As on a Mac, there are two ways to add a printer in Windows. Almost always the simple one works: let Windows find the printer and set it up for you — no extra software, no account. The second way is the printer maker's own app (HP, Epson, Brother), which you only need for extras like scanning. Start with the easy way.
Before you start
- Turn the printer on and give it a moment to wake up.
- For a wireless printer, make sure it's on the same Wi-Fi network as your PC (not a separate "guest" network).
- For a wired printer, have the USB cable ready.
- This guide is written for Windows 11; Windows 10 is nearly identical.
The easy way — let Windows find it
Most current printers are picked up by Windows automatically once they're on the same network.
Open Printers & scanners
Click Start › Settings › Bluetooth & devices › Printers & scanners.
Click "Add device"
Next to Add a printer or scanner, click Add device. Give it a minute — the list can take a moment to fill in.
Pick your printer
When your printer appears in the list, click the Add device button next to it. Windows downloads what it needs and sets it up.
Check for the latest driver, then test
After it installs, open Windows Update and install any optional printer updates it offers. Then print a test page from any app.
Why this is the best first try. Windows already has drivers for most printers built in, so there's nothing to download and no sign-up. If your printer shows up here, you're done — skip the maker's app unless you need to scan.
Connecting with a USB cable
Prefer a direct connection? Plug the printer into your PC and turn it on — Windows usually detects it and installs it within a minute. If it doesn't appear, open Printers & scanners and use Add device as above. Afterward, check Windows Update for any updated driver.
If Windows can't find it: add by IP or hostname
Some office and older network printers don't announce themselves. You can still add one if you know its IP address (look on the printer's own screen, a printed network/config page, or ask whoever runs the network).
Start Add device, then "isn't listed"
In Printers & scanners › Add device, wait for the search, then click Add manually (older builds say "The printer that I want isn't listed").
Choose "Add a printer using an IP address or hostname"
Select that option and click Next.
Enter the address
Set Device type to TCP/IP Device and type the IP, e.g.
192.168.1.50. Let Windows detect the driver, or pick the matching one if asked, then finish.
Adding by IP is the one step that trips people up — especially choosing the right driver. If you're unsure, that's a fine moment to call Dr. Bob; it's quick once we know the printer.
When you want scanning & extras — the maker's app
Windows handles printing on its own. To scan, check ink levels, or update firmware, you'll usually want the manufacturer's own software. Here's where each of the big three sends you:
HP
The HP app (formerly "HP Smart") from the Microsoft Store, or HP Easy Start from 123.hp.com.
Epson
Drivers & Epson ScanSmart from epson.com/support; Epson Smart Panel on a phone for guided setup.
Brother
The iPrint&Scan app or full driver package from support.brother.com.
About those "create an account" prompts. These apps often push you to sign up for a free account. For everyday printing and scanning you can usually skip it — an account is only needed for cloud extras like printing by email or mobile fax. Don't feel obligated.
Printer won't show up? Quick checks
- Confirm the PC and printer are on the same Wi-Fi network — a guest network will hide it.
- Turn the printer fully off and on, and restart the PC if it's been a while.
- Run Windows Update — a missing printer driver often arrives there.
- If it still won't appear, add it by IP address (above), or check the printer actually joined your Wi-Fi on its own screen.
Rather not fuss with it?
Let me set it up for you
I set up printers all the time — the friendly ones Windows finds on its own, the stubborn office machines that only add by IP, and the ones that insist on an account before they'll do anything. I can often do it with you over a quick remote session, or in person.
Get in touch and we'll have you printing in a few minutes. Email Dr. Bob or call 817-994-7111.