How to Network a Printer so Every Device in Your Home or Office Can Print

You buy a printer, plug it into one computer, and it works. Then someone tries to print from a laptop or phone and suddenly nothing works, strange error messages pop up, and everyone is annoyed. That is a very common home setup problem.

The good news is that there are really only two main ways to share a printer on a home or small office network. You can share a printer that is plugged into a Windows computer, or you can put the printer directly on your network using Ethernet or Wi Fi so every device talks to it.

In this guide you will learn both methods in clear steps, plus how to print from macOS, iPhone, iPad, Android, and even Linux systems that use CUPS, without needing to be a networking expert. Along the way you will see what the menus actually look like and how to fix the most common “printer offline” headaches.

Key takeaways

• There are two main types of network printing: a printer that is shared from one host computer, and a true network printer that connects directly to your router by Ethernet or Wi Fi.
• In Windows you usually turn on Network discovery and File and printer sharing in Advanced sharing settings, then share the printer from its Printer properties window. Microsoft Support
• Recent versions of macOS often find network printers automatically on the local network, and you can always add one manually in System Settings then Printers and Scanners.
• Wi Fi printers and Ethernet printers live directly on your network and are usually more reliable than printers that are shared through another computer. Older USB printers can sometimes join the network with a wireless printer adapter.
• When things fail, the first checks are simple: confirm the printer is online, on the same network name as your devices, and using the correct driver from the manufacturer. HP Support

Insight into network printer sharing

Before you touch any menus, it helps to understand what “network printing” really means in plain language.

What “on the network” means

A printer is “on the network” when every device can talk to it over your home router instead of through a single computer’s USB cable. That can happen in two main ways:

• The printer has its own Ethernet port or Wi Fi radio and connects directly to your router.
• The printer is plugged into one computer by USB, and that computer shares it with other devices on the network.

In both cases the goal is the same. The document travels from your device, through your network, to the printer. The difference is whether the printer is a first class citizen on the network, or whether it has to go through a “host” computer first.

Two main approaches

1. Shared printer through a host Windows computer
   • The printer is cabled to one desktop or laptop.
   • Windows shares it with other computers on the same private network. Microsoft Support
   • The host computer must be turned on and awake for anyone to print.
2. True network printer
   • The printer connects directly to the router using Ethernet or Wi Fi.
   • Any device on the same network can add it, often automatically.
   • Phones and tablets can often see it with AirPrint on Apple devices or the Default print service on Android. Apple Support

Why this matters in real homes and small offices

• A family with two laptops and several phones can all print to one Wi Fi printer in the living room, without passing USB cables around.
• A small home office can keep an older but solid laser printer connected to a desktop and still let a laptop use it through Windows printer sharing.
• Mixed households with both Windows and Mac devices can point everything to a single network printer instead of fighting with separate setups.

Common connection options, in simple terms

• USB
  • One computer plugs into one printer. Great for single user setups.
  • Can still be shared, but only through that computer.
• Ethernet
  • A network cable runs from the printer to your router or switch.
  • Usually gives the most stable and predictable network printing.
• Wi Fi
  • The printer joins your wireless network just like a phone or laptop.
  • Many home printers now focus on this method. HP, Canon, Brother, and others all publish setup guides that help you connect to the correct Wi Fi network name and password. HP Support
• Bluetooth
  • Some compact or photo printers support Bluetooth for short range printing from phones. As wireless standards explain, Bluetooth is short range, so the phone must be close to the printer to work reliably.

Step by step guide to sharing your printer

This section walks through practical steps in the order you would usually do them at home. Treat it like a checklist.

Step 1: Preparation

1. Confirm the printer works from one device first
   • Plug the printer into a Windows or Mac computer by USB, or connect it to Wi Fi using the printer’s control panel and on screen menus.
   • Install the official driver or support software from the printer maker’s website rather than random third party tools. This helps prevent problems later.
2. Place the printer in a sensible spot
   • For Ethernet, place it near the router or a network switch.
   • For Wi Fi, HP and other vendors advise placing the printer within good signal range of your wireless router, not hidden behind thick walls or metal cabinets. HP Support
3. Make sure everything uses the same network name
   • Your printer and all your devices need to be on the same Wi Fi network name, for example “HomeNet” rather than “HomeNet Guest”.
   • On the printer’s screen, confirm the wireless network name matches what your phone or laptop uses.
4. Decide between a shared USB printer or a true network printer
   • If the printer has Ethernet or Wi Fi, prefer true network mode for long term reliability.
   • If it only has USB and you cannot replace it, plan to share it from one Windows computer or use a wireless printer adapter later.

