Wireless and WiFi Printer Setup
Getting a printer onto your home WiFi can feel fiddly, but it is usually just a few clear steps. We'll walk you through connecting it and keeping that connection steady, at a comfortable pace.
Connecting a printer to WiFi means it can print from your computer, phone, or tablet without any cable running between them. Once it is set up correctly, you should be able to hit Print from across the room and have your pages come out on their own. Most printers walk you through this on their own little screen, and the whole thing is more approachable than it first looks.
This page explains how to connect your printer to your home network, how to choose the right WiFi network when there is more than one, and what to do after a router swap or a password change knocks the printer offline. The steps are written to work across common brands and cover both Windows and Mac. Take them one at a time. There is no rush, and you can stop and pick up again whenever you like.
Why it happens
Common causes
The printer is on a different network than your computer
If the printer joined a neighbor's signal or a guest network, it cannot talk to the device you are printing from, even though both seem to be online.
A 5GHz-only connection the printer cannot use
Many home printers connect only to the 2.4GHz WiFi band, so pointing them at a 5GHz network name will fail even when the password is correct.
The router name or password recently changed
A new router, an internet provider swap, or a password reset leaves the printer holding old details it can no longer use to log in.
The printer is too far from the router
Thick walls, floors, and distance weaken the signal, so the printer may connect briefly and then drop off when the WiFi gets patchy.
The wrong network details were entered
WiFi passwords are case-sensitive and easy to mistype on a small keypad, which is one of the most common reasons a connection is refused.
Try this first
Step-by-step fixes you can do yourself
Work through these in order. There's no need to buy anything — many printers are back to normal by the end of this list.
Set the printer near your router and gather your details
Place the printer within easy reach of your WiFi router for the setup, ideally in the same room. A strong signal during setup makes everything smoother, and you can move the printer later once it is connected. Before you start, find your WiFi network name (also called the SSID) and its password. These are often printed on a sticker on the underside or back of your router, or on a card your internet provider gave you. Make sure the printer is switched on, has paper and ink or toner loaded, and has finished any startup warm-up. Have your computer or phone nearby too, since you may need it partway through.
Open the WiFi setup on the printer's control panel
Most printers with a screen have a built-in setup wizard. On the printer's control panel, look for a Settings, Setup, Wireless, or Network menu, usually shown as a gear or a WiFi icon. Choose the option named something like Wireless Setup Wizard, Wi-Fi Setup, or Network Setup. The printer will scan the area and show a list of nearby WiFi networks. Take your time reading the list, since names can look similar.
Choose the right network and enter the password
From the list, select your own network name exactly. If you see two versions of your network, one may be the 2.4GHz band and one the 5GHz band, sometimes shown with a '5G' or '-5' on the end. Choose the 2.4GHz option if it is offered, as most printers connect more reliably to it and many cannot use 5GHz at all. Enter your WiFi password carefully using the on-screen keyboard, watching for capital letters, since passwords are case-sensitive. Many printers have a 'show password' or eye icon so you can double-check what you typed before confirming. When the printer reports a successful connection, its WiFi light or icon should turn solid.
Or use the WPS button for a quicker connection
If typing on the small keypad is awkward, many printers and routers support WPS, which connects them with the press of a button instead of a password. On the printer, choose the WPS or Push Button setup option from the wireless menu, then within about two minutes press the WPS button on your router. The two devices find each other and connect on their own. Note that some internet providers turn WPS off, so if nothing happens after a couple of minutes, simply go back to the password method in the previous step. Both approaches work equally well.
Add the printer on a Windows computer
Once the printer is on your WiFi, tell Windows to find it. Click the Start button and open Settings, then go to Bluetooth & devices and choose Printers & scanners (on Windows 10 it is under Devices). Click 'Add device' or 'Add a printer or scanner' and wait a few seconds while Windows searches. When your printer appears in the list, click it and then click Add device, and Windows will finish the setup. If it does not appear, click the link that says 'The printer that I want isn't listed' and follow the prompts, or make sure the computer is on the same WiFi network as the printer before trying again.
