A network printer is a printer that is connected to a local network and is accessible from different computers. Such a printer is an ideal solution if there are several computers on the local network, each of which needs access to the printer. There are several ways to install a network printer, depending on the capabilities of the printer and the types of computers connected to the network.
Steps
Method 1 of 4: How to install a printer
Step 1. Connect the printer to the network
This process depends on the printer model. Most modern printers can connect to your wireless network. Sometimes an Ethernet cable is required to connect the printer to the network and the printer must be located near the router.
- If the printer can be connected to a wireless network, do so using the built-in menu. For exact instructions, read the manual (paper or online) that came with your printer.
- Place the printer near your router for a strong signal.
Step 2. Connect to the printer (Windows)
To do this, use the "Add Printer" function, which will automatically install the required software. If you are using Mac OS X, go to the next step.
- Click Start> Control Panel. In Windows 8, click ⊞ Win> Control Panel;
- select "Devices and Printers" or "View devices and printers";
- click Add Printer at the top of the window;
- select "Add a network, wireless or Bluetooth printer";
- select a network printer from the list and click Next;
- install drivers if prompted. In most cases, Windows will automatically find and install the correct drivers.
Step 3. Connect to the printer (Mac OS X)
Please note that the network printer on Mac OS X must support AirPrint or Bonjour. Check your printer manual to make sure it meets these requirements. If not, connect to the printer using the IP address (see the Troubleshooting section of this section for more information).
- open the Apple menu and select "System Preferences";
- click "Print & Scan";
- hold the "+" button under the list of printers;
- select the desired printer from the menu. If the printer is not in the menu, go to the "How to troubleshoot" subsection.
- Click Download and Install if prompted. Mac OS X has the necessary software built in for many printers, but if not, the system will automatically download the correct drivers. When you click this button, the system will download the required drivers from the Apple website.
Step 4. Print your document to a network printer
When you add the printer to your operating system, you can use it as if the printer were directly connected to your computer. Just select your printer in the Print window of any program.
Make sure the printer is turned on and connected to the same network as the computer
How to troubleshoot
Step 1. The printer you want is not in the list of available network printers (that is, the system does not recognize the printer)
Before connecting the printer to the network, install the required software (driver), which is available on the CD that came with the printer or on the printer manufacturer's website.
Step 2. The printer works for a while and then disappears from the network
This is due to the Bonjour settings on the printer. In this case, go to the last section, "How to set up a network printer using an IP address".
Method 2 of 4: How to Share a Printer in Windows
Step 1: Use Homegroups to use your network printer from Windows 7 and Windows 8 computers
This is the easiest way to share a network printer if you only have Windows 7 and 8 computers on your local network. For more information, read this article, or read on if you cannot use Homegroups for some reason.
Step 2. Install the printer on one of the Windows network computers
Since the printer will be used from other computers, this computer must be turned on longer than other computers.
Typically, the printer will install automatically as soon as you connect it to your computer with a USB cable. If not, install the printer manually
Step 3. Activate Printer Sharing in Windows
In this case, it can be used from other computers.
- open the Control Panel and select "Network and Sharing Center" or "Network and Internet";
- click on the link "Change sharing settings";
- expand the "Home" section - it contains the settings for your local network;
- check the box next to "Turn on file and printer sharing," and then click Save Changes.
Step 4. Share the installed printer
For this:
- open the Control Panel;
- select "Devices and Printers" or "View devices and printers";
- right-click on the desired printer and select "Printer Properties" from the menu (do not select the "Properties" option);
- go to the "Sharing" tab, check the box next to "Share this printer" and click Apply.
Step 5. Connect to a shared printer (Windows)
To connect to a shared printer on your Mac, go to the next step.
- make sure that the computer to which the printer is connected is turned on and its system is booted;
- open the Control Panel on the computer to which the shared printer is connected;
- select "Devices and Printers" or "View devices and printers";
- click Add Printer at the top of the window;
- select "Add a network, wireless or Bluetooth printer";
- select a network printer from the list and click Next.
- install drivers if prompted. In most cases, Windows will automatically find and install the correct drivers.
Step 6. Connect to a shared printer (Mac OS X)
If you are using a Mac, you can connect to a network printer from your Mac that is connected to your Windows computer.
- make sure both computers are in the same workgroup. For more information, read this article;
- first try to download the printer drivers for Mac OS X. Go to the printer manufacturer's website and find out if there are drivers for Mac OS X. If there are, download them, and if not, read on;
- open the Apple menu and select "System Preferences";
- click "Print & Scan";
- hold the "+" button under the list of printers;
- go to the "Windows" tab;
- select your workgroup, the name of the computer to which the shared printer is connected, and then the name of that printer;
- open the Usage menu, click Other if you downloaded the driver for Mac OS X, and then select the downloaded driver. If you don't find a driver, click Select Printer Software and browse the list to see if compatible software is available. If no software is available, select PostScript Printer;
- configure the printer configuration settings. This can be done as soon as the driver is installed.