Step 2: Turn on file and printer sharing in Windows

Windows hides printer sharing behind a few menus. According to Microsoft’s Windows support, you usually confirm these items in Advanced sharing settings. Microsoft Support

1. Open Start, then choose Settings.
2. Select Network and internet.
3. Scroll to Advanced network settings and open Advanced sharing settings.
4. Under Private network, turn on:
   • Network discovery so other devices can see your computer and shared printers.
   • File and printer sharing so Windows can share printers and files.

If your computer is on a public Wi Fi in a café or hotel, you should not enable these options. Use printer sharing only on private home or office networks that you control.

Step 3: Share a printer from a Windows computer

This is for the case where your printer is plugged in by USB to one Windows computer, and you want other Windows computers to use it. Lifewire’s networking guide outlines this approach for recent Windows versions.

1. On the host computer, open Start and search for Printers and scanners.
2. Choose Printers and scanners from Settings.
3. Find your printer in the list and select it.
4. Choose Printer properties.
5. Go to the Sharing tab.
6. Tick Share this printer.
7. Choose a simple share name, such as “OfficeLaser” or “LivingRoomColor”.
8. Select OK to save.

On another Windows computer:

1. Open Settings then Bluetooth and devices then Printers and scanners. Microsoft Support
2. Select Add device.
3. Windows will search for shared printers. Look for the share name you just created.
4. Select it and allow Windows to install drivers. If this fails, download the correct driver from the printer manufacturer’s support page and try again.

Remember that a shared USB printer only works while the host computer is turned on, signed in, and awake. If someone closes the lid on that laptop, everyone else may see “printer offline”.

Step 4: Add a true network printer in Windows

When your printer already connects directly to the router by Ethernet or Wi Fi, each computer adds it as a network printer.

1. On a Windows computer, open Settings then Bluetooth and devices then Printers and scanners.
2. Select Add device and wait.
3. Windows will scan your local network for printers that support standard protocols.
4. If your printer appears, select it and follow the prompts to install.
5. If Windows does not find it:
   • Choose Add manually if that option appears.
   • You may be able to enter the printer’s IP address. This address usually shows on the printer’s screen under Network or Wi Fi settings, or on a printed configuration page.

Microsoft’s support pages explain that for network printers you usually do not need to turn on sharing for that device, because the printer itself is already on the network rather than being shared from a host computer. Microsoft Support

Step 5: Add a network printer on macOS

Apple designs macOS so that many printers appear automatically when they are on the same network. macOS uses an underlying printing system called CUPS, which is a modular print server used on many Unix like systems. CUPS

To add a printer on a recent macOS version:

1. Open System Settings from the Apple menu.
2. Select Printers and Scanners.
3. If your printer appears in the list with a green or idle status, you can usually select it and print right away.
4. If it does not appear, select Add printer, scanner, or fax.
5. In the Add Printer window, look for your printer under Default.
   • If you see it, select it and confirm that Use says AirPrint or the specific printer driver.
   • If the printer offers an official macOS driver, Apple and most printer makers recommend using that driver for full features.
6. If needed, you can select the IP tab and manually enter the printer’s IP address.

macOS often uses AirPrint by default with supported printers. Apple explains that AirPrint lets you print in full quality from iPhone, iPad, and Mac without installing extra drivers, as long as your printer and device are on the same network. Apple Support

Step 6: Print from phones and tablets

iPhone and iPad with AirPrint

Apple’s AirPrint feature is built into iOS and iPadOS and works with many modern printers from HP, Canon, Brother, Epson, and others. According to Apple’s AirPrint support article, you do not need to install extra apps or drivers. Apple Support

Basic steps:

1. Make sure your iPhone or iPad and the printer are on the same Wi Fi network. Apple Support
2. Open the app that contains what you want to print, for example Mail, Photos, or Safari.
3. Look for the Share button or the More menu.
4. Choose Print.
5. Tap Printer and wait for AirPrint printers to appear.
6. Select your printer, adjust copies or pages if needed, then tap Print.

If you do not see the printer, double check that AirPrint is supported for your model on the manufacturer’s website, and that it is not connected only by USB to a computer. Canon Support

Android phones and tablets

Android includes a Default print service that can find many network printers without extra apps. Google and major printer vendors describe a very similar flow: Canon Support

1. Open Settings on your Android device.
2. Go to Connected devices then Connection preferences then Printing.
3. Make sure Default print service is turned on.
4. If your printer brand has its own print service, install it from the Google Play Store and enable it here.
5. To print, open a document or photo, tap the Menu or Share option, and choose Print.
6. Select your network printer, choose options, then send the job.

