Printer Setup

How to Set Up a Printer: A Step-by-Step Guide

Last reviewed · General guidance — steps vary by model and operating system

Setting up a printer is really three jobs: preparing the hardware, connecting it (by USB cable or to your network), and adding it to each computer, phone or tablet that will print. Doing them in that order avoids most first-day problems.

This guide covers the steps that apply to almost every home and small-office printer. Your printer’s quick-start sheet or manual is the authority on model-specific details such as which tape to remove or which cartridge goes where, so keep it to hand.

When this guide applies

  • You have just bought a new inkjet or laser printer and want to get it working.
  • You are setting up a second-hand printer, or one that has been factory reset.
  • You moved and need to set your printer up again from the beginning.
  • You want to install a printer and are not sure which steps come first.

Possible causes

Packing materials left inside
Tape, foam or cardboard inside the printer is one of the most common reasons a brand-new printer reports a jam or carriage error.
Consumables not installed correctly
Protective tape left on cartridges, or cartridges not clicked fully into place, stops printing before it starts.
Initial setup skipped
Many printers expect you to choose a language, region and date on first power-on and to run an alignment before they will print normally.
Connection set up in the wrong order
Adding the printer to a computer before it is on the network, or plugging in USB before the setup software asks for it, can create confusing results.
Software from an unofficial source
Lookalike “printer setup” websites can supply the wrong software or ask for payment or remote access that a genuine setup never needs.

Safety first

  • Keep the printer unplugged while you remove packing materials from inside it.
  • Laser printers have a fuser that gets very hot during use. On a new printer it is cold, but avoid touching internal parts marked with heat warnings once it has been switched on.
  • Keep ink and toner away from children and pets, and avoid shaking or opening toner cartridges beyond what the instructions describe.

1. Unbox the printer and remove packing materials

  1. Choose a good spot

    Place the printer on a flat, stable surface with room to open its covers and paper trays. For a wireless printer, a spot within reasonable range of your router avoids weak-signal problems later. Leave space around any vents.

  2. Remove all external tape and film

    Manufacturers usually use brightly coloured tape (often blue or orange) to hold covers and trays shut during shipping. Remove all of it, along with protective film on screens and panels.

  3. Open every cover and tray

    Open the main cover, cartridge access door, paper trays and any rear access panel, and remove foam, cardboard inserts and tape inside. Your quick-start sheet normally shows where these are. Do not force any part that does not move freely.

2. Power on and complete the first-time settings

  1. Connect the power cable only

    Plug in the power cable but do not connect a USB cable yet, unless your printer’s instructions tell you to. Many setup programs ask you to connect USB at a specific moment.

  2. Turn the printer on

    Use the printer’s own power button. The first start-up can take a few minutes while the printer initialises.

  3. Choose language, country or region, date and time

    Follow the prompts on the control panel. The region setting can matter: some printers only accept cartridges intended for the region they were set up for. If you are unsure, choose the country where you bought the printer.

3. Load paper and install ink or toner

  1. Load plain paper

    Fan a short stack of plain paper, slide the paper guides out, insert the paper with the edges square, and slide the guides in until they just touch the stack. Do not overfill the tray beyond its maximum mark.

  2. Install ink cartridges or fill ink tanks

    Remove each cartridge from its packaging, pull off any protective tape or cap as instructed, and insert it in the slot that matches its colour until it clicks. For ink-tank (refillable) printers, fill each tank with the matching bottle, following the manual carefully to avoid spills.

  3. Install toner (laser printers)

    Remove the toner cartridge from its bag, remove any sealing tape or tabs the instructions mention, gently rock it if the manual says to, and slide it into place. Avoid touching the drum surface (often green or blue).

  4. Wait for ink priming to finish

    Inkjet printers usually spend several minutes priming the ink system after the first cartridges are installed. Let it finish without turning the printer off. Starter cartridges supplied in the box may be partly used up by this process.

4. Print an alignment or test page

  1. Run the alignment if prompted

    Many inkjet printers print an alignment page during setup and may ask you to scan it on the glass or choose the best pattern. Follow the on-screen instructions.

  2. Print the printer’s own test or status page

    Look for a Print Quality Report, Test Page or Configuration Report in the printer’s menu (names vary by model). If this prints cleanly, the printer hardware is ready and any later problem is likely to be the connection or software.

5. Choose and set up a connection

Decide how the printer will talk to your devices. You can usually use more than one method.

  1. Wi-Fi (most common for home use)

    Lets every device on your home network print. See how to connect a printer to Wi-Fi.

  2. USB or Ethernet

    A USB cable connects one computer directly; Ethernet connects the printer to your router by cable. Our guide on how to connect a printer to a computer compares the options.

  3. Install software only from official sources

    If your printer needs a driver, app or utility, get it from the manufacturer’s official website or your device’s official app store (Microsoft Store, Mac App Store, Google Play or Apple App Store). Many printers also work with the drivers built into Windows, macOS and ChromeOS.

  4. Be careful with “setup page” addresses

    Some quick-start sheets point you to a short web address for setup. Type the address exactly as printed in your printer’s own documentation rather than searching for it. Search results can include lookalike sites that are not run by the manufacturer. Genuine printer setup does not require you to pay a fee, call a number shown in a pop-up, or give a stranger remote access to your computer.

6. Add the printer to your computer and print a test page

  1. Add the printer in your operating system

    Once the printer is on your network or connected by USB, add it in Windows, macOS or ChromeOS. Step-by-step instructions are in how to add a printer to a computer. If you are using a laptop, also see how to connect a printer to a laptop.

  2. Print a test page from the computer

    Print a short document, or use the Print test page option in your printer settings. If it prints, setup is complete.

  3. Register and check for firmware updates (optional)

    Registering with the manufacturer can make warranty claims easier. Firmware updates, if offered, should come from the printer’s own update menu or the manufacturer’s official app or website.

If it still isn’t working

The printer reports a jam or carriage error straight away. Turn it off, unplug it and check again for packing tape or foam inside, especially around the cartridge carriage. See how to clear a paper jam.

The test page prints but the computer cannot find the printer. The hardware is fine; work through wireless printer connection problems or check your USB cable.

Pages come out blank or streaky. Check that all protective tape was removed from cartridges, then see printer printing blank pages.

Frequently asked questions

Do I need to install software to use a new printer?

Not always. Many printers work with the drivers built into Windows, macOS and ChromeOS, or with AirPrint and Mopria on phones. Some features, such as scanning or ink-level monitoring, may need the manufacturer’s app or software. If you need it, download it only from the manufacturer’s official website or an official app store.

Should I connect the USB cable before installing the software?

Follow your printer’s instructions. Many setup programs ask you to connect the USB cable only when prompted. If you already plugged it in, it usually still works, but unplugging and reconnecting when the software asks can help.

Why does a new printer use so much ink during setup?

Inkjet printers fill their internal ink lines and printhead the first time cartridges are installed. This priming uses some ink and is normal. Starter cartridges supplied in the box may also hold less ink than standard replacements.

Is it safe to use a website that offers printer setup help?

Use only the address printed in your printer’s documentation or the manufacturer’s official website. Be cautious of sites that ask for payment, a phone call to an unknown number or remote access to your computer; genuine printer setup does not require these.