The transition to wireless technology has significantly simplified the organization of workspaces, eliminating the need for users to drag bulky cables across the room. Connecting the scanning device to a local network allows access to the function scan to file from any computer in the home or office, which is especially convenient for multi-user environments. Modern operating systems, such as Windows 10, have built-in mechanisms for discovering network printers, but proper initial configuration of the hardware itself is often required for stable operation.
The setup process may seem complicated at first, but if you follow the steps, it takes no more than ten minutes. You'll need the router's IP address, the Wi-Fi network password, and, ideally, the installation disc or access to the manufacturer's website to download the latest software. Windows 10 It automatically tries to find drivers in its database, but for full functionality of all MFP functions, it is better to use the native software.
In this article, we'll cover all connection steps in detail, from checking compatibility to troubleshooting common connection errors. We'll cover both automatic setup methods via WPS, as well as manually adding the device by IP address, which is the most reliable method for corporate networks. Proper network configuration will ensure high data transfer speeds and a seamless connection during operation.
Checking compatibility and preparing equipment
Before you begin setup, you need to make sure your multifunctional device (MFP) supports wireless networks. This is usually indicated by the presence of an antenna on the device's body or a corresponding icon. Wi-Fi on the control panel. If the device is older and does not have a built-in module, you will need to purchase a separate Wi-Fi adapter compatible with your specific printer model or use an external print server.
An important step is to check that your computer is connected to the same local network to which you plan to connect the scanner. The computer and scanner must be on the same subnet segment to successfully discover each other. Make sure that the "Private" network profile is enabled on your Windows 10 PC, as the "Public" profile blocks other devices from being discovered for security reasons.
It's also worth finding out your router's IP address in advance, as it's often the default gateway. You can do this using the command line by entering the command ipconfig and find the line "Default gateway." This is often an address like 192.168.0.1 or 192.168.1.1. Knowing this address, you can access your router settings and, if necessary, reserve a static IP for the printer so it doesn't change after a reboot.
⚠️ Attention: If your router uses Dual Band and broadcasts 2.4 GHz and 5 GHz networks under different names (SSIDs), make sure both your computer and scanner are connected to the same frequency, preferably 2.4 GHz, as many older scanner models do not support 5 GHz.
Preparation also includes checking for up-to-date drivers. Visit the official website of your device manufacturer (HP, Canon, Epson, Brother, etc.) and find the support section for your model. Download the full driver and utility package, as basic Windows drivers may not support the network scanning feature or the device's control panel.
Setting up the scanner's connection to a Wi-Fi network
The first step is to directly connect the scanning device to your wireless network. There are several ways to do this, and the choice depends on the model of the device and the presence of a display on the control panel. The simplest method is using technology WPS (Wi-Fi Protected Setup), if supported by your router and printer.
To connect via WPS, press the corresponding button on the router, then activate the WPS function on the scanner's control panel (often you need to hold the Wi-Fi button for a few seconds). The devices will automatically exchange security keys and establish a connection. If the printer doesn't have a display, the wireless network indicator should stop blinking and turn solid, indicating success.
A more universal method is to configure the device through the menu itself or using a temporary USB cable. When first turned on, many MFPs offer a wireless network setup wizard. In the printer menu Select your network from the list of available networks and enter the password using the navigation buttons. After a successful connection, the printer typically prints a network configuration report showing its current IP address.
If your device has a touchscreen, the process is extremely simple: select the wireless network icon, find your router in the list, and enter the password. Modern models also support connecting via NFC (label on the case) or through the manufacturer's mobile application, which can transfer Wi-Fi settings from the phone to the printer.
Installing drivers and software
Once the device is connected to the router, you need to install the software on your Windows 10 computer. Although the operating system can automatically find the printer on the network, for the scanner to function properly (especially the "Scan to PC" feature), you need to install the full driver package. Run the installer downloaded from the manufacturer's website and select "Wireless" or "Network" as the connection type.
During the installation process, the installer will begin searching for devices on the network. If the scanner is connected correctly, it will appear in the list of available devices. Select it and continue the installation. The drivers will create a virtual port through which scanned images will be transmitted. It is important not to interrupt this process and ensure that Windows Firewall is not blocking the installation of the network component.
☑️ Checking driver installation
In some cases, especially for office models, you may need to manually install the port. To do this, go to Control Panel → Devices and Printers → Printer Properties → Ports tab → Add a portSelect the port type Standard TCP/IP Port and enter the printer's IP address, which you found in the network configuration report. This will ensure a stable connection even if automatic detection isn't working correctly.
⚠️ Attention: Third-party antivirus programs (Kaspersky, ESET, Avast) may block network scanning, considering it suspicious activity. If the scanner isn't responding, try temporarily disabling the antivirus's firewall or adding the device to the exceptions list.
Adding a device to Windows 10
Once the drivers are installed, Windows 10 should detect the scanner. Check this by going to the menu Start → Settings → Devices → Printers & ScannersClick the "Add a printer or scanner" button. The system will begin searching for available devices on the local network. If your scanner appears in the list, click it and select "Add device."
