How to Connect a Printer to Wi-Fi: Complete Guide

It’s so convenient to use a printer when it is connected to WiFi. You don’t have to go near the printer every time you need to print something. Simply print from any connected device in your network, without the chaos of physical cables. However, you must first know how to connect a printer to WiFi to experience the convenience of wireless printing.

In addition to being wireless, WiFi printing allows multiple users to use and share a single printer, send print jobs from wherever you are, and enable mobile access and cloud printing.

Hence, this article explains in detail how to connect the printer wirelessly to a Windows PC and solve common connection and printer problems. Let’s get started.

How to Connect a Printer to a Windows PC Wirelessly

You can connect a wireless printer easily on Windows using a printer control panel for WiFi-enabled printers, WPS (WiFi Protected Setup), a printer app or software, or through USB setup if your printer does not have a display screen. Below are all three methods explained in detail.

Method 1: Use the printer’s control panel to connect the printer wirelessly

You can plug in your printer within your WiFi router’s range and then connect the printer to your Windows PC wirelessly using the control panel. The control panel is the small screen and buttons on your printer that allow you to configure printer settings such as WiFi setup. Depending on your printer model, the options in the control panel may look slightly different. However, they are more or less the same. Here is an outline of the steps to connect your printer to WiFi using the control panel.

• On the printer’s control panel screen, navigate to Settings.
• Go to Network Settings or WiFi Setup. For most printers, you can scan for nearby networks using WiFi Setup Wizard or a similar option. For Brother printers, you may need to select WLAN under Network Settings before choosing Setup Wizard.
• Next, select your network name (SSID) from the available list. SSID is the identifier your device uses to differentiate your network from other available networks. If this option does not appear, bring the printer and router closer to each other and ensure your printer has WiFi enabled.
• Enter your WiFi Password (be careful; the password is case-sensitive).
• Confirm to proceed to the next step.
• Wait for the confirmation message to appear, indicating a successful connection.
• Lastly, follow the path Settings > Devices > Printers & scanners > Add a printer or scanner > Your printer > Add device to ensure your computer can recognize the printer.

Also know: Best Ways to Improve WiFi Signal at Home

Method 2: Connect printer to Windows PC using WPS (WiFi Protected Setup)

If both your printer and router are WPS-compatible, you can easily connect the printer to Windows. Here is how.

• Push the WPS (WiFi Protected Setup) button on your printer. If there is no push button on the printer, you can start the WPS push button mode through the printer’s control panel. If your computer needs a PIN, you can see it on the printer. If your printer does not display the PIN, you can retrieve it via WPS.

• Within 2 minutes, press the WPS push button on the router.

Note: Using WPS to connect the printer can temporarily compromise network security. Hence, make an informed decision about momentarily risking safety.

Method 3: Connect a wireless printer to Windows easily using a setup app

Another way to connect the printer to your Windows PC wirelessly is through the printer application. For example, the HP Smart app for HP printers, Epson iPrint for Epson printers, Canon PRINT for Canon printers, and Brother iPrint&Scan for Brother printers. These apps are available to download from the printer manufacturer’s official website or from your device’s app store, making them easy to find and install. You can follow the steps below to connect your printer using the printer app.

• Download your printer’s app from the printer manufacturer.

• After downloading and installing the application, follow the in-app directions to complete the printer’s WiFi connection setup.

Method 4: Connect printer to Windows PC through USB setup

Some printers, especially those without a display screen, allow connecting to WiFi through a temporary USB cable connection. You can connect the printer to WiFi by connecting it to your computer using a USB cable temporarily. Here is how.

• Use the USB cable to plug the printer into your PC.

• Open the printer setup software. You can download the printer’s setup software from the manufacturer’s website if you do not have it.

• Follow the printer software instructions to enter your WiFi details to connect your printer.

• Disconnect the USB cable after completing the initial setup. Even after disconnecting the USB cable, the printer remains connected to WiFi.

However, if for some reason your printer does not connect to WiFi, troubleshooting is easy.

Also know: How to Set up VPN on Chromecast

How to Fix Printer Not Connecting to WiFi Issue

If you are having problems connecting your printer to WiFi, you can:

• Restart your computer, printer, and router to solve connection problems.

• Move the printer and router closer to each other to ensure a strong WiFi signal. Ideally, the router and printer should be within 50 feet of each other.

• Download and install the latest printer firmware updates from the manufacturer’s website.

• Re-enter your WiFi password and double-check it for any typos.

• If none of the above solutions work, reset the network settings on the printer and try connecting it to WiFi again.

If, even after connecting to WiFi, you experience printer problems, such as the printer not working, not being recognized, or not responding, fixing these issues is also simple.

How to Fix Common Printer Problems

To fix various common printer issues, you can:

• Download and install the most up-to-date driver for your printer through a free driver updater or manufacturer’s official website to improve network compatibility.

• Reinstall the printer driver to fix the driver-related issues.

• Factory reset the printer and then reconnect it to the wireless network. However, please note that you will lose the manual settings on your printer. The exact steps to perform this function vary from one printer to another. Here is a general outline for common printer brands. For detailed steps, you can check the printer manual.

To factory reset the Canon printer, follow the path Setup > Device Settings > Reset setting > Reset all. For the Epson printer, move through the path Home > Setup > Restore Default Settings > Restore Network Settings. For an HP printer, power off and unplug for 30 seconds > Plug in the printer > Power on the printer while pressing and holding Resume for 20 seconds > Let go of Resume when you see Attention lights.

In the following section, we try to answer all questions users frequently ask about connecting their printers to Windows PCs wirelessly.

Frequently Asked Questions

Q1. How do I connect my wireless printer to my WiFi?

You can connect the printer to your WiFi using the printer control panel, WPS button, your printer application, or a USB setup. Check the guide above for details of these methods.

Q2. Why is my printer not connecting to my new WiFi?

Weak signal or interference, router band settings (many printers can connect only to the 2.4 GHz, not 5 GHz band), outdated router or printer firmware, dynamic IP changes, and printer driver issues can be why your printer is not connecting to WiFi. To fix these issues, power-cycle your router, modem, and printer, run the printer’s network setup wizard, assign a static IP to the printer, update printer firmware and drivers, change 2.4 GHz to channels 1, 6, or 11, and clear and reinstall the printer on your computer.

Q3. How can I check if my printer is connected to WiFi?

To check if your printer is connected to WiFi, try printing a document or test page from a device connected to the same network. If the printer successfully responds and prints the document, it is connected to WiFi.

Hopefully, you find this guide on how to connect a printer to WiFi helpful. If any questions persist, feel free to leave them in the comment box below.