Step 7. Print your document to a network printer
When you add the printer to your operating system (Windows or Mac OS X), you can use it as if the printer were directly connected to your computer. Just select your printer in the Print window of any program.
Make sure the printer is turned on; also make sure the computer connected to the printer is turned on and booted
How to troubleshoot
Step 1. The printer works for a while and then disappears from the network
This is due to the printer sharing settings in Windows. If you encounter this problem frequently, try connecting to the printer using its IP address (go to the last section, "How to set up a network printer using an IP address").
Method 3 of 4: How to Share a Printer on Mac OS X
Step 1. Install the printer on one of your networked Mac OS X computers
Since the printer will be used from other computers, this computer must be turned on longer than other computers.
Note that it's easier to connect from a Mac to a Windows computer than vice versa. Therefore, we recommend that you connect the shared printer to your Windows computer and use the previous method
Step 2. Activate Printer Sharing on Mac OS X
In this case, it can be used from other computers.
- open the Apple menu and select "System Preferences";
- select the "Share" option;
- check the box next to "Share this printer".
Step 3. Share the desired printer
In the Sharing window, check the box next to the printer you want to share. To open access to several printers at once, select the checkboxes for each of them.
Step 4. Change the permissions (optional)
If you want, specify which user will have access to the shared computer. By default, all users connected to the local network can print to the printer. You can restrict access to the printer by username.
Step 5. Connect to a shared printer (Mac OS X)
Do this if you are using a Mac computer. If you are using Windows, proceed to the next step.
- open the Apple menu and select "System Preferences";
- click "Print & Scan";
- hold the "+" button under the list of printers;
- select the desired printer from the menu.
Step 6. Connect to a shared printer (Windows)
If you are using a Windows computer and want to connect to a network printer that is connected to a Mac OS X computer, you need to install special software from Apple on your Windows computer.
- download the Bonjour Print Services software. You can download it here.
- run the downloaded installation file;
- start Bonjour Printer Wizard. It will appear when you install the downloaded program;
- select the required printer; Make sure your Mac and Windows are on the same network.
- if prompted, install the printer software (driver). If your printer is not listed, download the driver from the printer manufacturer's website.
Step 7. Print your document to a network printer
When you add the printer to your operating system (Windows or Mac OS X), you can use it as if the printer were directly connected to your computer. Just select your printer in the Print window of any program.
Make sure the printer is turned on; also make sure the computer connected to the printer is turned on and booted
How to troubleshoot
Step 1: Bonjour is installed, but the Windows computer cannot connect to the printer on the Mac
This issue can be caused by a firewall blocking the required port. Open your firewall (Windows Firewall or 3rd party firewall) and open UDP port 5353 in it.
Method 4 of 4: How to install a network printer via an IP address
Step 1. Know when to use this method
Outdated hardware often does not interact well with the new network settings of the printer. Connecting using an IP address will provide the most compatibility, but in this case you will not have access to any additional printer features. Here are some typical cases:
- if you are trying to connect an old printer to the local network, the system may not automatically recognize it;
- if the printer is connected to the print server, you will have to connect to the server and not to the printer;
- if you are using an older version of Windows or OS X, such as XP or Snow Leopard, the system may not automatically recognize the new printer;
- if you are connecting to a school printer, you will most likely have to use an IP address.
Step 2. Connect the printer to the network
The printer can be connected directly to a network switch using an Ethernet cable, to a print server connected to the network, or to a wireless network using the built-in wireless adapter.
Step 3. Find out the IP address of the printer
This can be done in several ways:
- if the printer has a display, the IP address appears in the Network or Settings menu;
- most printers provide an IP address on a configuration page that can be printed from the printer settings menu;
- if you are using an old printer, open your router's configuration page to find the printer's IP address.
- if you are connecting to a print server, you will need the server's IP address. If you connect to a school printer, ask your system administrator for the IP address.
Step 4. Connect to the printer (Windows)
If you are using a Mac computer, go to the next step.
- open the control panel and select "Devices and Printers" or "View devices and printers";
- click the Add Printer button and then select "Add a local printer";
- select Create New Port, and then select Standard TCP / IP Port from the menu. Click Next;
- enter the printer's IP address in the Hostname or IP Address field. Click Next;
- select your printer model. If it is not listed, click Windows Update to search the network, or click On Disk if you have the CD that came with the printer;
- if prompted to use the current driver or replace it, select to use the current driver.
Step 5. Connect to the printer (Mac OS X)
- open the Apple menu and select "System Preferences";
- click "Print & Scan";
- click the "+" button at the bottom of the list of printers;
- go to the "IP" tab at the top of the "Add Printer" window;
- enter the IP address of the printer in the "Address" field;
- Choose the correct protocol. Many systems use the standard "Line Printer Daemon" protocol, but if you are unsure, check with your system administrator;
- click Add. If you are prompted to install software, follow the onscreen instructions to download it or install from disc.
Step 6. Print your document to your network printer
When you add the printer to your operating system, select it in the Print window of any program.