It's impossible to imagine a modern office or home workflow without the ability to instantly print documents. Often, you need to send a file to print while in another room or even another city. remote printing solves this problem by allowing you to control your printing device via a local network or the Internet.
To implement this function, your printer must be connected to wireless network WiFi. This eliminates the need for long USB or Ethernet cables. In this article, we'll cover in detail how to set up the equipment, the protocols used for data transfer, and how to avoid common connection errors.
It's worth noting that setup methods may vary depending on the operating system of your computer or smartphone. However, the basic principle remains the same: the printing device and the control device must be in the same information space. Below, we'll cover step-by-step procedures for various platforms.
Equipment preparation and compatibility testing
Before you begin setup, make sure your printing device supports network technologies. Most modern models HP, Canon, Epson And Brother Equipped with a built-in WiFi module. If there's an antenna or wireless logo on the case, a direct connection is possible without the need for an external print server.
The second critical element is routerThe router must be working properly and broadcasting on either the 2.4 GHz or 5 GHz bands. Some older printers don't see 5 GHz networks, so for compatibility, it's best to temporarily enable both bands or use a guest network on the 2.4 GHz band.
You'll also need a computer or mobile device to control the system. Make sure it has the latest drivers installed. Without drivers that support network printing, the operating system can see the device, but will not be able to send a job to it.
- 📶 Make sure your printer and computer are connected to the same WiFi network.
- 🔌 Check the wireless indicators on the device (usually a blinking or lit blue icon).
- 💻 Install the full software from the manufacturer's official website, not just the basic drivers.
⚠️ Note: If you are using a corporate network, access to printing ports may be blocked by your administrator. In this case, remote configuration is only possible after obtaining the appropriate access rights.
Setting up a printer on a local WiFi network
The first step is connecting the printer itself to your router. There are several ways to do this, but the most reliable is using the control panel on the device itself or a temporary USB connection for the initial WiFi setup.
Go to the device menu and find the section Network settings or WirelessSelect your network from the list and enter the password. After a successful connection, the printer will receive an IP address from the router. This address is key for further operation.
Now you need to add the device to the operating system. In Windows, go to Settings → Devices → Printers & ScannersClick "Add a printer or scanner." The system should automatically find the device on the network.
☑️ Connection check
If the automatic search does not return any results, select the "The printer I want is not listed" option. Then select "Add a printer by IP address." Enter the IP address you obtained earlier (e.g., 192.168.1.45) and select the protocol. RAW or LPR.
Remote printing from a Windows or macOS computer
Once the drivers are successfully installed, printing becomes a standard procedure. Open the document you want to print, click Ctrl + P (or Cmd + P (on Mac). Select your network device from the list of available printers.
For macOS, the process is even more automated thanks to technology AirPrintIf your printer supports this protocol, Apple computers will find it without installing additional drivers. Just make sure your Mac and printer are on the same network.
Windows uses the protocol SMB Or a standard TCP/IP port for transferring jobs. It's important that remote access isn't blocked in the shared folder or printer settings. Check that "Printer Sharing" is enabled in the device properties.
What to do if Windows doesn't see the printer?
Make sure the Print Spooler service is running in Windows Services. Also, check the network type: it should be "Private" and not "Public," as Windows blocks device discovery on public networks.
Advanced users can print via the command line. This is especially useful for automation scripts.
net use LPT1 \\PRINTER_IP_ADDRESS\SHARE_NAME
copy file.txt LPT1
This method allows you to send documents to print even from older programs that do not support network paths directly.
Printing from Android and iPhone (iOS) smartphones
Mobile printing is one of the most sought-after features. For Apple device owners, the technology AirPrint It's built into the system. Open a photo or document, tap the "Share" button, and select "Print." Your iPhone will automatically find the printer on your WiFi network.
Android users are less fortunate with native integration, but Google offers a service Google Cloud Print (although its support is gradually being phased out in favor of Mopria) or an app Mopria Print ServiceInstall the app from Google Play, and it will scan the network for compatible devices.
Printer manufacturers also release their own applications, which often work even better than the system ones. For example, HP Smart, Epson iPrint or Canon PRINT Inkjet/SELPHYThese apps allow you to not only print but also scan documents directly to the cloud.
