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  3. Adding a Printer

Adding a Printer

Adding a Printer

Know the Difference

Network Printer

Network printers will have a patch cable connection like the one in the picture below.

Close-up of a printer's network port with a blue Ethernet cable connected.

 

USB Printer
USB printers will a have a USB cable connection like the one in the picture below.

Close-up of a printer's back panel, showing a USB cable connected.

  • Add a network printer

    If your Mac and printer are already connected to the same Wi-Fi network, choose File > Print, click the Printer pop-up menu, choose Nearby Printers or Printer & Scanner preferences, then choose your printer. If your printer isn’t available, you can add it.

    1. Update your software (if you don’t have an AirPrint printer): Choose Apple menu > App Store, click Updates, then install any software updates listed. Even if no updates appear, this ensures that macOS has the latest information about printer software it can download from Apple. If you don’t do this, you may see a message that software isn’t available when you connect your printer.If you have an AirPrint printer, you don’t need to check for software updates.
    2. Add the printer to your list of available printers: Choose Apple menu > System Preferences, then click Printers & Scanners. If you don’t see your printer listed on the left, click the Add button Click here. at the bottom of the list. A dialog appears listing printers on your local network. It may take a minute or two for your printer to appear. Select your printer when it appears in the list, then click Add. If you see a message prompting you to download new software, make sure to download and install it.If your printer still doesn’t appear in the list, try adding the printer by its IP address (see below).
    Add a network printer by its IP address

    If a network printer you want to use isn’t in the list of available printers, you can add it as an IP printer.

     

    Some printers connected using these generic protocols may offer limited functionality.

    You must know the network printer’s IP address or host name, printing protocol, and model number or printer software name. If it uses a special queue, you also need to know the queue name. See the person who manages the printer or server for assistance.

    1. Add the printer to your list of available printers: Choose Apple menu > System Preferences, then click Printers & Scanners.Click Add Click here. from the printer list, click IP, then enter the printer information, using the following table as a guide.
      Address Enter the printer’s IP address (a number that looks like 192.168.20.11) or host name (for example, Site Initials-Room Number, SM-101).

    1. Verify that you are connected to the printer via USB and that the printer is turned on.
    2. If you have a USB printer go ahead and connect the USB cable to the USB port on your MacBook Air. The MacBook will automatically install the printer, this process takes a few minutes.

  • Windows 10

    1. Use Cortana (windows search) icon or search field and type "printers" in the search box.
    1. Choose "Printers and Scanners".
    1. Select "Add a printer or scanner".
    1. Wait for a list of printers to show up and below it will be the text "The printer that I want isn't listed". Click on that text.
    1. Select "Add a printer using a TCP/IP address or hostname" , then select "Next".
    1. Select "TCP/IP Device" in the "Device type" list.
    1. Type the hostname of the printer. Select "Next".
    1. In additional port information required. Select “Next”.
    1. Windows should find the printer if the printer is on and configured correctly. If you are having trouble finding a driver try installing the Xerox Printer first.
    1. Windows will now walk you through installing the drivers for the printer. After that is complete, you should be able to print to the printer via hostname address.

    Windows 7

    If you're trying to add a network printer at the office, you'll usually need the name of the printer. If you can't find it, contact your network administrator.

    1. Click the Start button, and then, on the Start menu, click Devices and Printers.
    2. Click Add a printer.
    3. In the Add Printer wizard, click Add a network, wireless or Bluetooth printer.
    4. Wait for a list of printers to show up and below it will be the text "The printer that I want isn't listed". Click on that text.
    5. Select "Add a printer using a TCP/IP address or hostname" , then select "Next".
    6. Select "TCP/IP Device" in the "Device type" list.
    7. Type the hostname of the printer. Select "Next".
    8. In additional port information required. Select “Next”.
    9. Windows should find the printer if the printer is on and configured correctly. If you are having trouble finding a driver try installing the Xerox Printer first.
    10. Windows will now walk you through installing the drivers for the printer. After that is complete, you should be able to print to the printer via hostname address.

  • Windows 10 ​​​​​​​

    1. Use Cortana (windows search) icon or search field and type "printers" in the search box.
    1. Choose "Printers and Scanners".
    1. Select "Add a printer or scanner".
    1. Wait for a list of printers to show up and below it will be the text "The printer that I want isn't listed". Click on that text.
    1. Select "Add a local printer or Network Printer with Manual Settings" , then select "Next".
    1. Select Use Existing Port and in the drop down menu select USB
    1. Windows should find the printer if the printer is on and configured correctly. If you are having trouble finding a driver try installing the Xerox Printer first.
    1. Windows will now walk you through installing the drivers for the printer. After that is complete, you should be able to print to the printer via hostname address.

    Windows 7

    1. Click the Start button, and then, on the Start menu, click Devices and Printers.
    1. Click Add a printer.
    1. In the Add Printer wizard, click Add a local printer.
    1. On the Choose a printer port page, make sure that the Use an existing port button and the recommended printer port are selected, and then click Next.
    2. On the Install the printer driver page, select the printer manufacturer and model, and then click Next.
      1. If your printer isn't listed, click Windows Update, and then wait while Windows checks for additional drivers.
      2. If none are available and you have the installation CD, click Have Disk, and then browse to the folder where the printer driver is located. (For additional help, consult the printer manual.)
    3. Complete the additional steps in the wizard, and then click Finish.