How to Add a Wireless Laser Printer to a Windows PC or Mac

01Overview

Getting a laser printer onto Wi-Fi is only half the job. To connect a laser printer to your laptop or computer, you also add it in Windows or macOS so the computer knows where it is and which driver to use. This guide covers both systems, including what to do when the printer doesn’t appear in the list.

If the printer isn’t on your network yet, start with how to connect a laser printer to Wi-Fi. Menu names below are based on Windows 11 and recent macOS versions and may change with updates; the official Microsoft and Apple pages linked at the end have the current wording.

02Before you start

• Confirm the printer is on the network. Print a network configuration report and check that it shows your Wi-Fi name and an IP address. Keep the page handy.
• Join the computer to the same network. Not a guest network, a phone hotspot or a different building’s Wi-Fi. Turn off any VPN temporarily if the printer isn’t found; some VPNs hide local devices.
• Decide whether you need the manufacturer’s software. For printing alone, the driver built into Windows or macOS often works. Multifunction printers may need the manufacturer’s software for scanning or extra features.
• Remove old entries. If you previously added this printer by USB or before a router change, an old entry may confuse things. You can remove it after the new one works.

03Key terms

• Driver: software that translates what you print into instructions your printer understands.
• IP address: the printer’s number on your network, shown on its configuration report.
• Print queue: the list of documents waiting to print on your computer.
• Bonjour and AirPrint: Apple technologies that let Macs and other Apple devices find and print to compatible printers without extra software, where the printer supports them.
• Mopria: a printing standard supported by many printers and by Windows and Android, used to print without model-specific drivers where supported.

04Add the printer on Windows 11

1. Open printer settings. Select Start, then Settings, then Bluetooth & devices, then Printers & scanners.
2. Choose Add device. Windows searches the network for printers. Wait a minute for the search to finish.
3. Select your printer. Is your laser printer in the list? If yes, choose Add device next to it. Windows installs a suitable driver. If you see the same model twice, the names may show the connection type; choose the network entry. If your printer isn’t listed, go to step 4.
4. Add it manually if needed. Select the option for adding a printer that isn’t listed (the wording is similar to “The printer that I want isn’t listed” or “Add manually”). Choose the option to add a printer using an IP address or hostname, then type the IP address from the configuration report. Windows tries to detect the printer and pick a driver.
5. Pick a driver if Windows asks. Choose your printer’s manufacturer and model. If your exact model isn’t listed, cancel and install the driver package from the manufacturer’s official support site, then try again. Our guide on installing a laser printer driver explains this.
6. Print a test page. Select the printer in Printers & scanners and use the option to print a test page.

05Add the printer on a Mac

1. Open printer settings. Choose Apple menu, then System Settings, then Printers & Scanners.
2. Click the Add Printer, Scanner or Fax button. The Mac lists printers it finds on your network.
3. Select your printer. In the Default tab, choose your laser printer. Check the Use menu: AirPrint or Secure AirPrint works well for many printers, or you can choose the manufacturer’s driver if it is installed. Click Add.
4. Add by IP address if it isn’t listed. Use the IP tab, type the printer’s IP address, and choose a protocol your manual recommends. Leave the Use menu on an automatic or generic option, or choose the manufacturer’s driver if installed.
5. Print a test document. Print a short page from any app, or use the test page option in the printer’s queue if your macOS version offers one.

06Check that it worked

1. The printer appears in Printers & Scanners on the computer with a ready status, not offline.
2. A test page prints from the computer within a short time.
3. The printer name and model match your printer, so you know the correct device and driver were added.
4. The configuration report still shows the same IP address you used.
5. If you print to this printer most of the time, set it as the default printer. See adding a network printer and setting your default printer.

07When to contact the manufacturer

Use the manufacturer’s official support site if:

• The computer finds the printer, but no available driver lists your model.
• The manufacturer’s installer fails or reports that your operating system version isn’t supported.
• Scanning or other multifunction features don’t work even with the official software installed.
• The printer prints garbled pages from every computer, which can point to a driver or firmware issue the manufacturer must advise on.

08FAQ

Do I need to install the printer’s CD or software?

Often not. Windows and macOS include drivers or driverless printing for many laser printers. If the printer isn’t recognized or you need scanning features, download the current software from the manufacturer’s website rather than using an old disc.

Why does my printer appear twice on my computer?

The same printer may be listed once for each connection type or driver, for example a USB entry and a network entry, or an AirPrint entry and a manufacturer-driver entry. Keep the one that works reliably and remove the other.

Can I connect a laser printer to a laptop without Wi-Fi?

Yes. You can use a USB cable, if the printer has a USB port and the laptop has a suitable port or adapter. Some printers also support Wi-Fi Direct, which links the laptop and printer directly. Check your manual.

Why can’t my laptop find the printer when my phone can?

Check that both are on the same network and band, and turn off any VPN on the laptop. Restart the laptop, then try adding the printer by IP address.

Should I add the printer by IP address or let the computer find it?

Letting the computer find the printer is easiest. Adding by IP address is a good fallback, and it works best if your router keeps giving the printer the same address.