Needing to print a document from another room or even another city, but the printer lacking a wireless module, often leaves users stumped. Many people mistakenly believe that the lack of a built-in Wi-Fi adapter automatically means they can't work with the device remotely, but this isn't true. Modern operating systems and network protocols make it possible to print even on older devices, if you approach the issue wisely.
In this article, we'll explore all the available ways to turn a regular USB printer into a network device accessible from any computer on your local network or even over the internet. Remote printing No longer the preserve of corporate servers, it's now available to every user. You'll learn how to leverage your router's resources, Windows operating system capabilities, and specialized cloud services to solve this problem.
The methods discussed below are suitable for both home offices and small businesses where the budget doesn't allow for new equipment. It's important to understand that the choice of a specific method depends on your infrastructure: Ethernet ports on the router, the operating system version, and data security requirements. Let's examine each option in detail.
Using a router's USB port for network printing
The most reliable and often overlooked method is to connect the printer directly to the router. Most modern routers, even budget ones, are equipped with one or more USB ports that can operate in wireless mode. Print ServerThis allows you to turn any USB device into a fully-fledged network resource, accessible to all computers connected to the router, regardless of whether they have Wi-Fi or not.
The setup process typically involves physically connecting the printer cable to the USB port on the back of the router and enabling the corresponding feature in the device's web interface. You'll need to log into the router's settings (usually at 192.168.0.1 or 192.168.1.1), find the section related to USB applications or the print server, and enable printing support. The system will then automatically detect the connected device.
⚠️ Please note: Not all routers support all printer models. Driver compatibility depends on the router firmware, so before purchasing equipment or attempting setup, check the list of supported devices on your router manufacturer's website.
After activating the service on the router, a new printer must be added to each computer that needs printing access. Unlike a local connection, here we choose to create a new port. Standard TCP/IP Port and enter your router's IP address. The operating system will contact the router's print server and establish a connection.
A key aspect is IP address stability. If your router constantly assigns new addresses to devices via DHCP, the printer connection may be lost. It's recommended to configure a static IP address for the print server itself or reserve an address in the router's DHCP settings to ensure the path to the device remains constant.
Setting up shared access via a Windows computer
If your router doesn't have a USB port or doesn't support print server functionality, you can use one of the computers on your network as a print server. This method, known as Printer Sharing, requires the host computer (to which the printer is physically connected) to be always on and connected to the network. This is a classic method that works on any Windows-based local area network.
To implement this method, connect the printer to the host computer via USB cable and ensure it is working properly. Then, go to the Devices and Printers control panel, select your printer, open Properties, and go to the "Sharing" tab. Here, check the box next to "Share this printer" and give it a meaningful network name.
On the client computers from which you plan to print, you need to add the network printer. In Windows 10 and 11, this is done through the device settings, where the system will prompt you to search for the device on the network. If the automatic search fails, you can manually enter the path in the following format: \\ComputerName\PrinterName or \\IP Address\PrinterName.
☑️ Checking sharing settings
It's important to note that this method places a strain on the host computer's processor and RAM, especially when printing large documents or graphics. Furthermore, if the host computer goes into sleep mode or is turned off, printing will become unavailable for all other network users.
Setting up printing via Bluetooth adapters
For mobile devices or laptops without ports but equipped with a Bluetooth module, printing can be done via a Bluetooth printer adapter. This solution is suitable for situations where you need to print a small document from a phone or tablet without the need for intermediary computers or Wi-Fi networks.
There are special adapters that plug into a printer's USB port and emulate a Bluetooth connection. However, most often, this involves built-in modules in modern MFPs or connecting the printer to a computer that emits a Bluetooth signal. In the latter case, the computer must be configured as an input/output device accepting print jobs.
The pairing process requires making the device visible and entering a PIN, which is often standard (e.g., 0000 or 1234). After successful pairing, a new virtual COM port appears in the operating system, through which data is transferred. Bluetooth data transfer speeds are significantly lower than USB or LAN, making this method unsuitable for high-volume printing.
The main difficulty lies in the drivers. Not all operating systems have built-in support for all Bluetooth printers. Often, specific software from the adapter or printer manufacturer must be installed for the system to correctly interpret the incoming data stream.
Bluetooth Printing Speed Limits
The average data transfer rate over Bluetooth 4.0 is around 2-3 Mbps, which in real-world printing scenarios means significant delays. Printing a single A4 page with graphics can take 30 seconds to 2 minutes, compared to 5-10 seconds over USB. For text documents, the difference is less noticeable.