If the automatic search doesn't yield any results, click the "The printer I want isn't listed" link. The installation wizard will open. Select "Add a printer by TCP/IP address or hostname." In the "Name or IP address" field, enter your scanner's IP address, which was printed in the network report. The system will attempt to connect to the device and install the driver.
After successfully adding the device, it's recommended to check its status. In the "Devices and Printers" window, right-click the scanner icon and select "Properties." Go to the "Services" or "Ports" tab and make sure the device is responding. You can also run diagnostics, which will automatically check for driver or connection issues.
| Parameter | Description | Where to find |
|---|---|---|
| IP address | The unique address of a device on the network | Network Report / Printer Menu |
| Subnet mask | Determines the network range | Router network settings |
| Gateway | Router address for accessing the external network | The ipconfig command |
| MAC address | Physical address of the printer's network card | Sticker on the body / Report |
Setting up Scan to Folder (SMB)
One of the most convenient features for office work is scanning directly to a network folder on a computer, without the user having to touch the keyboard. To do this, create a folder on the computer, share it, and configure permissions. In Windows 10, this is done through the "Sharing" tab in the folder properties, where you need to allow read and write permissions for the "Everyone" group or a specific user.
Next, setup is done through the scanner's web interface. Enter the printer's IP address in the browser's address bar. The device management page (EWS) will open. Find the "Scan to PC," "Scan to Folder," or "Address Book" section. Here, create a new entry, specifying the folder path in the following format: \\Computer_Name\Folder_Name or \\IP address\Folder_Name.
Problems with SMB v1 access
In Windows 10, the SMB v1 protocol, which is used by older scanners, is disabled by default. If your scanner can't see the folder, you may need to enable SMB 1.0 support in Windows components or, more safely, update your scanner's firmware to support SMB v2/v3.
Authorization is crucial. In the scanner settings, you'll need to enter the login and password for the Windows account you're using. Without the correct credentials, the scanner won't be able to write a file to the protected folder. Make sure the password doesn't contain special characters that the printer firmware might not process correctly, or use a complex but compatible password.
⚠️ Attention: After major Windows 10 updates (such as version 1903 and later), the security policy changed: blank account passwords no longer allow network access. If your account doesn't have a password, scanning to a folder won't work. Create a password for the user or use a dedicated scanning account.
Using the Windows Scanner app and third-party software
For everyday document scanning in Windows 10, you don't need cumbersome manufacturer-provided utilities. The built-in Windows Scan app (available in the Microsoft Store) offers a simple and intuitive interface. It automatically detects connected scanners and lets you choose the format (JPEG, PNG), resolution, and color scheme. You can launch the app from the Start menu.
For more advanced users and professional image processing, there are programs like VueScan or NAPS2 (Not Another PDF Scanner 2). These applications support batch scanning, automatic document feeder (ADF), text recognition (OCR), and saving to multi-page PDF files. They are often faster and more stable than standard drivers.
Manufacturers' mobile apps (HP Smart, Epson iPrint, Canon PRINT) also allow you to scan documents directly to your smartphone or tablet while on the same Wi-Fi network. This is convenient when you need to quickly email a document or save it to a cloud storage service (Google Drive, Dropbox) without using a computer.
Diagnostics and troubleshooting
Even with proper setup, malfunctions may occur. If the computer doesn't detect the scanner, first check whether the Wi-Fi indicator on the device itself is lit. If it's blinking, the connection has been lost. Try restarting the router and printer. Temporarily disabling the "Sleep Mode" feature for USB ports and network adapters in Windows Device Manager often helps.
Problems may be related to a change in the IP address. If the router assigns a new address to the printer, the connection will be interrupted. To avoid this, configure static IP (Address reservation) in the router settings, binding it to the printer's MAC address. This will ensure the device's address is always the same, and the ports configured in Windows won't get confused.
If scanning is too slow or has artifacts, check the Wi-Fi signal strength where the printer is installed. The device may be too far from the router or in a shielded area (metal cabinets, thick walls). In this case, installing a Wi-Fi repeater or switching to a wired Ethernet connection, if the port is accessible, may help.
Why is the scanner not online even though the printer is printing?
Often, only the printer driver is installed, but not the scanner driver. Make sure the full software package is installed. Also, check that the Windows Firewall isn't blocking the port used for scanning (usually port 2 or manufacturer-specific ports).
How do I scan from my computer if my printer doesn't have a "Start" button?
You can initiate a scan from your computer. Open the Windows Scan app or the manufacturer's program, select the source, and click the Scan button. A signal will be sent to the printer, and it will begin capturing the image.
Can the scanner be connected to 5GHz Wi-Fi?
Most budget and older scanner models only support the 2.4 GHz band. If your router combines networks under a single name, try temporarily separating them in the router settings and connecting the printer to the 2.4 GHz network.
What should I do if my scanner driver is missing after a Windows update?
Go to "Device Manager" and find the unknown device or the device with an exclamation mark. Right-click "Update driver" → "Search automatically." If that doesn't help, download the driver again from the manufacturer's website, selecting the version for your current Windows 10 build.