- 📱 Make sure your smartphone is connected to the same WiFi network as the printer (not to your 4G/5G mobile internet).
- 🔒 To print from outside your home network (via the Internet), you will need to set up the manufacturer's cloud services.
- 🔄 Update your printing app to the latest version to avoid compatibility issues.
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Using Cloud Services and Google Cloud Print Alternatives
Since classic Google Cloud Print is no longer supported, manufacturers have switched to their own cloud platforms. This allows printing from anywhere with an internet connection, not just from a local network.
Services like HP ePrint, Epson Connect or Canon PRINT Assign a unique email address to your printer. To print a document, simply send the file as an attachment to this address. An internet-connected printer will automatically pick up the email and print the attachment.
An alternative is third-party services such as PrinterShareThis app creates a virtual printer on your computer, which can be accessed through a web interface or mobile app by logging into your account.
⚠️ Please note: When using cloud printing, your documents are transferred through third-party servers. It is not recommended to send confidential data or documents containing personal information this way.
Setting up cloud access requires registering an account with the manufacturer and linking the device via serial number. The process takes approximately 10-15 minutes and requires a stable connection.
Connection problems and solutions
Even with proper setup, problems can still occur. The most common issue is a change in the printer's IP address. The router may assign a new address during a reboot, causing the computer to lose connection with the device.
To avoid this, you need to reserve a static IP address in your router settings. Find the section DHCP Server or LAN Setup, find your printer by MAC address and assign a permanent IP to it.
Another common issue is sleep mode. Printers often enter deep sleep to save power and stop responding to network requests. In the device settings (via the web interface using the IP address), increase the sleep timeout or disable power saving.
| Problem | Possible cause | Solution |
|---|---|---|
| Printer not found | Different WiFi subnets | Check that the devices are on the same network (2.4 GHz) |
| Driver error | OS incompatibility | Download the driver from the manufacturer's website |
| Printing is slow | Weak WiFi signal | Move the router closer or use a repeater |
| The task in the queue is not running | The print service is frozen | Restart the Print Spooler service |
It's also worth checking your computer's firewall. Sometimes it blocks incoming connections from the printer, considering them suspicious. Add an exception for the printer's IP address in the security settings.
Network Printing Security
Connecting a printer to a network exposes potential vulnerabilities. By default, many devices have default administrator passwords (e.g., admin/admin). First, change the password for accessing the printer's web interface.
Disable unnecessary protocols such as Telnet or FTP, if you don't use them. Leave only the ports necessary for printing (usually port 9100). This will reduce the risk of hacking your device.
Update your printer firmware regularly. Manufacturers release updates that patch security holes. You can check for updates through the device menu or using specialized software on your computer.
If you use a printer in your office, set up a PIN for printing confidential documents. The document will be sent to the printer's memory but will only print after the code is entered on the control panel, preventing the papers from falling into the wrong hands.
Frequently Asked Questions (FAQ)
Is it possible to print via WiFi if the router is not connected to the internet?
Yes, you can. Internet access is not required for printing within a local network (from a computer to a printer). The main requirement is that the router is working and connecting the devices. However, cloud printing features will not work.
Why does the printer print gibberish or blank sheets?
Most likely, the wrong driver or data format is selected. Make sure the correct page description language (PCL or PostScript) is selected in the printer properties. Also, try resetting the print queue.
How to find out the IP address of a printer?
On most devices, the IP address can be found by printing a network configuration report. This is usually done using a combination of buttons on the control panel or through the menu. Report -> ConfigurationThe address is also displayed in the list of connected clients in the router.
Does my old printer support WiFi?
If there's no antenna or WiFi logo on the printer's case, it likely doesn't have a built-in module. However, you can purchase an external WiFi adapter (USB) that plugs into the printer's USB port and turns it into a network device.
Is it safe to leave a printer on an open WiFi network?
No, it's risky. Attackers can intercept data or use the printer for attacks. Be sure to use WPA2/WPA3 encryption on your router and change the factory passwords in the printer's admin panel.