Most modern printers work with a Mac straight away, with no driver disc and no downloads. That’s thanks to AirPrint, which is built into almost every printer sold in the last several years.
Before you start
- Wi-Fi printer: make sure the printer is switched on and connected to the same Wi-Fi network as your Mac. Most printers have a wireless setup option on their screen, or a WPS button to pair with your router.
- USB printer: plug it into your Mac and switch it on. You may need a USB-C adapter for newer Macs.
How to add a wireless printer
- Click the Apple menu > System Settings.
- Scroll down the sidebar and click Printers & Scanners.
- Click Add Printer, Scanner or Fax….
- After a moment, your printer appears in the list. Click it.
- Check that the Use menu says AirPrint (or shows your printer’s name).
- Click Add.
That’s it. The printer now appears in the Print window of every app.
How to add a USB printer
Plug it in and switch it on. In most cases your Mac adds it automatically. If it asks to download software, click Download and Install.
If nothing happens, follow the wireless steps above. The printer will appear in the list marked as USB.
How to add a printer by IP address
Use this for an office printer that doesn’t appear automatically.
- Go to Printers & Scanners > Add Printer, Scanner or Fax….
- Click the IP tab (the globe icon).
- Type the printer’s IP address in Address. You can usually find it in the printer’s network settings menu or on a printed network status page.
- Leave Protocol on AirPrint unless your IT team says otherwise.
- Click Add.
How to set your default printer
In Printers & Scanners, open the Default printer menu at the top and choose your printer. You can also leave it on Last Printer Used.
How to print
In any app, press Command + P. Choose your printer, the number of copies and which pages, then click Print.
Tip: Click PDF at the bottom of the Print window and choose Save as PDF to create a PDF without printing at all.
Troubleshooting
The printer doesn’t appear in the list. – Check that the printer and Mac are on the same Wi-Fi network. Guest networks often block printing. – Switch the printer off and on again, then wait a minute. – Restart your router if the printer still doesn’t appear.
Jobs are stuck in the queue. Click the printer’s icon in the Dock while printing (or open it from Printers & Scanners > Print Queue…). Select the stuck job and click the ✕ to delete it. Check that the queue isn’t paused.
The printer says “Offline”. The printer has probably dropped off the Wi-Fi or gone to sleep. Wake it, check its Wi-Fi connection, and try again.
Nothing works: reset the printing system. 1. Go to System Settings > Printers & Scanners. 2. Right-click (Control-click) in the list of printers. 3. Choose Reset Printing System…. 4. Add your printer again.
This removes all printers and clears every queue, so treat it as a last resort.
Wrapping up
For most printers: connect it to the same Wi-Fi, go to System Settings > Printers & Scanners, and click Add Printer. AirPrint takes care of the rest.
