Step-by-Step Printer Checklist (Windows, macOS & Chromebook)

Most Mac users search things like “how to connect printer to Wi-Fi” or “how to connect printer to Mac”. In reality there are two separate jobs:

Put the printer itself on your Wi-Fi.

Then tell macOS about it.

This section is only about Wi-Fi on the printer.

Before you start

Your Mac and printer should be in the same room as the router, if possible.

Note your Wi-Fi name (SSID) and password.

If your router broadcasts both 2.4 GHz and 5 GHz, prefer 2.4 GHz for first-time setup.

Step A – Check the printer’s wireless lights

If there’s a Wi-Fi light:

Solid = usually connected.

Flashing = trying to connect.

Off = Wi-Fi off.

If everything looks wrong (light off, or red/orange), use the printer’s Wireless or Network button to open its Wi-Fi menu.

Step B – Join your home Wi-Fi from the printer panel

Exact names differ, but you’re looking for options like:

Wireless Setup Wizard

Network Settings → Wireless

Wi-Fi → Setup

Then:

Choose your home Wi-Fi name (not “Wi-Fi Direct” or “Printer-Setup-XYZ”).

Type the password slowly; it’s case-sensitive.

Wait until the display shows Connected or the Wi-Fi light goes solid.

If the printer can print a Network Configuration / Wireless Test Report, that’s perfect; keep it for when your support team calls.

Step C – Avoid common Wi-Fi traps

If you changed router recently, delete old Wi-Fi profiles on the printer and reconnect.

If the router is using a guest network that blocks devices from talking to each other, move both Mac and printer to the main network.

If you’re using a long range extender, test with the main router first.

After this section, the printer should be on Wi-Fi. You’ll link it to macOS later in “Add to macOS”.

On a Mac, “printer offline” or “printer not responding” usually means macOS can’t reach the printer over Wi-Fi or cable, even though it’s installed.

Step A – Confirm the basics

Printer is on, not in sleep or error state.

Wi-Fi light is solid, or USB cable is firmly connected.

Mac is on the same Wi-Fi as the printer (not mobile hotspot or guest).

Step B – Check the queue

Go to System Settings → Printers & Scanners.

Select your printer, click Open Print Queue.

If you see “Printer Paused” or “Printer Offline” at the top:

Click Resume.

Clear any stuck jobs: ⌘A → Delete.

Step C – Re-select the right printer

When a user tries multiple fixes, macOS often creates several copies of the same device.

In Printers & Scanners, look for entries with “(2)” or “(USB)” or old Wi-Fi names.

Right-click and Remove the ones you no longer use.

Keep a single, clean Wi-Fi or USB entry and set it as Default printer.

Step D – Quick disconnect / reconnect

If it still says offline:

Turn the printer off for 30 seconds, then back on.

On the Mac, turn Wi-Fi off, count to 10, turn it on again.

Try to print a one-page PDF.

If “Printer Offline” is still there, stop at this level. Don’t install random “driver fix” tools; your support team can take over from this point.

You hit Print, nothing happens, no error — the classic “printer not printing” problem.

Step A – Use the system print dialog

Apps sometimes hide useful options. For testing:

Open a simple PDF in Preview.

Click File → Print…

Ensure the correct printer is selected at the top.

Print 1 page in black & white.

If Preview prints but your other app doesn’t, the issue is with that app’s own settings, not the printer.

Step B – Check the queue again

In Print Queue:

Make sure the status under the job isn’t On hold, Stopped, or Authentication required.

If there are many old jobs, Select All → Delete, then send one fresh job.

Step C – Look for simple mismatches

Paper size in the dialog should match the tray (A4 vs Letter mismatch can stop print).

If you see exotic presets (envelope, labels, etc.), switch back to Plain Paper / Standard.

If nothing prints even after a clean queue and a simple A4 test, it’s a deeper driver/port issue—leave the rest to the support session.

These steps are safe regardless of brand.

Step A – Power and safety

Turn the printer off and unplug it.

Wait until any internal noise stops.

Step B – Clear visible paper

Open the rear door or back access panel if it has one.

Always pull paper in the normal feed direction, never backwards.

Remove loose bits one at a time; don’t rip them.

Step C – Reload correctly

Use fresh, dry paper – not curled or damp.

Tap the stack on a table to align edges.

Adjust the paper guides so they just kiss the stack, not squeeze it.

After this page jam section, run a small 1-page test again from macOS.

This covers simple “scanner not working” cases when printing is OK.

Step A – Use Apple tools first

Open Preview.

Go to File → Import from Scanner.

Choose your printer/scanner from the list.

If it’s missing here, macOS doesn’t see the scanner part over Wi-Fi; give this info to support later.

Step B – Quick checks

Make sure the document is placed face-down / face-up as marked.

Try scanning at 150–300 dpi in Black & White first.

Save as PDF to your Desktop.

If Preview reports any connection error, don’t try extra drivers or web downloads. Capture the text of the error and save it for your support call.

This section is the “add to macOS” part many people mean when they search “how to connect printer to mac” or “how to setup new printer”.

Step A – System Settings route

On your Mac, open System Settings → Printers & Scanners.

Click the + (Add Printer) button.

Wait 15–30 seconds for Nearby printers to populate.

You should ideally see one entry for your model:

Wi-Fi printers often show as Bonjour or AirPrint.