Add the printer on a Mac
On a Mac, click the Apple menu in the top-left corner and open System Settings (called System Preferences on older versions), then choose Printers & Scanners. Click the Add button, shown as a plus sign, and wait for your printer to show up in the Default list, where wireless printers usually appear with a Bonjour label. Select your printer, let the 'Use' box fill in the matching software on its own, and click Add. Your Mac will connect and, if needed, download the right software automatically.
Print a test page to confirm everything works
With the printer added, print a test page to make sure the connection holds. On Windows, go back to Printers & scanners, click your printer, open Printer properties or Manage, and choose Print test page. On a Mac, open Printers & Scanners, select your printer, and use Print Test Page from the printer's options, or simply print any document. If the page comes out cleanly, your wireless setup is complete. If nothing prints, restart both the printer and your computer, then try printing again, as a fresh start clears many first-time hiccups.
Re-add the printer after a router or password change
If you replaced your router, switched internet providers, or changed your WiFi password, the printer is still trying to use the old details and will show as offline. Run the printer's Wireless Setup Wizard again from step two and enter the new network name and password so the printer joins the new network. Then, on your computer, remove the old printer entry and add it fresh: on Windows, go to Printers & scanners, click the old printer, choose Remove, and add it again; on a Mac, open Printers & Scanners, select the old one, click the minus button to remove it, then click Add to set it up anew. To keep the connection stable day to day, try to keep the printer within good range of the router and avoid tucking it inside a metal cabinet or behind large appliances.
If you have worked through these steps and your printer still will not join the network, that is a perfectly normal place to be, and you are welcome to let us lend a hand. Printer Help Hub is an independent support service, and reaching out is completely optional. You can start with a free consultation where we listen to what is happening and talk through your options in plain English. If any paid work would help, we will explain it first and give you a clear quote, and nothing is charged until you approve it. Our support team is available Monday through Friday, 9:00 AM to 6:00 PM ET, and there is no pressure at any point. You are always free to keep trying on your own instead.
Prefer a printable walkthrough?
Our free guide covers this step by step: How to Connect a Printer to WiFi.
Questions & answers
Frequently asked questions
Honest answers about this problem and how we can help.
Do I need to plug the printer into my computer with a cable to set up WiFi?
Usually no. Most modern printers connect to WiFi straight from their own control panel, with no cable involved. A few models ask you to connect a USB cable briefly during first-time setup and then let you unplug it once the wireless connection is made. If your printer prompts for a cable, follow its on-screen instructions; otherwise the wireless wizard is all you need.
What is the difference between 2.4GHz and 5GHz WiFi, and which should my printer use?
They are two bands your router can broadcast. The 2.4GHz band reaches farther and passes through walls better, while 5GHz is faster over short distances. Many home printers can only use the 2.4GHz band, so if your network shows both, choose the 2.4GHz option for the printer. Your computer and phone can stay on whichever band they prefer.
My printer worked before but went offline after I changed my WiFi password. What happened?
The printer is still trying to sign in with your old password, so the router now turns it away. Run the printer's Wireless Setup Wizard again and enter the new password, then remove and re-add the printer on your computer. The step above titled 'Re-add the printer after a router or password change' walks through exactly what to do.
The printer will not accept my WiFi password. What should I check?
WiFi passwords are case-sensitive, so double-check capital and lowercase letters, and watch for characters that look alike, such as the number zero and the letter O, or the number one and a lowercase L. Use the printer's 'show password' or eye icon to confirm what you typed. It also helps to confirm you selected your own network name rather than a similar one nearby.
Can I print from my phone or tablet once the printer is on WiFi?
Yes. As long as your phone or tablet is connected to the same home WiFi network as the printer, you can usually print from most apps using the built-in print option. This is often the easiest way to print photos or emails without turning on a computer at all.
Does contacting Printer Help Hub cost anything?
The initial consultation is free, and you are under no obligation. If we believe a paid service would help, we explain it clearly and give you a quote first, and no paid work begins until you approve it. If a paid service is not delivered as agreed, you may request a refund within 14 days.
Prefer to talk it through?
Start a free chat and tell us what your printer is doing. We'll help you sort it out — calmly, and with the cost explained before any paid work.
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