Setting up local printing in a home or small office is a common challenge for users with a single printer and multiple computers. Instead of purchasing an expensive network device or constantly switching cables, you can use the built-in capabilities of your operating system. Network printing Allows all devices within the Wi-Fi range of a router to send documents to a single physical device.
There are two main approaches to solving this problem. The first involves using the printer itself, if it's equipped with a Wi-Fi module, as an independent network node. The second, more versatile option turns a computer with a USB-connected printer into a print serverWe'll examine this method in detail, as it applies to most models, even older ones that don't have a wireless module.
Successful setup depends on a stable wireless connection and the correct security settings. Errors in access rights or firewall configuration can make the device invisible to other network users. In this article, we'll cover all the details of the process, from initial preparation to troubleshooting common issues.
Preparing equipment and checking the network
Before you begin software configuration, you need to ensure the physical infrastructure is ready. All computers that will use the printer must be in the same location. local networkThis means that they must be connected to the same Wi-Fi router.
Make sure the device driver is installed on the host computer (the one to which the printer is physically connected) and that the test page prints successfully. If the device is unstable in local mode, you won't be able to configure it for remote operation. Also, check the network connection status: the network type should be "Private" or "Home," not "Public."
For proper operation, it's important that all devices are assigned static IP addresses or receive the same address from the router each time they connect. Dynamically changing the host computer's IP address will result in other users losing connection to the printer.
- 📡 Make sure all PCs are connected to the same Wi-Fi network (same SSID).
- 🖨️ Check the printer's functionality on the main computer via USB.
- 🔒 Set the network type to "Private" in the Wi-Fi settings.
- 📶 Ensure a stable wireless network signal throughout your office.
Setting up sharing in Windows
The first step in the software is to enable the sharing feature. In Windows, this is done through the Network and Sharing Center. Go to the Control Panel, find the "Network and Internet" section, and select "Network and Sharing Center."
On the left side of the window, click the "Change sharing settings" link. Here you'll see profiles for different network types. Expand the "Private (current profile)" profile. You'll need to enable network discovery and automatic configuration of connecting devices. Also, be sure to enable "File and Printer Sharing."
Next, go to the "All Networks" section. Here you'll find a critical setting: "Password-protected sharing." For a home network, you can disable this to make it easier to connect devices and TVs if they support printing. However, in an office environment password protection This is essential for data security. If you decide to leave it protected, ensure all users have accounts on the main PC with known passwords.
⚠️ Attention: Disabling password protection will allow anyone who connects to your Wi-Fi network to access shared folders and your printer. Only use this method on trusted home networks with strong WPA2/WPA3 encryption.
After making changes, be sure to click "Save Changes." The system may require a restart of network services or the computer itself for the changes to take effect.
Expanding access to a specific printer
Once the network settings are enabled, you need to share the device itself. Open the Start menu, go to "Settings" (the gear icon), and select "Devices." Find your printer in the list, click it, and select "Manage." Next, click "Printer properties" (not just "Properties," but the printer properties in a new window).
In the window that opens, go to the "Sharing" tab. Check the box next to "Share this printer." In the "Share Name" field, you can leave the system-suggested name or enter a more descriptive one, such as: Office_Printer_WiFiThis name will be visible to other users when searching.
Here, on the "Access" tab, we recommend clicking the "Additional Drivers" button. If you have computers on your network running different versions of Windows (for example, Windows 10 and Windows 7), installing additional drivers will allow client machines to automatically download the required software upon first connection. If all computers are running the same operating system, you can skip this step.
☑️ Check access settings
Connecting client computers to a network printer
Now let's set up the computers that will be printing. Make sure they are connected to the same Wi-Fi network. Open File Explorer and enter the host computer's IP address or network name in the address bar. The following format applies: \\ComputerName or \\192.168.1.5.
If you've enabled password protection, the system will prompt you for the username and password of the host computer account. After successful authorization, you'll see a list of shared resources, including the printer you want to connect to. Right-click it and select "Connect."
Windows will automatically find and install drivers. If the client PC doesn't have a built-in driver for the given model, the system may prompt you to install one. In this case, you'll need a driver disc or download them from the manufacturer's website for the specific architecture (x64 or x86).
