How to Connect a Printer to a Mac

Connecting a printer to a Mac is usually a straightforward process. Whether you have a wireless printer that connects through Wi-Fi or a traditional printer that uses a USB cable, macOS provides built-in options for adding and managing printers.

For a wireless connection, your Mac and printer generally need to be connected to the same Wi-Fi network. Once the printer is connected to your network, you can add it through your Mac’s printer settings. If you prefer a wired connection, you can connect a compatible printer directly to your Mac using a USB cable or adapter.

In this guide, you will learn how to connect a printer to a Mac using both methods. 

Connect a Printer to Mac [Wirelessly & Using USB Cable]

To connect a printer to a Mac wirelessly, connect the printer and Mac to the same Wi-Fi network, open the Apple menu > System Settings > Printers & Scanners, select Add Printer, Scanner, or Fax, choose your printer, and follow the on-screen instructions. 

To use a USB connection, connect the printer to your Mac with a compatible USB cable or adapter, turn on the printer, and add it from Printers & Scanners.

The exact appearance of the settings can vary slightly depending on your macOS version and printer model. 

However, the basic process is similar. Before beginning, make sure your printer is turned on and has paper and ink or toner available.

Step 1: Check Your Printer Before Connecting It

Before connecting the printer to your Mac, make sure the printer is ready to communicate with the computer. Press the Power button and wait until the printer finishes starting up.

If you are using a wireless printer, check the printer’s display or control panel for its Wi-Fi connection. Some printers show a Wi-Fi symbol when they are connected successfully. If the printer is not connected to Wi-Fi, use its control panel to open the network or wireless settings and select your home or office Wi-Fi network.

You may need to enter your Wi-Fi password on the printer. Take your time when entering it because passwords are case-sensitive. Once the printer connects successfully, leave it turned on while you continue with the Mac setup.

If you are using a USB connection, you do not need to connect the printer to Wi-Fi. Simply make sure the printer is powered on and that you have the correct USB printer cable and any required Mac adapter.

Step 2: Connect Your Mac and Printer to the Same Wi-Fi Network

This step is important when you want to connect the printer wirelessly. Your Mac and printer should normally be connected to the same Wi-Fi network.

On your Mac, select the Wi-Fi icon in the menu bar and check the name of the network currently connected to your Mac. Remember the network name.

Now check the printer’s wireless settings. Make sure it is connected to the same network. For example, if your Mac is connected to a network called “Home Wi-Fi,” the printer should also be connected to “Home Wi-Fi.”

If the printer is connected to a different network, your Mac may not find it during setup. This is especially common when a home has separate 2.4 GHz and 5 GHz networks, guest networks, or Wi-Fi extenders.

Once both devices are on the appropriate network, move to the next step.

Step 3: Open Printers & Scanners on Your Mac

Now you need to open the section of macOS where printers are added and managed.

Select the Apple menu in the upper-left corner of your screen and choose System Settings. When System Settings opens, scroll through the options on the left side and select Printers & Scanners.

This section displays printers that are already connected to your Mac. If you have never added a printer, the list may be empty.

Look for the Add Printer, Scanner, or Fax button. Select it to begin adding your printer.

On some versions of macOS, the button may simply appear as a plus (+) button. If you see a plus button near the printer list, select it to continue.

Step 4: Add Your Wireless Printer

After selecting the option to add a printer, your Mac will look for available printers.

Give macOS a few moments to search. If your wireless printer is turned on and connected correctly, its name should appear in the list.

Select your printer’s name. You may see additional information such as the printer’s connection type, location, or protocol.

After selecting the printer, macOS may automatically identify the appropriate printer software or driver. In many cases, you do not have to manually download anything.

Check the information shown in the printer setup window. If everything looks correct, select Add.

Your Mac will now add the printer. Wait for the process to finish before trying to print. Once the printer appears in the Printers & Scanners list, the wireless connection is ready.

Step 5: Connect the Printer Using a USB Cable

If you do not want to use Wi-Fi, you can connect many printers directly to your Mac using a USB cable.

First, turn on the printer. Then connect one end of the USB printer cable to the appropriate USB port on the printer.

Connect the other end to your Mac. If your Mac does not have the same type of USB port as the printer cable, you may need a compatible USB adapter or hub.

For example, some newer Mac models use USB-C ports, while older printers may use a traditional USB-A connection. In this situation, use an adapter or cable that supports the required connection.

Once the cable is connected, wait a few seconds. macOS may automatically recognize the printer.

If nothing appears automatically, open the Apple menu > System Settings > Printers & Scanners and select Add Printer, Scanner, or Fax. Look for the connected printer in the list and select it.

Choose Add to finish the setup.