Linux and other systems using CUPS

Many Linux distributions use the CUPS printing system, which can automatically discover network printers and also lets you add them through a web interface on port 631. CUPS

General ideas:

1. Open your desktop environment’s Printers settings, often under Settings or Administration.
2. Look for Add printer and choose a network printer that appears.
3. If needed, use the printer’s IP address and choose a matching driver or a generic PostScript or PCL driver.

Because Linux tools differ by distribution, it is best to follow a guide written for your specific distro, then match the printer’s model using the manufacturer’s Linux instructions where available.

Step 7: Using wireless printer adapters for older printers

If you have an older USB printer with no built in networking, a wireless printer adapter can sometimes extend its life. Lifewire describes these devices as small gadgets that sit between the printer and your router.

In simple terms, the adapter acts like a tiny print server:

1. You plug the printer’s USB cable into the adapter.
2. The adapter connects to your router over Ethernet or Wi Fi.
3. The adapter makes the printer appear on the network, often through standard protocols such as IPP.

You then add the printer on Windows, macOS, or Linux as a network printer. Many adapters have a web page where you choose drivers and sharing options, so always read the manual and follow the security recommendations.

Step 8: Basic troubleshooting

Even with correct setup, printers are famous for acting up. Here are the most common problems and practical checks.

Printer shows as offline

• Confirm the printer has power and is not in an error state such as “paper jam” or “out of ink”.
• If it is a Wi Fi printer, print a network status page from the printer’s menu and confirm it is connected to the expected network name. HP Support
• Restart the printer, then restart the router if network problems seem wider than just the printer.
• In Windows, open Printers and scanners, select your printer, and check that Use printer offline is not enabled. Microsoft Support

Devices on different networks

• On your router, you may have separate main and guest Wi Fi networks. If the printer is on the guest network but your devices use the main one, discovery and printing often fail.
• Make sure all devices and the printer use the same band and network name where possible. Some HP guides suggest matching the printer’s band to the router, especially when Bonjour discovery is in use for Macs. HP Support

Driver problems

• If print jobs vanish or features such as duplex printing do not work, update the driver.
• Visit the printer maker’s official support page, enter your exact model, and download the latest driver for your operating system.
• Avoid driver sites that are not affiliated with well known manufacturers or trusted tech support providers.

When to remove and re add the printer

Removing and re adding a printer is often the fastest fix when:

• You have changed routers or Wi Fi network names.
• The printer’s IP address changed and your computer is still using the old one.
• You upgraded Windows or macOS and the old driver stopped working.

In that case, remove the printer entry from Windows or macOS, restart, then add it again as a new network printer.

If network printing is not realistic in your current setup, remember a simple workaround. You can print to PDF from one device, sync that PDF to cloud storage like OneDrive, iCloud Drive, or Google Drive, then print it from a device that already has a stable printer connection.

Key benefits of knowing how to network a printer

• Convenience for families and small teams
  • Everyone can send documents to the same printer from laptops, phones, and tablets. For example, children can print homework from their bedroom laptops to the shared living room printer.
• Cost savings
  • Instead of buying separate printers for different rooms, one reasonably capable network printer can serve the whole home or small office.
• Better use of advanced printers
  • Duplex printing, higher quality photo modes, and secure print queues become useful to more people because everyone can reach the same device.
• Easier mobile printing
  • Once a printer lives directly on the network, it becomes much easier to use AirPrint, Android Default print service, and vendor apps. Apple Support
• Less cable clutter and more flexible placement
  • A network printer can sit near the router, on a small table, or in a corner instead of taking up space on someone’s desk with a long USB cable attached.

Mistakes to avoid

These are real world mistakes that happen all the time in normal homes and small offices.

