Wi-Fi on a printer: why it's needed and how to use it correctly

Modern printers are increasingly equipped with a module Wi-Fi — and this isn't a marketing ploy, but a genuine necessity. If you're still printing via USB or transferring files to a flash drive, you're wasting time and limiting your device's capabilities. Wireless connectivity is a game-changer: now a printer can work with multiple devices simultaneously, accept tasks from anywhere in the home or office, and some models can even print directly from cloud services.

But why exactly is it needed? Wi-Fi on a printer? In this article, we'll look at 7 practical scenarios, where wireless printing is becoming not a luxury but a necessity—from remote work to automated document workflow. You'll also learn how to properly set up a connection, what protocols printers used (and why it's important) and which ones pitfalls may arise during operation. If you're still unsure whether it's worth paying extra for a Wi-Fi model, you'll have no doubts after reading this.

1. Print from multiple devices without connecting cables

The main advantage Wi-Fi printer - the ability to print from laptop, smartphone, tablet or even smart speakers (for example, through Google Assistant) without having to physically connect each device. Imagine this situation: you are working on a project on MacBook, and your colleague needs to print out the contract with Windows PCWith a cable printer, you'd have to reconnect the USB cable or copy files to a flash drive. With Wi-Fi, you just send a document to print, and the printer will complete the task, regardless of which device initiated it.

This is especially relevant for:

• 🏠 Home users, where all family members use the printer from different gadgets.
• 🏢 Small office, where there is no IT department to set up network printing via a server.
• 🎓 Students, who print papers from a laptop and submit printouts from a phone (for example, via Google Drive).

Important: Not all printers support simultaneous printing from multiple devices. Budget models (eg. Canon PIXMA MG3640S) may freeze if they receive tasks from two sources in a row. Check the specifications for support before purchasing. multiplayer mode or protocol AirPrint/Mopria.

2. Remote Printing: How to Print a Document Without Getting Off the Couch

Wi-Fi printer Allows you to send print jobs from anywhere within your network coverage. For example:

• 📱 You're lying on the couch and received an important contract in the mail - you print it out smartphone, without going to the computer.
• 💻 You work in another room, and the printer is in the office - you send a document to print and pick up the finished sheet when you pass by.
• 🌍 You're on a business trip and your colleagues urgently need a printout - send the file via Google Cloud Print (if the printer supports it) or a corporate network.

For this, the printer must be:

1. Connected to the same Wi-Fi network as your device.
2. Configured to receive tasks via AirPrint (For Apple), Mopria (For Android) or universal drivers (for example, HP Smart).
3. Turned on in standby mode (some models save energy and “fall asleep” if they are not used for 10–15 minutes).

Critical Detail: Supported Printers Wi-Fi Direct (For example, Epson EcoTank ET-2800) can print even without a router—they create their own network to which a smartphone or laptop connects. This is a lifesaver when traveling or when the main Wi-Fi is temporarily unavailable.

3. Cloud printing: Google Drive, Dropbox and other services

Modern Wi-Fi printers often integrated with cloud services: Google Drive, Dropbox, OneDrive, iCloudThis means you can print the document. straight from the cloud, without downloading it to your device. For example:

• 📑 You received the file in Google Docs — open it on your phone and send it to the printer via the "Print" menu.
• 📎 A colleague shared a presentation on Dropbox - print it without downloading it to your PC.
• 📧 You received an email with an attachment - print it directly from Gmail (if the printer supports Google Cloud Print).

How it works in practice:

⚠️ Attention: from December 31, 2020 Google Cloud Print officially closed, but many printers still support alternative solutions (for example, HP Print for Chrome or Epson Connect). Before purchasing, check which cloud service the model supports.

4. Document automation: scanning to email and the cloud

Wi-Fi on a printer is needed not only for printing, but also for scanning. Modern MFP (multifunctional devices) can:

• 📧 Send scanned documents by email (for example, receipts or contracts).
• ☁️ Save scans directly to Google Drive, Dropbox or OneNote.
• 🖥️ Transfer files to your PC over the network (via SMB or FTP).
• 📱 Synchronize with your smartphone via the manufacturer's applications (for example, Canon PRINT or Brother iPrint&Scan).

A real-life example: you scan a receipt for accounting, and instead of transferring the file to a flash drive, the printer automatically sends it to your corporate email or cloud storage. This saves up to 30–40 minutes a day in routine operations.

Enable Wi-Fi on the printer|Specify the SMTP server (for example, smtp.gmail.com)|Enter your email login/password|Check the port (usually 587 for TLS)|Save settings-->

⚠️ Attention: If your printer doesn't send scans to email, check:

• Doesn't it block? provider outgoing connections on the port 25 or 587 (relevant for office networks).
• Are they indicated correctly? SMTP server And SSL/TLS (for example, for Mail.ru needed smtp.mail.ru:465 with SSL).
• Has your email password expired (some printers do not notify about authorization errors).

5. Printing from smart devices: voice assistants and IoT

Next generation Wi-Fi printers integrate with smart systems home and office. For example:

• 🎤 Voice Print: you say To Alice (Yandex), Google Assistant or Siri: "Print the last document from the 'Bills' folder" - and the printer carries out the command.
• 🤖 Automation via IFTTT: You can set up a rule: "If an email with an attachment from client X arrives, print it on printer Y."
• 📡 Control via smart sockets: The printer turns on according to a schedule or a command from the application (important for saving energy).