USB printers show as USB.

Select it and click Add. macOS will use its own AirPrint / built-in driver, which is normally enough.

Step B – Keep it simple

For this educational checklist:

Avoid advanced IP / protocol choices unless you already know them.

Avoid third-party “driver packs.”

If the printer never appears in the Add list but you know it’s on Wi-Fi, that’s the point to pause and let your support team drive the next step.

Sometimes the fastest way to bring a printer online is USB only.

Step A – Direct connection

Plug the cable directly from printer to Mac (no hubs or docks for the first test).

Turn the printer on and wait 30–60 seconds.

Step B – Add as USB printer

Go to System Settings → Printers & Scanners → +.

Choose the entry that clearly says USB.

Click Add and print a 1-page PDF.

If USB works but Wi-Fi doesn’t, note this — it’s extremely useful information for the support team.

When it’s a brand-new printer, follow this shorter “from box to first page” flow:

Unpack & remove all orange tapes, clips and stickers.

Load a small stack of A4/Letter paper and align guides.

Install ink/toner exactly as shown in the quick-start sheet.

Run any initial alignment sheet if the printer offers it.

Do the Wi-Fi steps above (Section 1).

Then do Add to macOS (Section 6).

Finish with a one-page black-and-white test from Preview.

If anything fails or feels unclear, stop there; you’ve already done all the safe “new printer setup” steps.

Users often type “how to connect printer to Wi-Fi”, “how do I connect my HP Deskjet printer to Wi-Fi”, or “how do I connect printer to wifi”. Again, there are two jobs:

Wi-Fi on the printer

Adding it in Windows

Here is the printer Wi-Fi part only (same idea as earlier: use Wireless Setup Wizard, choose SSID, enter password, aim for solid Wi-Fi light). After that, move to “Add to Windows”.

This is the classic “how to make printer online” / “how to get HP printer back online” problem.

Step A – Quick connection checks

Ensure printer is on and not in error.

Confirm Wi-Fi light is solid, or USB cable is firmly plugged in.

Computer and printer must be on the same Wi-Fi network.

Step B – Windows offline toggle

Press Windows key + R, type control printers, press Enter.

Right-click your printer → See what’s printing.

In the menu, make sure:

Pause Printing is not ticked.

Use Printer Offline is not ticked.

If they were ticked, untick them and send a new 1-page test.

Step C – Remove duplicates

In the Devices and Printers / Settings → Bluetooth & devices → Printers & scanners list:

Look for multiple entries of the same model (especially with “Copy 1”, “WS”, or old USB names).

Keep the one you actually use; right-click and Remove device for extras.

Set the good one as Default printer.

Stop here if you’re not comfortable with ports / IP settings; advanced port changes are best done with support on the line.

You click Print, nothing comes out, no obvious error.

Step A – Test from a simple app

Open Notepad or a 1-page PDF.

File → Print.

Choose your printer, set pages = 1, and print.

If that works but a particular app (browser, Word, etc.) doesn’t, it’s app-specific.

Step B – Clear the queue

Again open See what’s printing.

Click Printer → Cancel All Documents.

Turn printer off for 30 seconds, then on.

Send a single, simple job.

Step C – Basic driver reset (soft)

Without installing anything:

In Settings → Printers & scanners, remove the printer.

Restart Windows.

Use Add device to let Windows rediscover the printer automatically.

If it still will not print after a clean queue and auto-add, deeper driver work is needed; let your support team take over.

Same as other OS:

Turn printer off and unplug.

Open rear and front access, gently pull paper in feed direction.

Remove all scraps.

Reload a small, fresh stack and align guides.

Power back on and try a small Windows test page.

Many people search “scanner not printing” when they actually mean “scanner not working”.

Step A – Use Windows built-in tools

Try one of:

Windows Fax and Scan

The Scan app from Microsoft Store (if installed)

Steps (Windows Fax and Scan):

Open Start → Windows Fax and Scan.

Click New Scan.

Choose your printer/scanner from the list.

Use Black & white, 150–300 dpi, and scan to a simple folder.

If scanning fails but printing works, note the exact error message for your support call.

This is the OS-side job that matches “how to add printer to Wi-Fi”, “how to connect printer to Windows” or “printer setup” queries.

Step A – Windows 10 / 11 modern settings

Open Settings → Bluetooth & devices → Printers & scanners.

Click Add device.

Wait; your printer should appear in the list. Click Add device again when it does.

If nothing appears after a minute, stop here; don’t try random driver packages. Your support person can guide next steps.

Step A – Direct connection

Plug the USB cable straight into a USB port on the PC (not a hub).

Turn the printer on; Windows should automatically install a generic driver.

Step B – Print a test page

In Printers & scanners, select the USB printer.

Click Printer properties → Print Test Page.

If USB printing works fine but Wi-Fi is unstable, keep this noted; it’s valuable diagnostic info.

For users searching “how to setup new printer” or “new printer setup Windows”:

Remove all packaging, install ink/toner, load paper.

Use the printer’s panel to join your Wi-Fi (solid Wi-Fi light).

On Windows: Settings → Printers & scanners → Add device to add the Wi-Fi printer.

Print a simple 1-page test from Notepad.

If any step fails, stop and pass the details to your support team. You’ve covered all the safe, general steps.