• Turning on broad guest access instead of simple printer sharing
  • You rarely need to turn on unsecured guest or public file sharing. Use standard printer sharing on a private network and keep password protection enabled where possible. Microsoft Support
• Forgetting that a shared USB printer depends on the host computer
  • If the host Windows computer goes to sleep, shuts down, or disconnects from Wi Fi, the printer will look offline to everyone else. Plan for this, especially if the host is a laptop that moves around.
• Mixing separate Wi Fi networks
  • Placing the printer on a guest network while computers use the main network is a very common cause of “I can see internet but not my printer”. Keep everything on one consistent network name unless you have a specific reason to separate them. HP Support
• Ignoring printer firmware and driver updates
  • Manufacturers like HP, Canon, Brother, and Epson routinely fix bugs and improve compatibility through firmware and driver updates. Checking their support pages occasionally can prevent strange issues.
• Assuming very old printers will just work on modern systems
  • Some older models have no supported drivers for current versions of Windows or macOS. When you cannot find a driver on the official site, replacing the printer is often safer than relying on unsupported or generic tools.

Expert tips and real life examples

Example 1: A family moves from USB chaos to a simple Wi Fi printer

A family had one inkjet plugged into an aging desktop in the spare room. To print school worksheets, the children had to copy files to a USB stick and walk to that desktop. They replaced the printer with a Wi Fi model connected directly to the router, then added it on Windows laptops and iPads using normal network printer steps and AirPrint. Printing became a simple tap from the device they were already using. Apple Support

Example 2: Fixing an “offline” printer by matching networks and reinstalling drivers

A home office user kept seeing “printer offline” on a Windows laptop while the printer looked fine. The printer was on the router’s main Wi Fi, but the laptop sometimes joined a separate guest network. After forcing the laptop to always use the main network name and reinstalling the official driver, print jobs worked every time. Microsoft Support

Example 3: Keeping a trusted older printer with a wireless adapter

A small business liked its older monochrome laser printer but wanted wireless printing. The printer had USB only, so they added a wireless printer adapter that connected to the office router. Using the adapter’s web page, they selected the correct driver and shared queue. Staff on Windows, macOS, and Linux could all add the same network printer and avoid buying a new unit immediately.

Practical expert tips

• Write the exact Wi Fi network name and password on a small label near the printer for quick reference.
• Print and keep a configuration page that shows the printer’s IP address; this helps when adding it manually on some systems.
• If your printer has a web administration page, bookmark it on your main computer so you can easily check ink levels, wireless strength, and error logs.

Frequently asked questions

Q1: How do I find my printer on the network in Windows?

Open Settings, go to Bluetooth and devices, then Printers and scanners, and select Add device. Windows will search for shared and network printers that are on the same network. If yours does not appear, make sure it is powered on, connected to the router by Ethernet or Wi Fi, and that file and printer sharing is enabled if it is shared from another computer. Microsoft Support

Q2: Why does my network printer keep showing as offline?

This usually means the computer cannot talk to the printer over the network. Check that both devices are on the same Wi Fi or wired network, restart the printer and router, and verify that the printer is not set to use an old IP address. In Windows, also confirm that the printer is not set to “Use printer offline” and that the correct driver is installed.

Q3: Can I share a printer between Windows and Mac on the same network?

Yes. The easiest way is to use a true network printer that connects directly to the router. Both Windows and macOS can then add the printer as a standard network device, either automatically or with simple manual steps. In some cases you can also share a printer from one computer using CUPS or Windows sharing and have the other system connect to that shared queue, but a direct network printer is usually simpler. CUPS

Q4: Can I print over Wi Fi if my printer is plugged into another computer by USB?

Yes, but only if the computer that has the USB cable also shares the printer and stays powered on. You turn on file and printer sharing, then share the printer in Printer properties. Other computers can then add it as a shared printer. Phones and tablets usually cannot see a printer that is shared only through a computer unless you use additional software or a print server. Microsoft Support

Q5: Do I need a new printer to print from my phone?

Not always. If your existing printer already has network support and appears as an AirPrint or Android compatible device, you can often use it directly from your phone once it is on the same network. If it is a very old USB only printer with no modern driver support, then using a wireless adapter or upgrading to a newer Wi Fi printer may be the most practical option.

Conclusion

Networking a printer feels complicated until you break it into clear pieces. First decide whether you will share a printer through a Windows computer or connect it directly to your router as a true network printer. Then follow the matching steps for Windows, macOS, phones, and any Linux systems in your home or office.

Once the printer is on the same network and added correctly, most of the ongoing work is simple. Keep drivers and firmware reasonably up to date, avoid mixing network names, and remember that shared USB printers depend on the host computer being awake.

If you still struggle, do not guess. Check the printer manufacturer’s support site with your exact model number and follow their network setup instructions. With a little patience and the right information, you can reach the point where everyone in your home or small office can press print and trust that the job will appear on paper a few moments later.