Learn how to add a printer to a Mac with this simple guide.
Adding a printer to a Mac is usually straightforward, but the exact steps depend on whether the printer connects over Wi-Fi, USB, or AirPrint. Before you begin, turn on the printer, remove any setup error from its display, and confirm that the Mac and printer are connected to the same network.
Add a wireless printer.
- Turn on the printer and connect it to your Wi-Fi network using its display or setup app.
- On your Mac, open the Apple menu → System Settings.
- Select Printers & Scanners.
- Click Add Printer, Scanner, or Fax.
- Wait for the printer to appear in the list.
- Select it and click Add.
MacOS may automatically download or select the appropriate printer software. If the printer appears with “AirPrint” as the driver, that is often the simplest option for standard printing.
Add a printer with USB.
Connect the printer directly to the Mac with a compatible USB cable or adapter, then open System Settings → Printers & Scanners. Select the printer when it appears and choose Add.
If the Mac has no matching port, use a compatible USB-C adapter. Avoid very cheap unpowered hubs when the printer repeatedly disconnects.
Use AirPrint when available.
AirPrint allows compatible printers to work without installing a separate driver. It is especially useful when the printer manufacturer’s software is outdated or difficult to configure.
AirPrint still requires the printer and Mac to be reachable on the same local network. A guest Wi-Fi network, VPN, or wireless isolation setting can prevent discovery.
If the printer does not appear
- Restart the printer, router, and Mac.
- Confirm both devices are on the same Wi-Fi network.
- Temporarily disconnect a VPN.
- Check whether the printer is connected to a guest network.
- Install the latest software from the manufacturer’s official support page.
- Remove an old printer entry and add it again.
- Check the printer’s IP address and network status.
Do not download printer drivers from unofficial driver websites. They may be outdated or unsafe.
Check the printer after setup.
Print a test page before sending an important document. A test confirms that macOS has selected the correct paper size, colour profile, and printer queue. If the printer includes a scanner, open Image Capture or the manufacturer’s official app to confirm that scanning works as well.
If you share the printer with other people, give it a clear name in Printers & Scanners. A name such as “Office Wi-Fi Printer” is easier to identify than a string of letters and numbers. Keep the printer firmware current, but only install updates from the manufacturer’s official support channel.
Final verdict
Use AirPrint or macOS’s automatic setup first. Install manufacturer software only when you need advanced scanning, ink monitoring, firmware updates, or specialised print features.
Similar guides: How to make your laptop faster, How to free up space on a Mac
A note about older printers
Very old printers may not support current macOS versions or modern wireless security. If the printer is several years old, check the manufacturer’s compatibility list before spending time on repeated driver installations. A USB connection can sometimes keep an older model useful, but it may not provide scanning or ink-management features.
