How to Set Up a Network Printer on Mac and PC
Need help with this? Call (716) 823-3085 for expert assistance.
Before You Add the Printer, Gather the Exact Connection Details
Setting up a network printer goes much faster when you identify how the printer is shared before you open any settings. A printer on your network is usually available in one of three ways: as an AirPrint or Bonjour printer that announces itself automatically on the local network, as a printer shared from a Windows print server, or as a device that accepts jobs directly by IP address using protocols such as IPP, HP Jetdirect, or LPD. You can usually confirm this from the printer’s control panel by opening its Network, Wireless, or Ethernet menu and viewing the current IP address and hostname.
If the printer has a screen, print a Network Configuration or Wireless Status page from the printer’s Reports, Information, or Settings menu. That page typically shows the printer name, IPv4 address, subnet, and whether AirPrint or web services are enabled. On many office printers, you can also open a web browser on any computer and type the printer’s IP address into the address bar to reach the printer’s embedded settings page. From there, look for sections named Networking, Protocols, or Services to verify that IPP or Bonjour is turned on.
Also confirm that your Mac or PC is connected to the same network as the printer. If your computer is on a guest Wi-Fi network and the printer is on the main LAN, auto-discovery usually fails because guest networks often block device-to-device traffic. On Windows, you can check your current network under Settings > Network & Internet > Wi-Fi or Ethernet. On Mac, open System Settings > Wi-Fi or Network. If the printer will be added by IP, write down the exact address now; if it will be added from a print server, note the server name and the shared printer name so you can enter them correctly during setup.
Step 1: Add the Network Printer on a Mac
On a Mac, start by opening System Settings > Printers & Scanners. In older versions of macOS, this may appear in System Preferences with the same name. Click Add Printer, Scanner, or Fax or the Add Printer button to open the printer browser. The first place to look is the Default tab, which lists printers macOS discovers automatically through Bonjour or AirPrint. If your printer appears there, select it and check the Use field at the bottom. If available, choose AirPrint for basic printing without vendor software, or choose the printer’s specific driver if macOS already offers it.
If the printer does not appear automatically, click the IP tab in the add-printer window. In the Address field, type the printer’s IP address exactly as shown on its network status page. Then choose a protocol from the Protocol drop-down. Use AirPrint or Internet Printing Protocol – IPP when the printer supports it; use HP Jetdirect – Socket for many HP and business-class printers; use Line Printer Daemon – LPD only when the printer or print server specifically requires it. The Name field usually fills in automatically, but you can edit it to something recognizable such as Front Office Color Laser.
After you select the printer, verify the Use or Driver field again. If macOS cannot identify the model, choose Select Software and pick the exact printer model from the list. Click Add. If macOS prompts you to install optional accessories, such as duplex units or extra paper trays, review those settings carefully because they affect what paper sources and finishing options appear later in print dialogs. When the printer is added, print a test page from any app by choosing File > Print and selecting the new printer from the printer list.
Step 2: Add the Network Printer on a Windows PC
On Windows 11 or Windows 10, open Settings > Bluetooth & devices > Printers & scanners, then click Add device. Windows first searches for printers it can discover automatically. If your network printer appears, click Add device next to its name and allow Windows a minute to install the queue and driver. This works best for printers that advertise themselves over the local network or support Mopria, WSD, or vendor discovery services. After installation, click the printer name in Printers & scanners, then choose Print a test page to confirm communication.
If Windows does not find the printer, click Add manually or The printer that I want isn’t listed. In the manual setup window, choose the method that matches your printer. For a shared office printer hosted by another Windows computer or server, select Select a shared printer by name and enter the path in this format: \\servername\printersharename. For a printer with its own network address, choose Add a printer using a TCP/IP address or hostname. Enter the printer’s IP address in the Hostname or IP address field, and leave Query the printer and automatically select the driver to use checked unless you know the printer needs a specific driver package.
When Windows asks for a driver, choose the exact manufacturer and model if it is listed. If you previously downloaded a driver from the printer maker, click Have Disk and point Windows to the extracted driver folder. Avoid selecting a similar model unless there is no exact match, because mismatched drivers often cause missing paper sizes, blank pages, or unavailable duplex options. Finish the wizard, decide whether to share the printer from that PC if needed, and then open Settings > Bluetooth & devices > Printers & scanners, select the printer, and use Print a test page. If the test page prints but special features are missing, open Printer properties and review the Device Settings or Advanced tab for installed trays, memory, or finishing options.
Step 3: Verify Printing, Scanning, and Default Settings
After the printer is added, test more than basic connectivity. A successful setup means the computer can send a job, the printer can process it with the correct driver, and the print options match the hardware installed. On Mac, open any document and choose File > Print, then expand the print dialog if needed to check whether options like Two-Sided, Color, Media & Quality, or specific paper trays appear. If those options are missing, return to System Settings > Printers & Scanners, select the printer, and review the driver selection or installed options. On Windows, go to Settings > Bluetooth & devices > Printers & scanners, select the printer, then open Printing preferences and Printer properties to confirm paper size, duplexing, and tray assignments.
If the printer is a multifunction device, verify scanning separately because print setup does not always install scan support. On a Mac, open Image Capture from the Applications folder or check whether the printer appears in the Printers & Scanners list with scan options. On Windows, open the Windows Scan app or Settings > Bluetooth & devices > Printers & scanners and see whether the device exposes scanner functions. Some manufacturers require a separate utility for scanning over the network even when printing works with a generic driver.
Finally, set the printer behavior you want for daily use. On Mac, you can choose the printer in the print dialog and save commonly used settings as a Preset, such as black-and-white duplex printing for routine documents. On Windows, configure defaults in Printing preferences so every app starts with the right paper size, orientation, and color mode. If multiple printers are installed, set the one you use most often as the default: on Mac in System Settings > Printers & Scanners, and on Windows in Settings > Bluetooth & devices > Printers & scanners by selecting the printer and choosing Set as default.
Tips for Avoiding the Most Common Setup Problems
- Reserve the printer’s IP address in your router or DHCP server. If you add a printer by IP and that address changes later, the printer appears offline even though nothing is physically wrong. In your router’s DHCP or LAN settings, create a reservation for the printer’s MAC address so it always receives the same IP. This is especially helpful for Macs and PCs that connect directly to a TCP/IP printer queue instead of discovering it each time.
- Use the correct protocol for the environment instead of guessing. If the printer appears automatically on a Mac, AirPrint is usually the cleanest choice for standard printing. If a business printer supports direct IP printing and you need stable connectivity across both Mac and Windows, IPP or a vendor-recommended TCP/IP method is often more reliable than legacy discovery methods. LPD should only be used when the printer or print server specifically requires it, because queue-name mistakes are common.
- Match the driver to the exact model when features matter. Generic drivers can print simple documents, but they often hide finishing options, custom paper sizes, secure print, accounting codes, or scanning functions. If your printer has extra trays, stapling, duplex hardware, or scan-to-folder features, install the manufacturer’s current driver package and then review the printer’s installed options in Printer properties on Windows or the printer configuration on macOS so the software reflects the hardware accurately.
Need Hands-On Help?
MacSolutions Plus in East Amherst has been helping customers in Buffalo and Buffalo, Amherst, East Amherst with Mac and PC technology for 24+ years. Whether you need hands-on assistance or just have a quick question, we’re happy to help.