Using cloud services and virtual printers
A modern approach to solving the problem of remote printing without Wi-Fi on the printer itself is to use middleware that broadcasts the print job over the internet. Services like Google Cloud Print (even though it is closing, its analogues live on) or specialized programs like TeamViewer, AnyDesk and specialized print-server solutions allow you to bypass local network restrictions.
The method involves installing a special agent on a computer connected to a printer. This agent registers the printer in the cloud. When you need to print something remotely, you send the document to the cloud service, which in turn transmits a command to the agent on the computer. The computer receives the command and prints the document as if you were sitting at it.
This method is ideal for situations where you need to print a document while away from the office or home. You don't need to be on the same local network as the printer. The main requirement is that the host computer must be turned on and have access to the global network.
| Connection method | Necessary equipment | Range of action | Difficulty of setup |
|---|---|---|---|
| USB port of the router | Router with USB cable | Local Area Network Limits | Average |
| Windows Sharing | Windows PC, network | Local Area Network Limits | Low |
| Bluetooth adapter | Bluetooth module | Up to 10-30 meters | High |
| Cloud services | PC, Internet, software | From anywhere in the world | Average |
It's important to note that using third-party cloud services requires data transfer through third-party servers. If you print confidential documents, ensure the service you choose uses end-to-end encryption and has a reputable security reputation.
Driver compatibility issues and solutions
When setting up network printing, especially through a router or Linux servers, the problem of missing drivers on client machines often arises. Architecture Windows requires that the user's computer have the exact driver for the printer model installed, even if it is physically connected to another device on the network.
In cases where automatic driver installation fails, manual installation is necessary. Download the full driver package from the manufacturer's official website, unzip it, and specify the path to the INF file when adding the printer. Sometimes, the driver must be installed on the system before attempting to add the network device.
Particular attention should be paid to the bitness of the system. If the print server (router or host PC) is running a 64-bit system and the client computer is running a 32-bit architecture (which is rare, but can happen with older software), the standard drivers may not be suitable. In such cases, additional driver sets must be installed on the server in advance using the "Additional Drivers" button in the printer properties.
A common mistake is using WSD (Web Services for Devices) drivers, which Windows likes to install by default. They often perform poorly on local networks without internet access or lose print queue status. It's better to force-create the port. Standard TCP/IP and use classic drivers.
Security and data protection in network printing
By granting access to a printer, you potentially open the door to your network. Printers, especially network printers, often become entry points for attackers because users rarely update their firmware or change their factory passwords. Print security — a critical aspect that is often forgotten.
If you use Windows sharing, ensure that your local network has a strong password for user accounts. Guest access to printers on public networks should be restricted. In corporate environments, it is recommended to implement a user authentication system where a document is buffered and not printed until the user enters a PIN directly at the printer.
⚠️ Caution: Printing data transfer protocols (such as legacy LPD or unencrypted IPP) may transmit document content in cleartext. In sensitive environments, use encryption or ensure your local network is physically secured from unauthorized connections.
Regularly check print logs and router settings. Disable unnecessary services, such as Telnet or FTP, if they are not used but are open on the printer or router's network interface. Updating the router and printer firmware (if possible) patches known security vulnerabilities.
Frequently Asked Questions (FAQ)
Is it possible to connect a USB printer to a router without a USB port?
Directly – no. However, you can use special devices called "Print Servers." These are small boxes with a USB port and a LAN network port (or Wi-Fi module) that connect to the router via an Ethernet cable, turning the printer into a network printer.
Why can't the computer see the printer on the local network?
Most often, the problem lies in Windows Firewall settings that block incoming connections, or because the computers are on different networks (for example, one is a guest network and the other is a primary network). Also, check that the Print Spooler and Network Discovery services are enabled.
Does remote printing work if the computer is turned off?
If you're using the Windows Shared Printer method, the host computer must be turned on. If the printer is connected directly to the router via USB or through a separate Print Server, the computers can be turned off—printing will occur directly through the router.
How to print a document from your phone to a printer without Wi-Fi?
If your printer doesn't have Wi-Fi but does have USB, you'll need an OTG cable to connect the printer directly to your phone (support is required on Android/iOS) or an intermediate computer with a remote control app installed (such as TeamViewer) to handle the print job.