How to Connect Printer to Wi-Fi

Not thrilled about the tangled jumble of cables brooding under your desk? One surefire way to reduce cord clutter is by connecting your printer to Wi-Fi. Not only will this enhance aesthetics, but you’ll also get to print from any device anywhere in your home or office.

Connecting a printer to Wi-Fi requires more steps than a cabled connection, but the benefits make it worthwhile. Whether you’re running Windows or Mac, we’ve created a simple, beginner-friendly guide on how to connect your printer to Wi-Fi.   

Understanding Your Printer Capabilities

Before you get too excited, confirm that your printer supports Wi-Fi. Look through the user manual or examine the printer itself to find the little Wi-Fi symbol.

If your printer doesn’t support Wi-Fi, consider buying one that does. Officeworks has a wide range of awesome Wi-Fi-enabled printers that cater to users of varying needs.

Preparing Your Connection

The next step is to gather your credentials. You’ll need to know your Wi-Fi network name (SSID) and password. If you can’t remember the password, look for a sticker underneath or behind your router. Your Wi-Fi password might be listed as the network security key, WPA key or WPA/WPA2 passphrase.

Next, ensure the printer and computer are both close enough to the router for a stable connection.

Step-by-Step Guide: How to Add Wi-Fi to a Printer

The precise steps depend on your printer’s make and model. Nonetheless, most require you to connect to a local Wi-Fi network via an in-built interface.

1. Switch your printer on
2. Navigate to the wireless or Wi-Fi settings menu on your printer’s in-built control panel
3. Select your Wi-Fi network
4. Enter your Wi-Fi password using the printer’s interface
5. Wait for a message to confirm your printer has connected successfully

Connecting a Printer to Wi-Fi via WPS

Wi-Fi Protected Setup (WPS) lets you connect a device like a printer directly to your router. This connection method comes in handy if you don’t know your Wi-Fi network name, or you can’t see it on the printer’s control panel.

1. Switch your printer on
2. Press and hold the WPS button on your printer for 10 seconds or until the wireless light starts flashing (some printers require you to press and hold the WPS button and the power button simultaneously)
3. Immediately go to your router and press and hold its WPS button until the wireless light starts blinking. Once it stops flashing, you should be connected.

Now that your printer is connected to the Wi-Fi, you can set the printer up to use on your Windows or Mac computer.

How to Set Up a Printer on Windows

1. Click the Start menu.
2. Navigate to Settings / Devices / Printers & scanners.
3. Look for your printer. If you can’t see it, click Add a printer or scanner.
4. Select your printer.
5. Click Add device and enter a password if required.

How to Set Up a Printer on Mac

1. Click the Apple menu at the top-left corner of your screen
2. Navigate to System Preferences / Print & Scan
3. If you can’t find your printer, click +, then choose your printer from the list.
4. Select your printer’s drivers in the Use field, and then click Add.

Note: These steps may vary slightly depending on your Mac or Windows version.

Troubleshooting Printer Wi-Fi Connection Issues

There’s a plethora of reasons why you might fail to connect your printer to Wi-Fi.

Incorrect Password

Entering a long, complex password on a tiny printer display, sometimes with arrow keys instead of a keyboard, is an arduous task that can easily lead to mistakes. Check each character carefully, and remember that passwords are case-sensitive.

Wrong Network

You could also have connected to the wrong Wi-Fi network. Double-check that you’re using the same network for your computer and printer—this is especially important when you’ve got multiple SSIDs on the same router. If your network doesn’t appear in the printer wireless setup process, you can try connecting via WPS instead (see above).

Wi-Fi Signal Interference

Your printer could be too far from your router, or hidden behind signal-smothering materials like metal or concrete. Move the printer close to the router until you can confirm it works.

Resetting

Like many IT issues, resetting your computer and printer may resolve the problem. If you’re really struggling, try resetting your printer to factory settings and connecting it again. Most printers let you do this through the in-built interface.

Drivers

You may need to download drivers for your computer to recognise your printer. Windows and Mac might scan for these when you add your printer through the respective settings menu. Otherwise, you can download them directly from the manufacturer’s website. The printer manual should have more information or a QR code leading you to the driver download page.

Connecting a Printer to a Wi-Fi Network

Connecting a printer to Wi-Fi might seem like a headache, but it’s surprisingly simple once you understand the processes involved. Follow the steps we’ve outlined in this guide and check out our troubleshooting section should you encounter issues. As every printer is different, be sure to take a look through the manual too.

If you can’t connect your printer to Wi-Fi, help is only a phone call away. Geeks2U can send a friendly technician directly to your door to set up a printer or help with other IT-related tasks. Contact us today.

FAQs

• Can Wi-Fi printers work without the internet?

  Yes. You don’t actually need a working connection. So long as your printer and computer are on the same Wi-Fi network (whether it’s working or not), you can print.

• How to connect a printer wirelessly to a computer?

  You connect the printer to Wi-Fi via its built-in interface and then add it to your computer through the OS printer settings.  

• What are the advantages of a Wi-Fi printer?

  Wi-Fi printing benefits include fewer cables, better aesthetics, and the ability to print from anywhere.

• What are the drawbacks of Wi-Fi printers?

  Wi-Fi printers are a bit slower and may suffer from connection issues on a busy network.

• How far can a Wi-Fi printer be from the router?

  The maximum range is 50-100 metres indoors or 100-150 metres outdoors.