How to Put Your Printer Online: A Comprehensive Guide

In today’s hyper-connected world, is your printer still chained to a single computer like a relic of the past? The freedom to print from any device, whether it’s your laptop in the living room, your tablet by the pool, or even your smartphone from the other side of the house, is a game-changer. Putting your printer online not only enhances convenience but also unlocks collaboration possibilities, allowing multiple users to seamlessly share the same printing resource. Sharing your printer is also much more eco-friendly than owning several, as your use of cartridges and toner goes up with each machine you add.

Many people think going wireless is enough, but connecting your printer to your network grants you unparalleled flexibility and can save you time and money. Imagine effortlessly printing documents from your phone directly to your printer, or easily sharing the printer with family members without the hassle of physical cables or software installation on each device. Network printing allows for smoother workflows, especially when managing multiple users or devices on the same network, eliminating the need for constant device switching or file transfers. Moreover, some printer functions, such as cloud printing, require that your printer is connected online.

What do I need to know to put my printer online?

How do I connect my printer to my Wi-Fi network?

Connecting your printer to your Wi-Fi network typically involves using the printer’s control panel, software provided by the manufacturer, or, in some cases, Wi-Fi Protected Setup (WPS). The specific steps vary depending on the printer model, but the general goal is to find the network settings on the printer, select your Wi-Fi network, and enter the password.

Most modern printers come with a built-in display that allows you to navigate through the menu. Look for options like “Wireless Setup Wizard,” “Network Setup,” or similar terms. This will initiate a scan for available Wi-Fi networks. Once your network appears, select it and carefully enter your Wi-Fi password using the printer’s buttons or touchscreen. Some printers have a WPS button on them. If your router also has a WPS button, you can press both within a short timeframe (usually a minute or two) to automatically connect the printer to the network without entering the password manually. If you are still having trouble, consult your printer’s manual or the manufacturer’s website for specific instructions and troubleshooting tips tailored to your model. You may also need to install the printer’s drivers and software on your computer. This software often includes a utility to help with the Wi-Fi connection process. Ensure your computer is connected to the same Wi-Fi network you are trying to connect the printer to during the setup process.

What if my printer doesn’t have Wi-Fi?

Even without built-in Wi-Fi, you can still put your printer online using a few different methods, primarily by connecting it directly to your computer and sharing it over your network, or by using a print server.

While a Wi-Fi-enabled printer simplifies network connectivity, the absence of this feature doesn’t mean your printer is relegated to being solely a local device. The most common approach involves connecting your non-Wi-Fi printer to a computer via a USB cable. Once connected, you can enable printer sharing on that computer. This allows other devices on your network to send print jobs to the connected printer through the host computer. Both Windows and macOS offer straightforward printer sharing options within their respective settings menus. Another solution is to employ a print server. A print server is a device that connects to your network and to your printer (usually via USB or Ethernet). It acts as an intermediary, allowing devices on your network to send print jobs to the printer without needing a directly connected computer to manage the process. Print servers can be either hardware devices (standalone units) or software applications installed on a computer that’s always connected to the network. Before purchasing a print server, verify compatibility with your printer model. Finally, consider USB over IP solutions, although these are generally less common for home use. These devices act as network-accessible USB hubs, allowing you to virtually connect to a USB device (like your printer) from anywhere on the network.

How do I find my printer’s IP address?

The easiest way to find your printer’s IP address is usually directly from the printer itself. Most network-capable printers have a menu option that allows you to print a network configuration page, which includes the IP address. Alternatively, you can often find it in your printer’s network settings menu on its control panel.

Many printers have a built-in display and button interface that provides access to menus. Navigate through these menus, looking for options like “Network Settings,” “Wireless Setup,” “Information,” or “Reports.” The specific wording varies between manufacturers and models, but the general idea is to find network-related information. Once you locate the relevant section, select the option to print a network configuration page or directly view the IP address on the screen. This printed page or displayed information will typically list the printer’s IP address, subnet mask, gateway, and other network details needed for configuration. If you cannot locate the IP address through the printer’s interface, you can also access it via your router’s administration panel. Log into your router using a web browser and the router’s IP address (usually found on a sticker on the router itself). Once logged in, look for a section labeled “Connected Devices,” “DHCP Client List,” or something similar. This section displays a list of all devices currently connected to your network, including your printer. Identify your printer by its name or MAC address (also usually printed on a label on the printer) and note its assigned IP address.

What security risks should I be aware of when putting my printer online?

Connecting your printer to a network or the internet introduces several security risks, including unauthorized access, data breaches, malware infections, and denial-of-service attacks. Failing to properly secure your printer can expose sensitive documents, provide a foothold for attackers to infiltrate your network, and potentially lead to financial or reputational damage.

Printers, like any other networked device, are targets for malicious actors. Many printers come with default usernames and passwords that are easily found online. If these are not changed, attackers can remotely access the printer’s settings, intercept print jobs, or even use the printer to spread malware to other devices on the network. Imagine sensitive financial reports or confidential client information being intercepted and used for nefarious purposes. Furthermore, unpatched vulnerabilities in printer firmware can be exploited by hackers. Manufacturers regularly release firmware updates to address security flaws, and it is crucial to install these updates promptly. Neglecting to do so leaves your printer and network vulnerable to known exploits. A compromised printer could be used as a launching pad for attacks against other devices on your network, potentially leading to a full-scale data breach. Regularly check the manufacturer’s website or the printer’s control panel for firmware updates. Finally, consider the physical security of your printer. If the printer is located in an accessible area, unauthorized individuals could physically tamper with it, potentially installing malicious software or accessing sensitive information stored on the device. Implementing access controls and monitoring printer activity can help mitigate this risk.

And that’s all there is to it! Hopefully, you’re now happily printing away from anywhere on your network. Thanks for following along, and feel free to pop back anytime you have another tech question – we’re always happy to help!