Modern office and home networks require flexibility, and linking a printing device to one specific computer via USB cable This becomes a serious limitation. Situations often arise when you need to print a document from a laptop in another room or from a tablet that physically lacks a dedicated port. This is where the question arises of how to network a printer via a WiFi router without USB, turning it into a shared resource for all devices on the local network. This is not only convenient but also significantly reduces wear on the ports on the computer's motherboard.
The process of integrating printing equipment into a wireless infrastructure may seem complicated only at first glance. In fact, most modern models HP, Canon, Epson And Brother They have built-in Wi-Fi modules that allow you to connect directly to your router. However, even if you have an older device or a specific model without a screen, there are proven printing methods, which we'll cover in detail in this article.
You don't need to be a system administrator to set this up. A basic understanding of local networking and access to your router's interface is sufficient. We'll cover several scenarios, from simple configuration of the built-in module to using third-party print servers that can add network functionality to even the oldest models that operate exclusively via a parallel port or old USB.
Equipment capability assessment and preparation
Before you get started, you need to clearly understand what kind of equipment you're dealing with. There are three main types of devices, each requiring a different approach. The first and simplest option is printers with a built-in module. Wi-FiThey allow you to connect directly to the router, becoming full members of the network. The second option is devices that support the technology. Wi-Fi Direct, which creates a direct connection between the gadget and the printer, bypassing the router, but we will focus on the classic scheme via an access point.
The third, more complex case concerns models without wireless modules. If your printer only has a USB port, you can turn it into a network printer in two ways: connect it to a computer that's always on and share it, or purchase a dedicated external device. print serverThe last option is the most stable, as it doesn't require keeping the PC on 24/7.
To get started, you'll need to know your router's IP address, which is usually the default gateway. Also, make sure all devices you plan to print from are on the same subnet. This is critical, as computers won't be able to find the printer if they're connected to different VLANs or guest networks with client isolation.
⚠️ Attention: Some modern routers have a "Client Isolation" feature. If enabled, devices connected via wireless network won't see each other, making printing impossible. Be sure to disable this option in your router's security settings before beginning setup.
Also, make sure you have the latest drivers for your operating system. Although Windows 10 and 11 often automatically detect devices on the network, manually installing the driver from the manufacturer's website ensures proper operation of all features, such as ink level monitoring or duplex printing.
Setting up a printer with built-in Wi-Fi
If your device is equipped with a wireless adapter, the network integration process will be as smooth as possible. The first step is usually resetting the printer's network settings to factory defaults to avoid conflicts with previous configurations. This can be done through the device menu or by using a button combination specific to your model, such as holding the wireless button for 10-15 seconds.
Next, you need to launch the wireless network setup wizard. On models with a display, this is done through the menu. Settings → Network → Wireless NetworkThe device will begin searching for available access points. Select your network name (SSID) from the list and enter the password. Once successfully connected, the printer will receive an IP address from the router's DHCP server.
It's important to secure this address or, better yet, reserve it in your router settings. A static IP address for your printer will prevent situations where the address changes after a router reboot, causing computers to lose connection to the printer. To do this, find the "Settings" section in your router interface. DHCP Server and add a binding of the printer's MAC address to a specific IP.
☑️ Checking the printer connection
If the printer doesn't have a display, use WPS (Wi-Fi Protected Setup). Press the WPS button on the router, then press the corresponding button on the printer. The devices will automatically exchange encryption keys and connect. This is the fastest method, eliminating the need to manually enter a password, but it only works if the router supports this technology.
Setting up network printing via shared access in Windows
If the printer doesn't have its own Wi-Fi module and you don't want to buy additional equipment, the only option is to use one of the computers as a print server. This computer must be constantly turned on and connected to the network, as it will handle all print jobs from other users.
First, connect the printer to your computer via USB and make sure it's working correctly locally. Then, go to the Control Panel and find the section Devices and printers (or Printers and scanners (in newer versions of Windows). Right-click on the desired device and select Printer properties (precisely the properties, not just the device properties).
In the window that opens, go to the "Sharing" tab. Check the box next to "Share this printer." Create a descriptive network name that will be displayed in Network Neighborhood. Avoid spaces and Cyrillic characters in the network name to ensure compatibility with older operating systems and mobile devices.
| Parameter | Recommended value | Description |
|---|---|---|
| Resource name | Office_Printer_HP | Short name without special characters |
| Additional drivers | x64 and x86 | To support 32 and 64 bit systems |
| Permissions | Print for everyone | Basic access for users |
| Port | USB001 (local) | Physical connection port |
The next critical step is to configure sharing settings within Windows itself. Go to Control Panel → Network and Sharing Center → Change advanced sharing settingsHere, you need to enable network discovery and file and printer sharing. It's also recommended to disable password-protected access if you're on a trusted home network to avoid having to enter your username and password every time you try to print.
⚠️ Attention: Updating Windows or reinstalling drivers can reset sharing settings. If you're unable to print, first check the "Sharing" tab in the printer properties—the checkbox may have been removed.
