Your WiFi network is now host to all manner of devices: your smartphone, smart speaker, smart TV – the list goes on. If you want to make your entire home or office connected together, it’s worth learning how to connect your printer to WiFi. As the best printers become more sophisticated, they are capable of all manner of functions – but primarily over WiFi. So if you want to get your printer to respond to smart speaker commands, or simply want to print remotely from a PC or laptop, let’s talk you through the steps for connecting a printer to WiFi. Across a range of different brands and printer styles, we’ve made a handy troubleshooting tool for easy problem-solving with WiFi printing.
How to Connect Your Printer to WiFi
Connecting a printer to WiFi can be done via a number of means: we find the quickest and most reliable is via a WiFi Protected Setup (WPS) connection. Press and hold the WPS button on your router, and do the same on your printer (or navigate to the “WPS” option in the menu), and the two devices should connect. From there, any device on the network should be able to discover the printer.
How to Set Up a Printer for WiFi
Most modern printers come with some form of modern wireless connection – if not WiFi then Bluetooth. Setup should generally be quick – make sure your printer is plugged in to its outlet, and has all the corresponding components at the ready. Generally, one of the first prompts you’ll get when setting up your printer is the option to connect to WiFi – so turn it on and get started!
How to Connect a Printer to WiFi
Once your printer is up and running, you should be prompted to connect to WiFi fairly early in the setup process. If you aren’t – here’s a rundown of how to do it.
Connect a Printer to WiFi using WPS
Generally, this is the best way to connect a printer to WiFi – circumventing the cumbersome task of entering a WiFi password.
Step
Navigate to your printer’s Network settings
Once your printer is turned on, use the controls to navigate to the Network configuration settings. Sometimes this is separate from your other settings in it’s own Network tab – as with the Epson printer shown here – but otherwise navigate via Settings > Network or Settings > General > Network.
Step
Select the option to Set Up a Wireless Connection via WPS
Once in the Network settings, you should have the option for WPS, or “Wireless Protected Setup”. Simply select the button, and you should be taken to a pending screen.
If the menu on your printer doesn’t have a WPS option, there may be physical button on the printer. Check the interface for two arrows, with a “WPS” below.
Step
Press the WPS Button on Your Router
Next, find your WiFi router and locate its WPS button – generally located on the rear. Press (and hold) it, and wait for the two devices to discover one another. This may take a moment, especially if the two are far apart. Once this is done, your printer should be connected to your WiFi!
Don’t confuse the WPS button with a reset button – both often use similar logos.
Connect a Printer to WiFi using Network Name & Password
If you don’t have a WPS option on your printer or router, then the next most convenient solution is to connect it same as you would any other device. This is similarly straightforward, but may take a little longer.
Step
Navigate to your printer’s Network settings
Once your printer is turned on, use the controls to navigate to the Network configuration settings. Sometimes this is separate from your other settings in it’s own Network tab – as with the Epson printer shown here – but otherwise navigate via Settings > Network or Settings > General > Network.
Step
Connect via WiFi Setup
Next, navigate to your printer’s option for setting up via WiFi, generally the recommended means of connection labelled “WiFi Setup” or something similar. Press the option, and the printer should now start searching for nearby networks.
This is different to setting up a printer for WiFi Direct, a different connection system we will cover later.
Step
Connect to Your Corresponding Network
This step should be familiar to most tech users: connect the device to your network using the corresponding password – found on your router. This can be a bit of a time sink: most printers only have rudimentary controls, so entering a string of letters and numbers can be a challenge. But so long as everything is correct, you should successfully connect your printer to WiFi.
How to Connect a Printer to Your Device via WiFi
Now that we’ve got the printer on the network, there’s the small matter of making sure it’s connected to other devices on it – such as a smart speaker, PC or laptop. Here are some common means of connecting devices to your printer:
Connect a Device to the Printer via Settings
This is by far the easiest means of connecting devices – requiring only that both devices are on the same network.
Step
Connect Both the Printer and Device to the Same WiFi Network
Ensure that both your printer and device are connected to the same WiFi network, by following the methods above and the WiFi connectivity options for the device in question.
Step
Add the Printer
Once you’re connected, navigate to the Device settings. On Windows PCs, for example, this is located in Settings > Devices > Printers and Scanners. Once there, click to “Add a new Printer or Scanner“, which should get your device scanning for the printer on your WiFi network. Once it appears, you should have the option to add it to your devices – where it will install any corresponding drivers and be ready to print!
