Mac Printer Setup

macOS handles printers with less ceremony than most people expect. Many current printers support AirPrint, which means the Mac can print to them without installing any software at all — the printer simply appears in the list once it is on the same network. Where AirPrint is not available, the process is the same with one extra step for the driver.

Step 1: Connect the printer

• Wireless: the printer has already joined the same Wi-Fi network as the Mac. If not, start with the Wi-Fi printer setup guide.
• USB: the cable runs directly from the printer to the Mac. On a Mac with only USB-C ports you will need a USB-C to USB-B cable or a simple adapter.
• The printer is switched on, with paper and ink or toner installed.
• The Mac is not on a guest network that isolates devices from each other.

Step 2: Add the printer in Printers & Scanners

1. Open printer settings.

   macOS Ventura and later: Apple menu › System Settings › Printers & Scanners.
   Earlier versions: Apple menu › System Preferences › Printers & Scanners.

2. Select "Add Printer, Scanner, or Fax" (or the + button).

   A window opens listing printers the Mac can see.

3. Choose your printer on the Default tab.

   Network printers appear under a Kind such as Bonjour or Bonjour Multifunction. A USB printer appears as USB.

4. Check the "Use" field before adding.

   If it offers AirPrint or Secure AirPrint, that is usually the best choice — no extra software is required. If it names your printer model, macOS already has matching software. If it says Generic PostScript Printer, see the driver note below before continuing.

5. Give the printer a name and location if you wish, then select "Add".

   The Mac configures the printer and shows it in the list on the left.

6. Print any document to confirm it works.

Step 3 (if needed): Add the printer by IP address

If the printer is on the network but does not appear in the Default list, add it directly.

1. Get the printer's IP address from a network configuration or wireless test report printed from the printer's own menu — usually something like 192.168.1.42.
2. Open the Add Printer window and select the IP tab (the globe icon).
3. Enter the address and choose a protocol.

   AirPrint where it is offered; otherwise Internet Printing Protocol (IPP) is the usual choice for a modern network printer. Leave Queue empty unless your printer's documentation gives one.

4. Wait for the Mac to query the printer, check the Use field, then select Add.

A note on AirPrint

AirPrint is Apple's built-in printing system. When a printer supports it:

• No driver download is needed on a Mac, iPhone or iPad.
• The printer appears automatically once it is on the same network.
• Software updates for the printer come through the manufacturer's firmware rather than a driver on your Mac.

If a printer does not support AirPrint, it can still be used — it simply needs manufacturer software or a generic driver, as described above.

Step 4: Set the default printer

• In Printers & Scanners, use the Default printer menu.
• Choosing Last Printer Used makes the Mac follow whichever printer you used most recently — convenient with several printers, confusing with two similar ones.
• Selecting a specific printer keeps the choice fixed until you change it.

If the printer will not appear or will not print

1. Confirm the Mac and printer are on the same network.

   Check the Wi-Fi menu on the Mac and the network name on the printer's status report.

2. Wake the printer.

   Some printers sleep deeply and are slow to answer the first request.

3. Check for pending print jobs.

   Open the printer in Printers & Scanners, select Printer Queue, and cancel anything stuck. Choose Resume if the queue is paused.

4. Remove the printer and add it again.

   Select the printer, use the − or Remove Printer button, then add it fresh.

5. Reset the printing system as a last resort.

   Right-click (or Control-click) in the printer list and choose Reset printing system. This removes all printers, scanners and queued jobs from the Mac, so you will need to add each one again. Use it only when nothing else has worked.

For network-side causes, see the printer troubleshooting guide.

Independence notice: EA Consultants LLC is an independent third-party company providing informational printer setup and troubleshooting guides. We are not affiliated with, sponsored by, endorsed by, or authorized by printer manufacturers or other technology brands unless explicitly stated. All product and brand names, trademarks and logos are the property of their respective owners and are used for identification purposes only.

Mac printer questions