A modern office or home workspace is rarely complete without printing equipment, and situations often arise where documents need to be accessed from more than one device. Instead of constantly switching cables or passing flash drives, it's much more efficient to set up network printing, allowing all computers on the local network to directly access the device.
Connecting two or more computers to a single printer via a Wi-Fi router is a standard task that can be accomplished without purchasing an expensive print server. All you need is router supported a wireless network, and the printing device itself had a Wi-Fi module or the ability to connect to a local network via a wired connection.
In this article, we'll cover all setup steps, from selecting the correct network topology to troubleshooting common access errors that can occur in Windows 10 and 11 operating systems. You'll learn how to statically assign IP addresses and correctly configure ports to ensure stable printing even after a hardware reboot.
Selecting a connection method and network topology
Before beginning software setup, the devices must be physically or logically linked into a single system. There are two main ways to integrate a printer into a network: directly connecting it to a router via Wi-Fi or Ethernet, or connecting it to one of the computers and then sharing it.
The most reliable and preferred option is the first method, when printer It becomes an independent network node. In this case, it receives its own IP address from the router and is not dependent on the main computer being turned on. This is especially important for offices, where PCs may be turned off at different times.
The second method, often referred to as "sharing," requires the host computer to be always on for the second user to print. This places an additional load on the system and relies on the stability of a single computer, making it less convenient for regular use.
⚠️ Caution: If you use the sharing method (when the printer is connected via USB cable to only one PC), make sure that the host computer is set to always have power and sleep mode is disabled, otherwise printing from the second computer will not be possible.
To implement a wireless connection, make sure your router supports the standards 802.11n or 802.11ac, which will ensure sufficient data transfer speed for large graphic files. Older standards can create job queues, significantly slowing down performance.
Setting up a printer on a local network
The first step is to connect the device to the network. If your printer has a display, find the menu section Network or Wireless network, select the name of your Wi-Fi router, and enter the password. For models without a display, the WPS method is typically used: press the WPS button on the router, then the similar button on the printer panel.
After a successful connection, the device will receive an IP address. To find it, you need to print a network configuration report on the printer itself (usually via a button combination or menu). Report). Write down this address, as it is critical for further installation of drivers on computers.
It's important to understand the difference between dynamic and static IP addresses. By default, the router assigns addresses dynamically (DHCP), and after some time, the printer's address may change, resulting in loss of connection with computers. It is recommended to secure the address in the router settings or on the device itself.
Now that the device is visible on the network, you can proceed to installing the software. Don't rely on Windows' automatic search, which often only finds basic drivers; it's better to use the full driver package from the manufacturer.
Installing drivers on the first computer
The setup process begins with the main workstation. Download the latest driver package from the manufacturer's official website, selecting your model and operating system version. When launching the installer, select "Network" or "Wireless" as the connection type, not USB.
If the automatic search does not find the device, select the "Specify IP address" option and enter the data obtained earlier from the configuration report. The system will install the necessary port and will associate a logical device with a physical address on the network.
After installation, it's recommended to print a test page immediately. This will confirm that the driver is working correctly with the network interface. If printing is successful, the first step is complete.
☑️ Checking the installation on the first PC
Please note that some models may require additional components, such as toner monitoring utilities. These should also be installed at this stage for full control.
Connecting a second computer to a network printer**
Now let's move on to the second workstation. There's an important caveat here: if the printer is already connected directly to the network (via Wi-Fi/Ethernet), you don't need to "share" it on the second computer; you need to add it as a new network device.
Go to the Devices and Printers control panel and select "Add a printer." When Windows prompts you to find a device, click "The printer I want isn't listed" and select "Add by TCP/IP address." Enter the same IP address as on the first computer.
The system will prompt you to install the driver. If the second computer is running the same version of Windows, it may attempt to copy the driver from the first computer, but it's more reliable to manually specify the path to the installation file or select the model from the list, if available.
Once installation is complete, the second computer will be able to send print jobs regardless of the first computer's status. The print queue will now be created directly in the printer's memory or processed by the router, if it supports this feature.
⚠️ Important: Make sure the network profile on both computers is set to "Private Network" and not "Public." For security reasons, Windows blocks discovery of other devices and printers in the Public profile.
Check the printer's availability by opening its properties and clicking "Test." If the device responds, the connection between the second PC and the printer is established correctly.
Troubleshooting access and ports**
A common problem when connecting multiple PCs is when one PC prints, while the other sees an "Error" or "Offline" status. This is often due to the wrong port type. Windows can create a port by default. WSD (Web Services for Devices), which is less stable than the standard one. TCP/IP.
To fix this, open the printer properties on the affected computer, go to the "Ports" tab, and check the port type being used. If it says WSD, create a new port of the "Standard TCP/IP Port" type and manually enter the printer's IP address.
Problems may also be caused by a firewall or antivirus software blocking network traffic on port 9100 (the standard printing port). You'll need to add an exception for the print service or allow it to run on the local network.
What should I do if my printer's IP address has changed?
If you didn't assign a static IP address, the router may have assigned a new address. Print out the configuration file from your printer, find the new IP address, and then change the port settings in the printer properties on your PC to match the current address.
The table below lists the main types of ports and their characteristics to help you understand the differences:
| Port type | Stability | Addiction | Recommendation |
|---|---|---|---|
| WSD | Low | High (depending on detection service) | Not recommended for offices |
| TCP/IP | High | Low (direct IP connection) | Recommended for everyone |
| USB | High | For local PC only | For one user only |
| LPT | Average | Obsolete standard | Not used in Wi-Fi |
Alternative methods: Cloud and Google Print**
Modern printer models often support cloud printing technologies such as Google Cloud Print (Although the service is closing, similar services remain) AirPrint for Apple or proprietary clouds from HP and Epson. These methods allow you to print even without being on the same Wi-Fi network.
To establish such a connection, you must register the device with the manufacturer's service and link it to your account. Computers connect via an internet account, not an IP address.
This is convenient if the computers are in different physical locations, but for a classic home network, where both PCs are located close to each other, the traditional method via a TCP/IP port remains the fastest and most reliable.
Using cloud technologies may require constant internet activity and account creation, which is not always convenient from a data privacy perspective in a corporate environment.
Optimization and Frequently Asked Questions**
After setting up a system with two computers and one printer, it's time to perform a final optimization. Ensure that the same driver versions are installed on both computers to avoid document formatting conflicts.
Check for router and printer firmware updates regularly. Manufacturers frequently release patches that improve Wi-Fi connection stability and fix security vulnerabilities.
If you notice that printing is slow, try lowering the print resolution in the driver settings or switching your router to a less crowded channel in the 2.4 GHz or 5 GHz range.
Is it possible to connect more than two computers to one Wi-Fi printer?
Yes, the number of connected computers is limited only by the network's capabilities and the printer's performance. Home networks can comfortably accommodate 10-15 devices, while office networks can handle dozens if a dedicated IP address is used.
What should I do if the second computer doesn't see the printer on the network?
Check that both devices are on the same subnet (the first three digits of the IP address must match). Also, make sure Wi-Fi client isolation (AP Isolation) isn't enabled in your router settings, which prevents devices from seeing each other.
Do I need to keep the first computer on to print from the second?
No, if the printer is connected to the router directly via Wi-Fi or a LAN cable. If you used the USB printer sharing method, the host computer must be turned on.
How to find out the IP address of a printer if there is no display?
Use a manufacturer utility (such as HP Utility or Epson Status Monitor) that scans the network and shows connected devices, or look at the client list in your router's web interface.