Connect a WiFi Printer and Install it on Your PC

The quick solution 😉

To connect a printer to Wi-Fi:
Press and hold the Wi-Fi button on the printer.

Start WPS pairing by pressing the WPS button on your internet router for a few seconds.

1. Connect a WiFi printer using WPS

The easiest way to connect your printer to your WiFi network is by using the WPS protocol. In simple terms, your internet box/router automatically connects your printer to the network by providing it with the necessary credentials.

To start the WPS process, press and hold the “WiFi” button on your printer for a few seconds. The WiFi indicator (button or icon on the screen) will start flashing, meaning the printer has entered “WPS pairing mode”.

This method works for most printers, but the exact procedure may vary. You can find the WPS instructions on the manufacturer’s website (HP, Epson, Canon, Brother, etc.) or simply search on Google:
“WPS procedure + your printer model”.

Once WPS is activated on the printer, quickly go to your internet box/router and activate WPS there as well. Usually, there is a WPS button—press it once or hold it for a few seconds depending on the model. The WPS light should start blinking, indicating it’s searching for devices.

After a few seconds, the WiFi light on your printer will stop blinking and stay solid, meaning the printer is successfully connected.

Then:

• If it’s a new installation → install the printer on your PC
• If it was already installed → your PC should detect it automatically

2. Install a printer on your PC

Before installing a WiFi printer on your PC, make sure it’s connected to your WiFi network.

Some setup programs can configure WiFi automatically, but not all manufacturers offer this. If needed, follow the previous section first.

To install your printer, download the setup software from the manufacturer. Printers are no longer shipped with CDs, and modern PCs often don’t have CD drives anyway.

While Windows can install printers via settings, manufacturer software is strongly recommended, especially for scanning features.

HP Printers

Download the HP Smart app from the Microsoft Store:

• Open the Store (type “Store” in the taskbar search)
• Search for “HP Smart”
• Skip Microsoft account login if prompted
• Install and open the app
• Pin it to the taskbar for easy access

Then:

• Click “Add a printer”
• If not detected, enter the printer’s IP address
  (find it on the printer screen or print a connection report by pressing “i” + “WiFi”)

Note: You’ll need to create an HP account to scan documents.

Epson, Canon, Brother, Samsung Printers

Download the installation software from the manufacturer’s website.

If you lost the manual, search on Google:
“support + printer model”

You’ll quickly find the official download page.

Alternative method (Windows)

If you can’t find the software:

• Open Control Panel
• Go to “Devices and Printers”
• Click “Add a printer”

Windows should automatically detect your WiFi printer.

You can also do this in Windows 10/11 via:
Settings > Printers

WiFi Direct – What is it?

WiFi Direct is a WiFi network created directly by your printer.

When installing your printer, avoid selecting networks named like “Direct XXXX”.

If you use WiFi Direct:

• You must connect directly to the printer’s network to print
• You’ll constantly switch between your home WiFi and the printer

It’s useful without a router, but not very convenient.

Scanning a document

To scan:

• Use the manufacturer’s app:
  • HP Smart
  • Canon IJ Scan
  • Epson Scan

Or:

• Use the Windows “Scan” tool (type “scan” in the taskbar search)

Printer “Offline” issue

If your printer shows “Offline” in Windows:

1. Restart both your printer and your PC
2. If the issue persists:
   • Press Windows key + R
   • Type services.msc
   • Find “Print Spooler”
   • Restart the service
3. If still not fixed:
   • Remove the printer
   • Add it again

This issue is usually a communication problem between your PC and printer, not a WiFi issue.

About user manuals

Printers no longer come with installation CDs. Instead, they include a quick-start guide explaining how to download the setup software.

For full manuals:
Search on Google:
“support + brand + model”

You’ll find the official page with downloadable PDF manuals.

FAQ – WiFi Printer Setup

🖨️ How do I connect a printer to WiFi?
Use the WPS button on your printer and router. The printer connects automatically.

📶 What if my printer won’t connect?
Check:

• WiFi is enabled
• Printer is in WPS mode
• You’re on the correct network
  → Restart printer and router if needed

💻 How do I install a printer on Windows?
Download the manufacturer’s software or add it via Windows settings.

📲 Do I need software?
Yes, it’s recommended for printing and scanning.

📡 What is WiFi Direct?
A direct connection to the printer without a router—less convenient.

⚠️ Why is my printer offline?
Usually a communication issue. Restart devices or reinstall the printer.

📄 Can I scan with a WiFi printer?
Yes 👍 Use manufacturer apps or Windows Scan.

🔄 How to reconnect a printer?

• Remove it in Windows
• Add it again
• Reconnect to WiFi if needed

Thibaut Mathieu

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