Step 6: Select the Correct Printer Software

During setup, macOS may display an option related to Use, Driver, or printer software.

If macOS automatically selects the printer’s software, it is usually best to leave the selection unchanged. The system may use AirPrint, the manufacturer’s software, or another compatible printer driver.

If your printer requires special software, macOS may prompt you to download or install it. Follow the instructions displayed on the screen.

Avoid randomly selecting a driver that belongs to another printer model. Using the wrong software can cause printing problems or prevent certain printer features from working.

If your printer manufacturer provides dedicated Mac software, make sure you obtain it from the manufacturer’s official website or through a trusted software update source.

Make the Printer Your Default Printer

After adding the printer, you can choose whether to make it your default printer.

Return to Printers & Scanners and select the printer you want to use. Depending on your macOS version, you may see an option for selecting the default printer.

Choosing a default printer is useful if you regularly print from your Mac. When you select Print from an application, macOS can automatically choose your preferred printer instead of requiring you to select it every time.

If you have multiple printers, you can keep more than one printer installed and select the appropriate one whenever you print.

Print a Test Document

The best way to confirm that your printer is working is to print something.

Open a simple document, webpage, photo, or another file. Select File > Print from the application’s menu. You can also use the application’s available print shortcut.

When the print window appears, check the selected printer. Make sure it is the printer you just connected.

Review options such as number of copies, paper size, orientation, and page range. Once everything looks correct, select Print.

Watch the printer for a moment. If it begins printing, the setup was successful.

If the printer does not respond, do not immediately remove and reinstall it. First check whether the printer is turned on, connected to the correct network if using Wi-Fi, and showing any error messages.

Check the Printer Queue if Something Goes Wrong

Sometimes a printer is successfully added to the Mac, but a document remains stuck in the printing queue.

Open System Settings and select Printers & Scanners. Choose your printer to view its status and available options.

If a print job is waiting, check whether macOS reports an error. A printer may stop printing because it is offline, out of paper, out of ink, or experiencing another problem.

You can also cancel a stuck print job and try sending the document again.

For a wireless printer, verify that the printer has not disconnected from Wi-Fi. For a USB printer, check that the cable is securely connected at both ends.

Restart the Printer and Mac if Necessary

If your Mac cannot find the printer even though everything appears to be connected correctly, restarting both devices can sometimes resolve temporary connection problems.

Turn off the printer and wait several seconds. Restart your Mac as well. After the Mac starts again, turn the printer on and allow it to finish initializing.

For a wireless setup, confirm that the printer reconnects to Wi-Fi. Then open Printers & Scanners and check whether the printer is still listed.

If it is not listed, select Add Printer, Scanner, or Fax and try adding it again.

FAQs

Why can’t my Mac find my wireless printer?

Your Mac may not find the printer if the printer is turned off, disconnected from Wi-Fi, or connected to a different network. Make sure both devices are connected to the same Wi-Fi network and then try adding the printer again.

Can I connect a printer to a Mac without Wi-Fi?

Yes. If your printer supports a USB connection, you can connect it directly to your Mac using a USB cable. Depending on your Mac’s ports, you may need a compatible adapter.

Does Mac automatically install printer drivers?

macOS can automatically identify and configure many modern printers. Some printers may require additional manufacturer software or drivers, particularly when you want to use advanced features.

Can I connect multiple printers to my Mac?

Yes. You can add multiple printers to your Mac through Printers & Scanners. You can then choose which printer to use whenever you print.

What should I do if my USB printer is not detected?

First, check that the printer is powered on and the USB cable is securely connected. Try another compatible USB port, cable, or adapter if available. You can also restart the Mac and printer and then return to Printers & Scanners to try adding the printer again.

Can I use a wireless printer without installing an app?

In many cases, yes. macOS can support compatible printers through technologies such as AirPrint, allowing you to print without installing a separate printer application. However, some printer models may require additional software for advanced features.

How do I remove a printer from my Mac?

Open the Apple menu > System Settings > Printers & Scanners, select the printer you no longer want to use, and choose the option to remove or delete it. You can add the printer again later if necessary.

Summary

Connecting a printer to a Mac does not have to be complicated. For a wireless connection, connect the printer to Wi-Fi, make sure your Mac is on the same network, open System Settings > Printers & Scanners, select Add Printer, Scanner, or Fax, and choose your printer.

For a USB connection, connect the printer directly to your Mac using a compatible USB cable or adapter, open Printers & Scanners, and add the detected printer.

After completing the setup, print a test document to make sure everything is working correctly.

If your Mac cannot detect the printer, check the Wi-Fi connection, USB cable, printer status, and printer software before trying the setup again.