Using external print servers for older models
If you want to free your computer from the print server function or your PC is too weak for this task, an external print server is the ideal solution. This is a compact device that connects one end to the printer's USB port and the other to the network via an Ethernet cable or Wi-Fi. Popular manufacturers of such gadgets include: TP-Link, D-Link, Asus.
Setting up such a device is usually done through a web interface. Connect the print server to your computer directly with a cable or through a router, find its IP address (often specified in the manual or determined by the setup utility), and access the menu through a browser. Here, you need to select the operating mode: wireless client or access point.
In client mode, the device connects to your main router. You'll need to enter the SSID and password for your Wi-Fi network. After rebooting, the print server will attempt to obtain an address from the router and forward the USB port to the printer on the network. It's important to understand that not all USB printers are compatible with print servers, especially multifunction devices (MFPs), which require connectivity for a scanner.
Printer and print server compatibility
Not all USB printers work with external print servers. Issues often arise with MFPs, which require network control of a scanner, and with printers that require complex communication protocols. Before purchasing, be sure to check the compatibility list on the print server manufacturer's website. Simple laser printers work 90% of the time, while inkjet photo printers work less often.
After successfully connecting the device to the network, you need to add a new printer on the client computers. Select the "Add printer by TCP/IP address" option. Select "TCP/IP device" as the device type, and enter the address assigned to the print server by the router in the "hostname" or "IP address" field. The protocol is usually selected. Raw, and the port is 9100.
Installing drivers and connecting clients to the network
Once the printer is visible on the network (whether via built-in Wi-Fi or a server), it's time to connect the client devices. In Windows 10 and 11, this process is automated, but it often requires manual intervention to select the correct driver. Open "Settings" → "Devices" → "Printers & Scanners" and click "Add a printer or scanner."
If the system has found the device but cannot install the driver automatically, click "The printer I want isn't listed." Select the "Select a printer by name" option and enter the path in the format IP address Printer name or \\Computer_name\Printer_name For shared devices, the system will prompt you to install the driver. It's best to click "Install from disk" and select the previously downloaded file. .inf from the manufacturer's website.
For mobile devices (Android and iOS), the situation depends on technology support AirPrint (for Apple) or Mopria (for Android). If your printer supports them, no additional driver installation is required on your phone—simply select "Print" in the document menu, and your device will appear in the list. If they aren't supported, you'll need to use the printer manufacturer's proprietary apps.
On corporate networks or when using complex drivers, manual port configuration may be required. Go to the installed printer's properties, select the "Ports" tab, and click "Add Port" → "Standard TCP/IP Port." Enter the printer's IP address. If prompted for a device type, select "Custom" and ensure the protocol is selected in the protocol settings. RAW and the port 9100, as it is the de facto standard for network printing.
Troubleshooting and Frequently Asked Questions
Even with proper configuration, issues may still occur. The most common issue is that the printer displays as "Offline." This is often due to the SNMP status incorrectly interpreting the device's status. In the printer port properties (Ports tab → Configure Port), try unchecking "Enable SNMP status." This will force Windows to consider the printer accessible, even if it isn't sending detailed status reports.
Another common issue is an access error or password requirement when attempting to print to a shared printer. Ensure that an account with the same name and password as the client computer has been created on the server computer, or enable guest access, although the latter is less secure. Also, check whether your antivirus or firewall software is blocking the port. 9100 and the SMB protocol.
If your printer stops responding after updating your router, check your Wi-Fi security settings. Switching from WPA2 to WPA3 or changing the encryption type can break connections with older printers. In this case, try creating a guest network on your router with more compatible encryption settings and connect the printer to it.
Is it possible to connect a printer to a router via USB if the router has a USB port?
Yes, many modern routers (for example, from Asus, Keenetic, TP-Link) have a "Print Server" feature. You connect the printer directly to the router via a USB cable, which then broadcasts it to the network. However, compatibility is limited: mostly simple printers work, while complex MFPs may not transmit scanner data correctly. Configuration is required in the USB Application section of the router's web interface.
Why can't my computer see my printer on the network, even though the internet is working?
Most likely, the devices are on different subnets or client isolation is enabled. Make sure both the PC and printer are connected to the same network (not a guest network) and that the router settings allow traffic exchange between wireless clients. Also, check if Windows Firewall is blocking network discovery.
Do I need to install drivers on every computer in the network?
Yes, a driver is required on every device that will send print jobs. The driver is responsible for creating the print queue and transmitting data in a format understandable to the printer. The only exception is printing from mobile devices via AirPrint or Mopria, where the driver is built into the phone's operating system.
How do I find out the IP address of a printer if it doesn't have a screen?
You can print a network configuration report (usually using the "Report" button or a key combination; see the instructions). The IP address is also often displayed in the list of connected clients in the router's web interface (LAN or DHCP Client List section). Another option is to use the command line utility. arp -a after trying to print to find the new MAC address in the table.