What to do if Windows can't install a printer?
In this case, try installing the driver manually before connecting. Download the full driver package from the manufacturer's website, run the installation, select "Local Printer," and create a new port of the "Standard TCP/IP Port" type by entering the print server's IP address.
Alternative search method: Go to Settings → Devices → Printers & Scanners → Add a printer or scanner. The system will begin searching. If the device isn't found immediately, click the "The printer I want isn't listed" link. Select "Select a shared printer by name" and enter the path manually.
Comparison of connection methods and compatibility
Not all connection methods are equally effective in all situations. The choice depends on the printer model, operating system version, and security requirements. Below is a table comparing the main printing options.
| Method | Equipment requirements | Difficulty of setup | PC addiction |
|---|---|---|---|
| Wi-Fi Direct | Printer with Wi-Fi module | Low | It doesn't depend |
| Shared access via PC | Any USB printer | Average | The PC must be turned on. |
| Network print server | Separate device (Box) | High | It doesn't depend |
| Cloud printing (E-Print/AirPrint) | Cloud-enabled printer | Low | Internet access required |
Method Wi-Fi Direct Allows you to connect directly to the printer, bypassing the router, but this limits the number of simultaneous connections. PC sharing, which we're considering, is the cheapest, but requires the host computer to be always on and awake.
Using external print servers (special boxes that accept a USB printer and a Wi-Fi antenna) is a great option for older, reliable models that don't want to work with modern routers. However, such devices can be more expensive than the printer itself.
Diagnosis and solution of typical problems
A common issue is the error "Windows cannot connect to the printer" with code 0x0000011b. This error often occurs after Windows security updates that patch vulnerabilities in the RPC protocol. A solution may require editing the registry on the client computer, but first, try updating the drivers to the latest version.
Another common cause is blocked ports by a firewall. Make sure the File and Printer Sharing app is allowed in Windows Firewall settings. The port should also be open. 139 And 445 for the SMB protocol.
⚠️ Attention: Operating system interfaces and menu item names may vary slightly depending on the Windows version (10, 11) and updates. Always consult the latest Microsoft documentation if the standard paths don't work.
If the server computer goes into sleep mode, printing from other devices will be impossible. Go to "Power Options" and configure the plan so that the hard drive and network are not turned off, or prevent the server from going into sleep mode while it's running.
For advanced users: If standard methods don't work, you can use port forwarding utilities or set up a static route in the router so that the host computer's IP address never changes, even if the DHCP server decides to redistribute addresses.
Security and performance optimization
Network printing poses certain risks. Anyone who learns your Wi-Fi password could theoretically gain access to the printer and, in the worst case, the computer it's connected to. Therefore, using complex Wi-Fi passwords (WPA2/WPA3 standard) is essential.
It's recommended to regularly update your router firmware and printer drivers. Manufacturers often release patches that close vulnerabilities that could allow hackers to access your local network. Also, monitor your print logs if you're dealing with confidential documents.
To optimize the printing speed of large files (presentations, graphics), ensure the server computer isn't overloaded with other heavy tasks, as it acts as a buffer. If printing is very slow, try lowering the print resolution in the device properties or switching to the PCL driver instead of PostScript (or vice versa), depending on the document type.
Is it possible to connect a printer to Wi-Fi if it doesn't have a password screen?
Yes, this can be done via WPS (if your router supports it) or by temporarily connecting the printer to your computer via USB for the initial Wi-Fi setup using the manufacturer's proprietary utility.
Why does the printer show up as "Offline" on client PCs?
Most often, this means the host computer is turned off, in sleep mode, or its IP address has changed. Check the print server's network connection.
Does this method work between Windows and macOS?
Yes, but some additional configuration is required. On Windows, you need to enable SMB 1.0 support (not recommended for security reasons) or configure proper IPP protocol sharing. It's easier to use AirPrint-enabled printers.
How do I find out the IP address of a computer to connect to?
On the host computer, click Win + R, enter cmd, and in the window that opens, type the command ipconfigYou are interested in the line "IPv4 address".