A new printer should make work easier, not harder. The good news is that macOS makes setup simple. Most printers connect in just a few minutes, whether they use Wi-Fi, a USB cable, or your office network. In this guide, you will learn how to add a printer to a Mac using System Settings. We will also cover what to do when your printer does not show up.
Before You Add a Printer
Take a minute to get ready. A little prep now can save you time later.
- Update macOS. Go to System Settings, then General, then Software Update.
- Turn on your printer and clear any error messages.
- Load paper and check your ink or toner.
- Connect the printer to the same Wi-Fi network as your Mac if you plan to print wirelessly.
Most modern printers use AirPrint, Apple’s driver-free printing tool. If your printer supports AirPrint, you will not need to install extra software. If not, download the latest driver from the maker’s website.
How to Add a Printer to Mac Using System Settings
This is the main way to add a printer to any recent version of macOS.
- Click the Apple menu and choose System Settings.
- Scroll down and click Printers & Scanners in the sidebar.
- Click Add Printer, Scanner, or Fax.
- Select your printer from the list.
- Check the Use menu. It should show AirPrint or your printer’s driver.
- Click Add.
Your printer will now appear in the print menu of any app. Press Command + P to print a test page.
How to Add a Wireless Printer
If your Mac and printer share the same Wi-Fi network, your printer may already be listed. Open any document, press Command + P, and check the Printer menu. If it is not there, follow the steps above. Some Wi-Fi printers need a USB cable for first-time setup. Once the printer joins your network, you can unplug the cable.
How to Add a USB Printer
USB is a simple and steady option. Plug the printer into your Mac. If your Mac only has USB-C ports, use an adapter or hub. macOS will often detect the printer and install the driver for you. If it does not, go to Printers & Scanners and add it by hand.
How to Add a Network Printer by IP Address
Office printers and copiers often sit on a shared network. If yours does not show up, you can add it by IP address.
- Find the printer’s IP address on its control panel or network report.
- In Printers & Scanners, click Add Printer, Scanner, or Fax.
- Click the IP tab, which looks like a globe.
- Enter the IP address and choose a protocol, such as AirPrint, IPP, or LPD.
- Give the printer a name and location, then click Add.
What to Do If Your Printer Does Not Show Up
- Restart your Mac and your printer.
- Make sure both devices are on the same network.
- Check your cables and ports.
- Update the printer’s firmware and driver.
- Remove the printer from Printers & Scanners, then add it again.
Still stuck? Control-click the printer list and choose Reset printing system. This clears all your printers, so you will need to add them again.
Frequently Asked Questions
Where are printer settings on a Mac?
Open System Settings and click Printers & Scanners. Here you can add, remove, or manage your printers and scanners.
Do I need a driver to add a printer to Mac?
Not always. AirPrint printers work without extra drivers. Older printers may need software from the maker’s website.
How do I set a default printer on a Mac?
In Printers & Scanners, pick a printer from the Default printer menu. You can also choose Last Printer Used.
Why does my Mac say my printer is offline?
The printer may be off, asleep, or on a different network. Restart both devices and check your Wi-Fi connection.
Can I add a scanner the same way?
Yes. Most multifunction printers appear as both printers and scanners in Printers & Scanners.
Why Choose BDS for Your Office Printing
Adding one printer to one Mac is easy. Managing a whole fleet across Macs and PCs is a bigger job. That is where BDS comes in. For more than 40 years, BDS has helped businesses across New England and Florida find the right printers and copiers from brands like Canon, Kyocera, HP, Ricoh, and Xerox.
Our certified support teams set up your devices, connect them to your network, and make sure every Mac in your office can print with ease. Every copier system we sell includes our free Preventative Maintenance Program, so small issues get fixed before they slow you down. With Managed Print Solutions, you can track usage, cut costs, and keep your fleet running.
Ready for printing that just works? Contact us today to learn why businesses choose BDS.
