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How Do I Make My Printer a Network Printer?

Published in Printer Network Setup 7 mins read

Transforming your printer into a network printer allows multiple users and devices on your network to print seamlessly, enhancing efficiency and accessibility. This process typically involves two main steps: ensuring your printer is physically connected to your network, and then adding it to your computer so it can be used.

Understanding Network Printers

A network printer is a printer that can be accessed by multiple computers or devices over a local area network (LAN). Unlike a local printer connected directly to one computer via USB, a network printer uses an Ethernet cable or Wi-Fi to connect directly to your router, making it discoverable and usable by any authorized device on that network without needing a dedicated computer to share it.

Step 1: Connecting Your Printer to the Network (Making it Network-Ready)

The first step in making your printer a network printer is to establish its connection to your home or office network. The method depends on your printer's capabilities:

Wired Connection (Ethernet)

Many business-oriented or higher-end home printers come with an Ethernet port.

  • Connect the Cable: Plug one end of a standard Ethernet cable into the printer's Ethernet port and the other end into an available LAN port on your router or a network switch.
  • Power On: Turn on your printer. Most network-ready printers will automatically obtain an IP address from your router via DHCP (Dynamic Host Configuration Protocol).
  • Verify Connection: Check the printer's display panel for network status indicators or print a network configuration page from the printer's menu to confirm it has successfully obtained an IP address and connected to the network.

Wireless Connection (Wi-Fi)

Most modern consumer printers offer built-in Wi-Fi connectivity for cable-free networking.

  • Printer Control Panel: On your printer's physical control panel, navigate to the "Network Settings," "Wireless Setup Wizard," or "Wi-Fi" menu.
  • Select Network: Choose your Wi-Fi network (SSID - Service Set Identifier) from the list of available networks detected by the printer.
  • Enter Password: Input your Wi-Fi password (also known as the WPA2-PSK key or network security key) when prompted.
  • WPS (Wi-Fi Protected Setup): If both your printer and router support WPS, you can often establish a connection by pressing the WPS button on your router and then activating the WPS function on your printer within a short timeframe (usually two minutes), without needing to manually enter the password.
  • Confirm Connection: The printer will typically display a message indicating a successful connection or a solid blue Wi-Fi light.

USB Printer via a Network Print Server or Shared PC

If you have an older, USB-only printer without built-in network capabilities, you can still make it accessible over the network, though it's not an independent "network printer" in the same way:

  • Dedicated Network Print Server: This is a small hardware device that connects to your router via Ethernet or Wi-Fi, and your USB printer connects to it via a USB cable. The print server acts as a bridge, allowing the USB printer to be accessible on the network.
  • Sharing from a Connected Computer (Windows Example):
    1. Connect your USB printer directly to one computer on the network (e.g., via a USB cable).
    2. On that computer, open the Control Panel and go to Devices and Printers or Printers and Scanners.
    3. Right-click on the USB printer, select "Printer Properties," and navigate to the "Sharing" tab.
    4. Check the box "Share this printer" and give it a memorable share name (e.g., "Office_USB_Printer").
    5. Ensure that Network Discovery and File and Printer Sharing are enabled in your computer's Advanced Sharing Settings.
    6. Important Note: For other devices to print, the computer to which the USB printer is connected must be turned on and connected to the network.

Step 2: Adding Your Network Printer to Your Computer

Once your printer is successfully connected to your network (whether wired, wireless, or via a print server/shared PC), the final step is to add it to your computer so you can start sending print jobs. Your operating system is designed to help you discover and install network printers easily.

Adding a Network Printer in Windows

Windows provides a straightforward process for finding and adding network printers:

  • Ensure Network Connection: Before you begin, ensure that your printer is connected to the same network as your computer. This is crucial for your computer to be able to discover the printer.
  • Access Control Panel: On your computer, go to the Control Panel. You can quickly find it by typing "Control Panel" into the Windows search bar or by navigating through the Start menu.
  • Open Devices and Printers: Open the "Devices and Printers" or "Printers and Scanners" section. This section lists all connected printing devices.
  • Initiate Add Printer: Click on the "Add a Printer" option located at the top of the Devices and Printers window.
  • Search for Printers: Your operating system will search for available printers on the network. This process might take a moment as Windows scans for discoverable devices.
  • Select and Install: Once your network printer appears in the list (it might be listed by its model name, IP address, or network hostname), select it and follow the on-screen prompts to install the necessary drivers. If your printer doesn't appear automatically, you might need to select "The printer that I want isn't listed" and add it manually using its IP address or hostname.

Adding a Network Printer in macOS

macOS also simplifies the process of adding network printers:

  1. Open System Settings/Preferences: Click the Apple menu in the top-left corner of your screen, then select System Settings (for macOS Ventura or later) or System Preferences (for earlier macOS versions).
  2. Navigate to Printers & Scanners: Click on "Printers & Scanners" in the sidebar.
  3. Add Printer: Click the " + " (Add Printer, Scanner, or Fax) button, usually located below the list of existing printers.
  4. Select Printer: Your Mac will automatically search for printers available on your network. Select your printer from the detected list. macOS will typically recommend the correct driver.
  5. Complete Setup: Click "Add" to finalize the setup. macOS will download and install the required drivers automatically. If necessary, you can also add the printer using its IP address by selecting the "IP" tab.

Troubleshooting Common Network Printer Issues

Even after setup, you might encounter issues. Here's a quick reference for common problems:

Issue Possible Cause Solution
Printer Not Found/Offline Incorrect network connection, firewall blocking, incorrect IP address. Verify printer's network status (Wi-Fi light, Ethernet connection), ensure printer and computer are on the same network, temporarily disable computer's firewall, restart router and printer.
Printing Errors Outdated/corrupt drivers, network interference, print queue issues. Download and install the latest drivers from the printer manufacturer's official website (e.g., Printer Drivers Download), clear the print queue, restart computer and printer.
Slow or Intermittent Printing Network congestion, poor Wi-Fi signal strength, router issues. Move printer closer to the Wi-Fi router, use an Ethernet connection if possible, ensure router firmware is updated, check for other high-bandwidth network activities.
IP Address Conflicts Router assigning duplicate IP addresses to devices. Assign a static IP address to the printer (consult printer manual for steps), or simply restart your router and printer.

By following these steps, you can successfully integrate your printer into your network, making it accessible to all connected devices.