It is impossible to imagine a modern office or home workspace without wireless technology. Connecting a printer via Wi-Fi Eliminates the need for long cables and allows you to print documents directly from your smartphone or tablet. However, initial network connection setup often becomes a stumbling block for many users, especially when they are required to enter a complex router password on the device's small screen.
Luckily, there is technology Wi-Fi Protected Setup, which greatly simplifies this process. The WPS method allows you to establish a secure connection between a router and a peripheral device by pressing a single physical button or using a PIN code. This solution is ideal for those who don't want to deal with complex network settings like IP addresses and subnet masks, but want to get a working system up and running in just a few minutes.
In this article, we'll take a detailed look at all the nuances of using this technology with office equipment. You'll learn the differences between physical buttons and software activation methods, and what to do if automatic synchronization doesn't work the first time.
What is WPS technology and how does it work with printers?
WPS stands for Wi-Fi Protected Setup. It's a security standard developed by the Wi-Fi Alliance to simplify connecting devices to a wireless network. main idea is to transfer network information (SSID and password) from the router to the client device without manually entering characters. In the context of printing, this means that your HP LaserJet, Canon PIXMA or Epson EcoTank will get access to the Internet automatically.
There are two main ways to implement this protocol. The first is Push Button Configuration (PBC), which involves physically pressing buttons on both devices. The second is using a PIN code, which generates a code on the printer's screen (if available) that must be entered into the router's interface, or vice versa. For most MFP models, the push button method is preferred and faster.
⚠️ Warning: The WPS protocol has known security vulnerabilities related to the PIN code brute-force method. Although the push-button (PBC) method is considered secure, it is recommended to disable the WPS function in the router interface after successful setup if you no longer use it.
It's important to understand that both devices must support this standard for successful operation. Modern routers almost always have this feature, while budget printer models may lack it. Check for the logo. WPS on the case or in the device specifications is the first step before starting setup.
Preparatory stage: checking compatibility and location
Before beginning the active connection phase, you need to ensure your equipment is ready. Make sure your router is turned on and sending a signal. The printer should also be turned on and in standby mode. Distance The distance between devices during setup should not exceed several meters to ensure stable exchange of data packets.
Find the correspondingly labeled button on the router body. It may be labeled as WPS, depicted as two arrows forming a circle, or combined with the Wi-Fi power button. On the printer, look for a similar symbol or a button with an image of an antenna. In some models, such as Brother or Canon, it may be a separate key, while HP It is often combined with a wireless communication button.
If the printer has a display, navigation will be easier. If it doesn't, you'll have to rely on the blinking lights. Have the router's manual ready in case the WPS button is hidden in the menu or requires a long press. Also, make sure you have the drivers for your operating system (Windows, macOS) have already been downloaded or are available for installation.
Method 1: Connecting via a physical button on the router and printer
This is the most common and simplest scenario. It requires minimal user intervention and takes less than a minute. The procedure is strictly regulated by the standard, so the sequence of steps is critical to the success of the operation.
First, press the WPS button on your wireless router. Depending on your router model (TP-Link, Asus, Keenetic), simply press the button briefly or hold it for 2-3 seconds until the corresponding indicator starts flashing. This puts the router into standby mode for a new device to connect.
Within two minutes of activating the WPS mode on your router, press the WPS button on your printer. If there's no dedicated button, hold down the wireless network button. The Wi-Fi indicator on your printer should start blinking, indicating it's searching for a network. Once a connection is established, the indicator will stop blinking and remain solid.
☑️ Checklist for a successful connection
After a successful connection, it is recommended to check the connection status. On many devices Samsung or Xerox You can print a network configuration report to verify that the printer has received an IP address from the router. If the indicator light continues to flash or goes out, the procedure was unsuccessful and you should try again, ensuring you follow the two-minute time limit.
Method 2: Setting up via PIN code (for devices with a screen)
If the physical button on the printer is missing or not functioning, you can use an alternative PIN code authorization method. This method is often found in multifunction devices with a color touchscreen, such as the HP OfficeJet Pro or Canon MAXIFY.
