How to Find and Connect to a Printer on Your Network

Connecting to a network printer can seem complex, but with the right method, it’s straightforward. This guide walks you through finding and connecting to printers on your corporate or home network.

Understanding network printers

How they work

A network printer is connected to your local network (LAN) and can be shared by multiple computers. Connection methods include:

• Ethernet: wired connection to router/switch
• Wi-Fi: wireless connection
• Print server: small device connecting USB printer to network

Information you need

To connect, you’ll typically need:

• Printer name or IP address
• Printer model (for driver installation)
• Network credentials (if secured)

Finding printers on Windows

Method 1: Windows automatic discovery

1. Open Settings → Devices → Printers & scanners
2. Click Add a printer or scanner
3. Wait for Windows to discover network printers
4. Select your printer from the list
5. Click Add device

Windows will automatically install drivers if available.

Method 2: Add by IP address

If automatic discovery fails:

1. Open Settings → Devices → Printers & scanners
2. Click Add a printer or scanner
3. Click The printer that I want isn’t listed
4. Select Add a printer using TCP/IP address
5. Enter the printer’s IP address
6. Click Next and follow prompts

Method 3: Network browser

1. Open File Explorer
2. Click Network in left panel
3. Wait for network devices to appear
4. Double-click the printer
5. Windows will offer to install it

Finding the printer’s IP address

From the printer:

• Print a network configuration page (usually in Settings menu)
• Check the display panel (some show IP)

From your router:

• Log into router admin (usually 192.168.1.1)
• Check connected devices list
• Find the printer by name or MAC address

Using command prompt:

arp -a

This shows all devices on your network. The printer will be one of them.

Finding printers on macOS

Method 1: System Preferences

1. Open System Preferences → Printers & Scanners
2. Click the + button
3. Wait for Bonjour to discover printers
4. Select your printer from Default tab
5. Click Add

macOS often automatically downloads appropriate drivers.

Method 2: Add by IP

1. In Printers & Scanners, click +
2. Click the IP tab
3. Enter the printer’s IP address
4. Select protocol (usually IP or LPD)
5. Let macOS identify or manually select driver
6. Click Add

Method 3: Using AirPrint

If your professional printer supports AirPrint:

1. It should appear automatically
2. No additional drivers needed
3. Works from any Apple device on network

Connecting on a corporate network

Through print server

Many companies use a print server to manage printers centrally.

To connect:

1. Ask IT for the print server address (e.g., \printserver)
2. Open File Explorer
3. Type the address in the address bar
4. Double-click the desired printer
5. It will install automatically

Using Group Policy

In corporate environments, printers may be automatically deployed:

• Log off and back on
• Printers should appear automatically
• Contact IT if expected printer is missing

With print management software

Systems like PaperCut or Equitrac require:

• Client software installation
• User authentication
• Printer may show as “Follow-Me” or “Secure Print”

Troubleshooting connection issues

Printer not found

Check basics:

• Printer is turned on
• Printer is on same network
• Network cable connected (if wired)
• Wi-Fi connected (if wireless)

Network issues:

• Both computer and printer on same subnet
• No firewall blocking discovery
• Router allowing device communication

Can’t install drivers

Solutions:

• Download from manufacturer website
• Use Windows Update to search
• Ask IT for corporate driver package
• Try “Generic” printer driver as last resort

Prints don’t come out

Check:

• Correct printer selected as default
• Print queue not stuck (clear and resend)
• Printer online (not offline status)
• Paper and toner available

Slow or failed prints

Possible causes:

• Network congestion
• Large file size
• Printer buffer full
• Driver compatibility

Solutions:

• Use wired connection if possible
• Reduce print quality for large jobs
• Clear print queue and resend
• Update printer drivers

Advanced: Finding all network printers

Windows command line

Find printers by scanning network:

for /L %i in (1,1,254) do @ping -n 1 -w 100 192.168.1.%i | find "Reply" && echo 192.168.1.%i

This pings all addresses. Then check which respond on port 9100 (standard print port).

Network scanner tools

Free tools:

• Advanced IP Scanner (Windows)
• Angry IP Scanner (cross-platform)
• Fing (mobile app)

These scan your network and identify device types, including printers.

Using SNMP

Many printers respond to SNMP queries. Tools like:

• SNMP Tester
• Spiceworks Network Scanner

Can provide detailed printer information.

Setting up secure printing

Why it matters

On a corporate network printer:

• Confidential documents could be seen
• Jobs might be collected by wrong person
• Usage should be tracked

Secure print options

PIN code printing:

1. When printing, select “Secure Print”
2. Enter a PIN code
3. At printer, enter PIN to release job

Badge printing:

1. Send job normally
2. At printer, tap badge on reader
3. Select jobs to print

Pull printing:

1. All jobs held on server
2. Go to any printer
3. Authenticate and select jobs

Best practices

For home users

• Use WPA3 or WPA2 Wi-Fi security
• Set a static IP for printer (easier reconnection)
• Keep printer firmware updated
• Enable remote printing cautiously

For businesses

• Document all printer IP addresses
• Use meaningful printer names
• Implement print policies
• Regular driver updates
• Centralised print management

Naming conventions

Good printer names help users:

• Location-based: 2F-Sales-Color (2nd floor, Sales, colour)
• Function-based: Reception-BW (Reception, black & white)
• Building-based: HQ-3F-MFC1 (Headquarters, 3rd floor, multifunction 1)

Quick reference

Windows shortcuts

• Add printer: ms-settings:printers
• Devices folder: shell:PrintersFolder
• Print queue: Double-click printer icon in system tray

macOS shortcuts

• Print dialog: Cmd + P
• Printers: System Preferences → Printers & Scanners

Common ports

Port	Use
9100	RAW printing
515	LPD/LPR
631	IPP (Internet Printing Protocol)
443	Secure IPP

In summary

To connect to a network printer:

1. Find: Use automatic discovery or IP address
2. Install: Let OS handle drivers or download from manufacturer
3. Configure: Set as default if frequently used
4. Test: Print a test page to confirm
5. Secure: Implement secure printing for sensitive documents

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