choose a driver and set the default

These steps apply to every system and solve most “printer not found” cases.

  1. Find the IP address

    Print the network configuration report or check the printer’s network menu. An address looks like 192.168.1.45. Our printer network settings guide explains what the numbers mean and how to stop the address changing.

  2. Enter it in the manual add screen

    Type the address exactly, choose IPP or the option your system suggests, and finish. If the computer cannot reach that address, the problem is the network, not the add process; see wireless printer connection problems.

  3. Decide between driverless and manufacturer drivers

    Driverless printing (AirPrint, IPP Everywhere, Mopria and Windows’ built-in support) handles everyday printing well. A manufacturer driver may add advanced options, scanning or ink monitoring. Install one only from the manufacturer’s official website, never from a site that appears in ads promising “printer setup help.”

  4. Remove duplicates

    If the same printer appears twice, keep the one that prints and remove the other from the printers list. Duplicate entries are a common reason a printer looks offline.

  5. Set the default printer

    On Windows, select the printer in Printers & scanners and choose Set as default; you may first need to turn off “Let Windows manage my default printer.” On a Mac, choose it in the Default printer menu. On ChromeOS, the print dialog remembers your recent choice.

Additional troubleshooting methods

Restart both devices before searching again

Turning the printer and computer off and on clears stale network discovery information. Give the printer a minute to rejoin Wi-Fi before trying to add it.

Check firewall or security software

Third-party security suites sometimes block the discovery traffic printers use. Check the software’s settings for local network or device-sharing options rather than disabling protection entirely.

Watch for fake support prompts

If a pop-up says your printer needs an urgent driver or asks you to call a number, close it. Adding a printer never requires payment or remote access.

Model and operating-system considerations

If you useWhat to know
Windows 11 / 10Most modern printers work with built-in drivers. Use “Add manually” for IP-based setup.
macOSAirPrint covers most current printers. A manufacturer driver may unlock extra features.
ChromeOSDriverless IPP only. Check that your printer supports IPP Everywhere before buying for a Chromebook.
Older printersMay need a manufacturer driver or a USB connection; support for very old models may have ended.
Work or school computersAdding printers may be restricted by your administrator.

Frequently asked questions

What is the difference between AirPrint and the manufacturer’s driver?

AirPrint is Apple’s built-in, driverless way to print; the computer and printer use a shared standard so nothing extra is installed. A manufacturer driver is software written for your specific model and may expose more settings. For ordinary documents and photos, AirPrint is usually enough.

Why does my printer show up twice?

A computer can detect the same printer through two methods, such as USB and Wi-Fi, or driverless and manufacturer driver. Keep the one that prints reliably and remove the other.

Can I add the same printer to several computers?

Yes. A network printer can be added to as many computers, phones and tablets on the same network as you like. A USB printer is connected to one computer at a time.

Do I need to re-add the printer if its IP address changes?

If you added it manually by IP address, yes, or you can set a DHCP reservation so the address stays the same. Printers added through automatic discovery usually adjust on their own.