Make sure you chose to have your PC or other device discoverable by other devices when connecting to the WiFi network. If not, quickly Forget the network, re-enter the password, and select it.
Step
Send your Print to the Printer
Once this is set up, simply select the “Print” option on your document or other media, which should open the print menu. Select the corresponding printer (often done by default), adjust any options as required, and send it to be printed.
Connect a Device to the Printer via AirPrint
Apple devices are less versatile in terms of connectivity, and utilize their own proprietary connection software called AirPrint. This is still fairly easy to use, but is a different process to Windows and Android devices.
Step
Navigate to your printer’s Network settings
Once connected to WiFi using the steps above, use the controls to navigate back to the Network configuration settings. Sometimes this is separate from your other settings in it’s own Network tab, but otherwise navigate via Settings > Network or Settings > General > Network.
Step
Turn on AirPrint
This is fairly self-explanatory: there is often a checkbox or setting to enable that allows iPads and other compatible devices to be AirPrint compatible. Turn it on, and exit the print settings.
Given the popularity of iPhones and Macs, this option is often enabled by default – but it’s worth checking when first setting up the printer. If the option isn’t in the Network settings, consult the manual or online support to find the setting location.
Step
Send your Print to the Printer
Once this has been completed, return to your Apple device of choice – ensuring that it’s on the same network as the printer. Select the document or photo you wish to print and click the “Share” button (often a square box with an arrow point upwards). Scroll until you find the option to “Print”, which should bring up a new menu. Select the corresponding printer, tweak any settings you need to, and send the document to be printed.
Given the popularity of iPhones and Macs, this option is often enabled by default – but it’s worth checking when first setting up the printer. If the option isn’t in the Network settings, consult the manual or online support to find the setting location.
Connect a Device to the Printer via WiFi Direct
WiFi Direct is a separate entity to WiFi connection, effectively cutting out the middleman in printers and connecting directly to the native device. It can be faster and more convenient, but requires more setup.
Step
Navigate to your printer’s Network settings
Same as connecting to a WiFi network, we need to head to the Network settings. Sometimes this is separate from your other settings in it’s own Network tab, but otherwise navigate via Settings > Network or Settings > General > Network.
Step
Enable WiFi Direct
Regardless of whether you are connected to a WiFi network or not, you have the option to enable WiFi Direct. Select the corresponding option: labelled “WiFi Direct“or “Wireless Direct Setup“. This should display a prompt with a network name, and often a password.
Step
Connect Your Device to the WiFi Direct Network
On your device of choice, navigate to the WiFi settings, where you should see the option to connect to the network highlighted on the printer. Enter the password, and once connected you should be able to send prints as usual.
You can normally have four simultaneous WiFi Direct connections.
How to Fix Connection Issues with a WiFi Printer
If you’ve tried all of the above and still finding issues with connecting your printer to WiFi, here’s a checklist of things to try:
Restart Your Printer/Device
We’re always surprised by how often simply turning something off and on again actually is a solution. Especially on older devices, a reboot may help to clear up any software issues.
Run Troubleshooter(s)
To help diagnose the issue, you can run a number of different troubleshooters from the comfort of a PC or laptop. Check your Network, Printer driver, and Device settings for any errors or issues, and follow the instructions for how to fix them.
Reinstall Printer Drivers
Older printers especially often struggle on new devices, with support for newer software like Windows 11 often missing. Outdated drivers can still work, but a clean installation gives them the best chance.
Reset & Retry Network Connection
As mentioned above, forgetting and re-joining a WiFi network can help you change preferences and ensure devices are discoverable. If you’re struggling to connect or connect the printer to a device, try this.
FAQs
WiFi Direct is a form of Peer-to-Peer wireless connection that only connects two devices together, incapable of connecting to the internet. WiFi is a joinable network that allows connection between multiple devices and the internet at large.
Printer Drivers are pieces of software that allow other devices to configure printer settings. They’re light on performance but allow for varied customization of print settings, such as installing ICC Color Profiles or configuring for different paper types.
In Summary
If you were struggling with how to connect a printer to WiFi, we hope our guide talked you through the different methods and options at your disposal. We’ve tried to cover for as many printers as we can, but the specifics of connecting will of course vary by brand and model. Check out our guides and printer reviews for more on the particulars of printing.
