How to connect your printer to the Wi-Fi

So how do you connect printer to Wi-Fi? Read on to know all the methods you can use with different printer types and devices.

Things to Check Before Connecting Printer to Wi-Fi

First things first. Get ready with this checklist before you dive into the actual task:

• A stable Wi-Fi connection:

   

Check if the router is working correctly and the internet is stable.

• Your Wi-Fi network name and password:

   

Keep these details handy. You will need to use them for the setup.

• Printer compatibility:

   

Your printer must support wireless connectivity. Look for a wireless icon on your printer or in the manual.

• Power and proximity:

   

Plug in your printer, turn it on, and place it within a reasonable distance from your router to ensure a strong signal during setup.

• Updated software:

   

Check the printer manufacturer’s website for latest drivers and firmware installations as they impact connectivity. 

• Network type:

   

If you have a dual-band router, go for the 2.4 GHz band since printers connect to that band more easily.

• Disable VPNs temporarily:

   

VPNs sometimes hinder printer discovery so disable them during setup.

Methods to Connect Your Printer to Wi-Fi 

• Method 1. Using Printer’s Control Panel (Built-in Display) 

Use this method if your printer has a touchscreen or display panel. Follow the steps below:

1. On your printer’s menu, go to Network or Settings → Wi-Fi setup wizard.

    

1. Select your network from the list.

    

1. Enter your password through the on-screen keyboard.

    

1. Wait for the connection to confirm through a message or wireless icon on the display.

    

• Method 2. Using WPS (Wi-Fi Protected Setup)

Use this method when your router and printer both support it – no passwords needed. 

1. Look for the WPS button on your router.

    

1. On your printer, go to settings and select the WPS option. 

    

1. After activating WPS on your printer, press WPS on your router within two minutes.

    

1. The printer will now connect to the Wi-Fi network. Wait for the confirmation message or solid Wi-Fi light on your printer.  

• Method 3. Using Printer Software or App 

Many printer brands have dedicated apps or software that set up the process:

1. Download and install the manufacturer's app on your computer or phone.

    

1. Launch the printer wireless setup wizard and look for the “Add Printer” or “Setup” option.

    

1. Select “Setup a new printer”.  

    

1. Follow the on-screen instructions. Enter your Wi-Fi details when prompted. 

    

1. The app detects your printer and connects it to the Wi-Fi.

• Method 4. Using a Computer (Without Display Printers) 

If your printer does not have a screen, you can use your computer as the setup interface:

1. Plug your printer into your computer temporarily via a USB cable.

    

1. Download and install the printer driver or setup tool from the manufacturer’s website or use the installation CD.

    

1.  Select the wireless setup option during the installation.

    

1. Enter your Wi-Fi name and password through the computer interface. It will transfer these settings to your printer.

    

1. After connecting, unplug the USB cable, and test it by printing a page wirelessly. 

How to Connect a Printer to Wi-Fi on Different Devices?  

You now know how to connect a printer to Wi-Fi. Now connecting your printer to any PC or phone is simple since both are on the same network:

• Windows 

1. Click Start menu → Go to Settings → Select “Bluetooth & devices” or “Devices” → Choose “Printers & Scanners” →Click “Add a printer or scanner” → Select your printer’s name in the list select → “Add device” → Windows installs the necessary drivers.

    

1. Set the printer as the default option by clicking on it in the printers list → Select “Manage” → “Set as default”.

    

1. Print a test page to confirm it’s working correctly. Right click your printer → “Printer properties” → “Print a test page”.

    

• Mac 

1. Go to Apple Menu → System Settings → Printers & Scanners.

    

1. Look for the “+” button below the printer list and press it to add a new printer.

    

1. Your Mac displays available Wi-Fi printers. Select your printer and click “Add”.

    

1. MacOS downloads and installs any required printer software. 

    

1. Verify the connection by printing a test document. 

    

• Phone 

• Use the printer’s mobile app: On iPhone, go to AirPrint. Select the share icon and “Print”. On Android, look for the print option in your app’s menu.

   

• Or download the manufacturer's app. Open the app and choose “Set up a new printer”. Follow the on-screen prompts to discover and add your wireless printer to the app.

   

• To print any document or photo, select it, choose print settings and hit print.

Conclusion

As you can see, the Wi-Fi setup on printer is an easy process. All you need to do is follow the steps. You can use any method: your printer’s touchscreen, the WPS button, or the app. Once it’s done, you will be free from the clutches of cable wires and have a lot of freedom and flexibility in using your printer.