Examples of supported devices:

⚠️ Attention: For voice printing, the printer must support Manufacturer's cloud services (For example, HP Smart or Epson Connect). If the model is old (released before 2018), this feature is most likely not available.

How do I set up printing via Google Assistant?

1. Install the manufacturer's application (for example, HP Smart).

2. Connect the printer to the same Wi-Fi network as Google Home.

3. In the Google Assistant settings, add the printer as a device ("Smart Home" → "Add device").

4. Now you can use commands like: "Okay, Google, print my shopping list."

6. Saving Time and Resources: Why Wi-Fi is More Cost-Effective than USB

It seems that a cable connection is more reliable - but in practice Wi-Fi printer saves:

• ⏳ Time: No need to get up, connect the cable, wait for the system to detect the device.
• 💰 Money: there is no risk of damaging the USB port (repairs cost 1,500–3,000 ₽).
• 🔌 Electricity: Many Wi-Fi models go into sleep mode when not in use.
• 📦 Space: There's no need to run cables across the room or buy USB hubs.

Comparison of time spent printing 10 documents:

Besides, Wi-Fi printers They're less likely to break due to mechanical damage (there's no risk of pulling out a cable or dropping the device when reconnecting). And if the printer is in a hard-to-reach place (for example, on a top shelf), wireless connection becomes the only convenient option.

7. Security and access control: who can print on your printer

Many people fear that Wi-Fi printer It will become a vulnerability in the network—say, neighbors or hackers could connect to it. In fact, modern models offer several levels of protection:

• 🔒 WPA2/WPA3 encryption: The printer connects to the network as securely as your smartphone.
• 👤 Access control: You can set up a "white list" of devices (by MAC address) or require a PIN code.
• 📜 Print logs: some models (for example, Brother MFC-L3770CDW) keep a log of who submitted tasks and when.
• 🔄 Guest network: The printer can be connected to a separate network for visitors (for example, in a coworking space).

How to secure your Wi-Fi printer:

1. Change the default administrator password (usually it is admin/1234).
2. Turn it off WPS (vulnerable fast connection protocol).
3. Update your printer firmware (in the menu Settings → Software Update).
4. If your printer supports it, turn it on. IEEE 802.1X (enterprise level authentication).

⚠️ Attention: if the printer is connected to public network (for example, in a cafe or hotel), always use VPN when sending documents. Some models (for example, HP Neverstop Laser) support encrypted print queues, but this is a rarity in the budget segment.

FAQ: Frequently Asked Questions about Wi-Fi on Printers

Is it possible to connect an old printer to Wi-Fi via an adapter?

Yes, but with reservations. There are USB Wi-Fi adapters (For example, TP-Link TL-WPS510U or Edimax EU-4306), which connect to the printer's USB port and make it network-ready. However:

• Not all printers support such adapters (compatibility check required).
• Print speed may decrease due to delays in the adapter.
• Network scanning features will most likely not work.

For older models, it is better to consider purchasing network print server (For example, D-Link DP-301U+), but its configuration requires knowledge of network protocols.

Which Wi-Fi printer should I choose for my home?

The following are optimal for home use:

• Budget option: Canon PIXMA MG3640S (color printing, AirPrint, Mopria).
• For photos: Epson EcoTank ET-2800 (continuous ink supply system, Wi-Fi Direct).
• For documents: Brother HL-L2350DW (laser, double-sided printing, high cartridge yield).
• MFP: HP OfficeJet Pro 9015e (printing/scanning/copying, cloud services support).

When choosing, pay attention to:

• The cost of consumables (for example, cartridges for Epson EcoTank cheaper per page).
• Support AirPrint/Mopria (if you are printing from a smartphone).
• Availability ADF (automatic document feeder) for scanning multi-page files.

My printer won't connect to Wi-Fi—what should I do?

Connection problems are usually related to:

1. Incorrect password: Check the case of the characters (the password is case sensitive).
2. Incompatible encryption: if the router only works in mode WPA3, and the printer only supports WPA2, change the router settings.
3. Hidden network: If your Wi-Fi does not broadcast an SSID, the printer may not see it (you will need to enter the network name manually).
4. MAC address blocking: The router may have a MAC filter enabled, and the printer may be blacklisted.

If nothing helps, reset the printer to factory settings (Settings → Reset) and repeat the setup.

Is it possible to print to a Wi-Fi printer from another network (for example, from work)?

Yes, but this requires one of the options:

• Cloud Printing: if the printer supports Google Cloud Print, HP ePrint or similar service.
• VPN: connecting to a home network via VPN server (for example, on a router with OpenVPN).
• Port forwarding: You can forward a port on the router 9100 or 631 (but it's not safe!).
• Remote Desktop: connect to your home PC via RDP or TeamViewer and send the task to print.

⚠️ Attention: Forwarding ports and opening the printer to the Internet extremely unsafe — risk of hacking or DDoS attacks. Use only secure channels (VPN or the manufacturer's cloud services).

How much power does a Wi-Fi printer consume?

Consumption depends on the printer type:

• Inkjet: 5-15W printing, 1-3W standby.
• Laser: 300-500W printing, 5-10W standby.
• MFP: 20–50 W (inkjet) or 500–1000 W (laser) during active operation.

The Wi-Fi module adds ~0.5–1 W to overall power consumption. To save:

• Set up automatic shutdown after 10-15 minutes of inactivity.
• Use smart socket with a timer (for example, Xiaomi Mi Smart Plug).
• For laser printers, choose models with high-capacity toner - they heat up less often and consume less energy.