How to Add a Printer in Windows: USB and Network Setup

Know your connection type

Before you add a printer, identify how it connects to your computer. A USB connection attaches the printer directly to one PC via a cable. A network connection uses Wi-Fi or Ethernet, letting multiple devices share the printer. For a home office or small team, a networked printer is more flexible. Read the printer's manual or check the control panel for network options.

Windows 10 and Windows 11 both include built-in tools for discovering printers. The settings app can scan for USB and network printers automatically. If the printer is older or unsupported, you may need to install a driver from the manufacturer's website. Check printer connectivity options for a broader overview.

Add a USB printer

Connect the USB cable from the printer to your PC. Windows usually detects the device and installs the correct driver automatically. If no driver is found, open Settings, go to Bluetooth & devices, then Printers & scanners. Click Add device and wait for the list to populate. If your printer is not listed, select 'The printer that I want isn't listed' and follow the prompts.

You can also download the driver from the manufacturer's support page and run the installer. For many inkjet and laser models, the driver includes extra utilities such as alignment and cleaning tools. Once installed, the printer appears in the Printers & scanners list. To make it the default, see setting default print settings.

Add a network printer

Network printers connect to your router via Wi-Fi or Ethernet. First, configure the printer's network settings using its control panel or a companion app. Enter your Wi-Fi password or plug in an Ethernet cable. Then, on your PC, open Printers & scanners and click Add device. Windows will search for printers on the local network. The printer should appear within a minute.

If automatic discovery fails, you can manually add the printer by IP address. In the Add device window, choose 'Add by IP address or hostname'. Enter the printer's IP, which you can find on the printer's network page or through the control panel. See how to find a printer IP address for details. For more on network protocols, read the printer network protocols guide.

Use IPP Everywhere and Mopria

Modern printers often support IPP Everywhere, a standard from the Printer Working Group (PWG). According to the PWG, 98% of printers sold today support IPP/2.0 and DNS-SD. This means you can print without vendor-specific drivers. Windows includes an IPP Everywhere client, so when you add a network printer, the system may use the built-in driver.

Mopria is another alliance that simplifies printing across devices. The Mopria Alliance states that Windows supports Mopria certified printers, allowing you to print with the built-in drivers. This is especially useful for mobile devices and computers that connect to a shared office printer. Mopria also supports scanning with Windows, so you can scan documents and photos directly from your computer without additional drivers.

Set default printer and adjust settings

After adding a printer, you may want it to be the default for all print jobs. In Windows, open Printers & scanners, select the printer, and click Set as default. You can also change paper size, quality, and duplexing in the printing preferences. For step-by-step guidance on configuring defaults, consult the Windows help and support resources.

Setting the printer to sleep when idle saves energy. According to ENERGY STAR, certified imaging equipment includes power management features that reduce energy use when the device is not printing. Keep the default sleep settings enabled to maximize savings.

Troubleshoot offline and connection issues

If a printer shows as offline, check the physical connection. For USB printers, unplug and replug the cable. For network printers, verify the printer is on the same Wi-Fi network and that the router is working. Restart both the printer and the computer. Windows also has a built-in troubleshooter: in Settings, go to Devices, then Printers & scanners, and click Run the troubleshooter.

If the problem persists, the driver may be outdated. Visit the manufacturer's support page to download the latest driver. Also check the print queue for stuck jobs that can cause the printer to appear offline. For a complete guide, see how to fix an offline printer and updating printer drivers.

Pick the right printer for your setup

Once you know how to add a printer, choose a model that fits your workflow. For a home office with multiple devices, a wireless all-in-one is convenient. If you print mostly black-and-white text, a monochrome laser is fast and economical. Photo enthusiasts should look for dedicated photo printers. Business users may need color laser models for presentations.

Browse our guides to compare current models: best wireless printers, best all-in-one printers, best monochrome laser printers, best photo printers, and best printers under 200.

What to pick for your use

Questions

Why is my printer not detected by Windows?

Check the USB cable or network connection, restart both the printer and your computer, and ensure the printer is turned on and connected to the same network.

Do I need to enter an IP address to add a network printer?

Usually not. Windows discovers printers automatically. If discovery fails, you can manually add the printer by IP address, which you can find on the printer's network page.

Is it necessary to install a manufacturer driver?

No. Printers that support IPP Everywhere or Mopria can work with built-in Windows drivers. Manufacturer drivers may add extra features like maintenance tools.

How do I set a default printer?

Open Printers & scanners in Windows Settings, select your printer, and click Set as default. The default printer is used for all print jobs unless you choose another.

What is IPP Everywhere?

IPP Everywhere is a standard from the Printer Working Group that lets computers and mobile devices print without vendor-specific drivers. Windows includes support for it.

Why does my printer show as offline?

This usually means the computer cannot reach the printer. Restart the printer and computer, verify the network connection, and check that no print jobs are stuck in the queue.