In the network settings menu on the printer display, select "Wi-Fi Protected Setup" or "WPS." The system will prompt you to select the "PIN" method. An eight-digit numeric code will be displayed on the screen. This code must be entered into your router's web interface. To do this, open a browser on your computer, enter the gateway address (usually 192.168.0.1 or 192.168.1.1) and log in.
In the router menu, find the WPS section and enter the code displayed on the printer into the appropriate field. The router will verify the code and, if correct, transmit the network settings to the printer. This method is considered more secure than a simple push-button connection, as it requires confirmation from both parties, but it is also more labor-intensive.
What to do if the PIN code is not accepted?
Make sure you enter the code within the time limit (usually 2 minutes). If the timer expires, request a new code to be generated on the printer screen. Also, check if MAC address filtering is enabled on your router, which could block the connection even with the correct PIN.
If you didn't have time to enter the code, you'll need to generate it again. Some router models, such as MikroTik or corporate solutions Cisco, may require additional confirmation of the connection in the security logs.
Setting up drivers and adding the device to the operating system
Once a printer is connected to Wi-Fi, it's not finished working. Your computer or smartphone needs to "see" the new device on the network. The operating system may automatically detect the printer, but full functionality often requires installing a full package of drivers and utilities.
Go to your computer's device settings. In Windows, this is the section Settings → Devices → Printers & ScannersClick "Add a printer or scanner." The system will begin searching for available devices on the local network. If the printer was successfully connected via WPS, it should appear in the list labeled "Wi-Fi" or its model name.
| operating system | Path to add | Necessary actions |
|---|---|---|
| Windows 10/11 | Settings → Devices | Automatic search or "The printer you want is missing" |
| macOS | System Preferences → Printers | Press the "+" button to select the AirPrint protocol. |
| Android | Settings → Connections | Installing a print plugin (HP Print Service, etc.) |
| iOS | Settings → Wi-Fi | Using AirPrint (automatically) |
If the automatic search doesn't yield results, use the installation disc or download the driver from the manufacturer's official website. During the installation, select "Wireless Connection" or "Network Connection." The program will automatically find the device on the network by IP address.
For users macOS the process is even easier thanks to technology AirPrintTypically, simply opening a document and selecting print is sufficient—the system will automatically detect a compatible printer on the Wi-Fi network. No additional drivers are required for basic printing.
Troubleshooting: Why the WPS LED Isn't Lighting Up
Despite the simplicity of the technology, users often encounter situations where the connection fails. The indicator may flash endlessly or quickly go out, signaling an error. One common cause is a timeout. The connection window is only two minutes.
Another common problem is frequency incompatibility. Most printers only support a range 2.4 GHzIf your router only broadcasts the 5 GHz network or combines them into a single network with Smart Connect, the printer may not be able to detect the WPS signal. In this case, you'll need to temporarily separate the networks in your router settings.
⚠️ Please note: Router and printer interfaces are constantly being updated. The layout of buttons and menu items may differ from those described. Always consult the latest documentation from the manufacturer of your specific device, as manufacturers reserve the right to change the software logic.
It's also worth checking whether MAC address filtering is enabled on your router. If "Whitelist" mode is enabled, a new device, even with the password or using WPS, won't be able to access the network until its unique address is added to the allowed list in the router settings.
Is it possible to connect a printer via WPS if there is no button on the router?
Yes, you can. If there's no physical button, the WPS function is often accessible through the router's web interface. Access the router settings via a browser, find the Wireless or Wi-Fi section, and enable WPS programmatically. Then, initiate a search from the printer.
Is it safe to leave WPS enabled all the time?
From a security perspective, constantly enabling WPS (especially the PIN method) reduces network security. Hackers can attempt to brute-force the PIN. It's recommended to enable this feature only during setup of a new device and then disable it in the router settings.
What should I do if my printer is old and does not support WPS?
If your printer model is older and doesn't support WPS, you'll have to connect via USB and then reconfigure it to Wi-Fi using the driver installation utility, or use the WPS function on your router in PIN entry mode if your printer allows you to generate one.
Will WPS work if the network SSID is hidden?
In most cases, yes, the WPS protocol can transmit a hidden network name (SSID) to the device. However, after connecting, the computer may have difficulty detecting the printer if the operating system doesn't allow hidden networks. It's better to use visible SSIDs for stable operation.