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Connect a WiFi Printer and Install it on Your PC
Connecting a Printer to Your WiFi Network
Connecting a printer to your WiFi has two main benefits: you can print from any device connected to your network (PC, smartphones, tablets…), and you can place your printer anywhere without moving your computer. Whether you are installing a new printer or troubleshooting a printer that no longer connects automatically to WiFi, this tutorial will guide you through connecting your printer. The second part explains how to install your new printer.
Table of Contents
1. Connect a printer via WPS
2. Install the printer on your PC
1. Check the WiFi Security Key
To start WPS pairing, press and hold the « WiFi » button on your printer. The button (or WiFi icon on the screen) will blink, indicating that the printer is in WPS pairing mode.
This method works for most printers, but WPS procedures vary by model. You can find the WPS instructions on the manufacturer’s website (HP, Epson, Canon, Brother…) or by searching Google for « WPS procedure – your printer model ».
Once your printer’s WPS is activated, quickly activate WPS on your router. Usually, there is a WPS button; press it once or for 3+ seconds depending on the router. The WPS light will blink, indicating the router is searching for a device on the network.
After a few seconds, the printer’s WiFi light will stay solid, confirming the connection. Then: if it’s a new installation, install the printer on your PC. If it was previously installed but disconnected, your PC should detect it automatically.
2. Install the printer on your PC
To install a WiFi printer, first connect it to your network. Some installer programs automatically configure the printer, but not all. Refer to the previous section if needed. However, some installer programs for recent printers automatically take care of connecting your printer to your WiFi network.
You will need to download the installation program from the manufacturer, as modern PCs often lack CD drives. While Windows can detect printers via Control Panel or Settings, manufacturer software is recommended for full functionality, especially scanning.
For HP printers, download the HP Smart app from the Microsoft Store. Open the Store, search « HP Smart », close any Microsoft account prompt, and install it. Open HP Smart, pin it to the taskbar, and click « Add a Printer ». If the app cannot find your WiFi printer, enter the printer’s IP (displayed on the printer screen or via a « connection report »). Note: HP requires an account to scan using HP Smart.
If you have an Epson, Canon, Brother, or Samsung printer, you need to download the installation program from the website mentioned in the documentation provided with the printer. If it’s not a recent purchase and you’ve lost the installation manual, don’t worry — just type “support – [your printer model]” into Google. You will quickly find the link to download the printer’s installation program again.
If you really can’t get the installation program, go to the Control Panel, click on “Devices and Printers,” then click “Add a Printer.” Your printer connected to your WiFi network will be easily detected by Windows. On Windows 10 and 11, you can also add a USB or WiFi printer directly from the Windows Settings.
What is WiFi Direct?
WiFi Direct is a WiFi network directly broadcast by your printer. When setting up your printer, do not make the mistake of selecting the printer named “Direct XXXX.” If you choose this printer, you will be forced to connect via WiFi Direct to print — not very convenient! WiFi Direct allows printing without a USB cable when the printer is not connected to your home WiFi. Your printer emits its own network. On your PC or smartphone, you will need to connect to this network if you want to use this method to print, which means constantly switching between your router’s WiFi and your printer’s WiFi.
Scanning a Document
To scan a document, launch the dedicated application, such as HP Smart for HP, Canon IJ Scan for Canon, or Epson Scan for Epson. If you don’t have these apps, you can use the small “Scan” utility provided by Windows by typing “scan” in the search bar. For more information on scanning documents or photos, see the dedicated guide: tutorial on how to scan a document.
Printer “Offline”
If your printer shows “Offline” in the Windows Control Panel, here’s how to troubleshoot. Usually, simply restarting both your printer AND your PC will solve the problem.
If your printer still shows “Offline” after this, try restarting the print spooler. Press Windows + R, type “services.msc,” then locate “Print Spooler.” Double-click to open the spooler settings, then stop and restart the service.
Finally, if you are still having issues with an offline printer despite these two steps, you will need to reinstall the printer. In the Control Panel, remove the old printer (right-click → Delete). Click “Add a Printer,” and your network printer should be detected again. This error message usually comes from a communication problem between your printer and PC, not a WiFi connection issue.
About User Manuals
Nowadays, printers are no longer supplied with an installation CD, as modern PCs no longer have CD drives. Printers come with a quick start guide explaining how to download the installation program, which contains the printer drivers as well as the software for scanning. If you need the full user manual, you can find it on the manufacturer’s website in PDF format. On Google, type “support + printer brand + printer model.” You will easily find the official product page, where a “Manuals” or “User Guides” link is usually provided.
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Thibaut MATHIEU
Thibaut MATHIEU
Editeur de Premiers Clics
Editor and writer of Premiers Clics, and author of the book “Getting Started with Computers” (only avalaible in french), I share all my computer knowledge to help you learn, using the Premiers Clics computer courses.
Also the manager of a computer support and repair company, I fully understand your needs in computer training and assistance. Every day, I answer my clients’ questions about their computers, phones, or tablets.
This experience has given me extensive knowledge in consumer digital technology, allowing me to separate fact from fiction in device protection, identify the most common user mistakes, and provide numerous tips to make the best use of PCs, smartphones, and tablets.
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