A printer and scanner setup takes about ten minutes: connect the device, install the correct driver, and add it in the OS Printers & Scanners settings.
The moment a new all-in-one printer arrives, the question is the same — get it printing and scanning without trial-and-error. The fix is the same on Windows, Mac, and ChromeOS: a physical or wireless link, a driver, and one settings panel. Whether the printer is a USB model or a Wi-Fi one, the method below walks through the whole job from unboxing to the first scan.
Setting Up A Printer And Scanner In Windows 11
Windows 11 handles most modern printers and scanners through a single menu. The scanner part usually appears automatically once the printer driver is in place, but you may need to click one extra button.
Step 1: Connect And Power On The Device
For a USB printer, plug the cable into any available USB port and turn the printer on. For a wireless model, the printer must be on the same Wi-Fi network as the PC — check the printer’s own network menu to confirm it shows the same SSID your computer uses. A mismatch here is the single most common reason a printer never appears in the list.
Step 2: Open The Printers & Scanners Panel
Go to Start > Settings > Bluetooth & devices > Printers & scanners. This is the control center for every connected print and scan device on your system.
Step 3: Add The Device
Click Add device next to Add printer or scanner. Windows searches the local network and USB ports. When the correct device appears in the list, select it and click Add device. If nothing shows up, choose Add a new device manually and follow the on-screen prompts to enter the printer’s IP address or model name.
Step 4: Verify The Scanner Is Recognized
Once the device is added, click it in the Printers & scanners list and look for a Scanner settings entry. If that option is present, the scanner driver is active. If not, open the Microsoft Store and install the free Windows Scan app — it often triggers the missing driver download automatically. The the app shows a preview of the scanner glass.
Setting Up A Printer And Scanner On Mac (Ventura And Later)
macOS groups printer and scanner management inside System Settings, though the scanner function requires a separate add step on many models. This applies to macOS Ventura (13), Sonoma (14), and Sequoia (15).
Step 1: Connect The Hardware
Use a USB cable or make sure both the Mac and the printer are on the same Wi-Fi network.
Step 2: Go To Printers & Scanners
Open the Apple menu > System Settings > Printers & Scanners. If the device hasn’t been added yet, click the Add Printer, Scanner, or Fax button on the right side of the window.
Step 3: Select And Add
Choose the printer or scanner from the list. Click Add. macOS downloads the driver automatically for most major brands. If it stalls, grab the official driver from the manufacturer’s website — for example, search “Brother MFC-L2820DW driver” directly from the support page rather than a third-party download site.
Step 4: Scan A Document
Select the printer in the list, then click Open Scanner. Pick the format (JPEG or PDF), resolution, and save location, then click Scan. The a preview window fills with the scanned page.
| Connection Type | Windows 11 Steps | Mac (Sonoma/Sequoia) Steps |
|---|---|---|
| USB | Plug in → Settings → Add device → Wait for detection | Plug in → System Settings → Add Printer, Scanner, or Fax → Select and Add |
| Wi-Fi | Same network → Settings → Add device → Select from list | Same network → System Settings → Add → Choose from wireless list |
| Bluetooth | Pair in Bluetooth settings → Settings → Add device → Find and add | Not standard for most printers; use Wi-Fi or USB |
| Manual IP | Settings → Add new device manually → Enter IP address | Settings → Add Other → Enter IP address |
| Driver Download | Windows Update auto-downloads; use manufacturer site if stalled | macOS auto-installs; manual download from manufacturer site if needed |
| Scanner Setup | Open Windows Scan app; check Scanner settings in Printers list | Select device → Open Scanner → Choose format and resolution |
| Success Cue | Scanner settings option appears; scan preview loads | Preview window fills with scanned image |
Every brand has its own software, but the core OS step is the same. For readers who want a budget-friendly all-in-one that skips the hassle, the best cheap printer and scanner picks are tested for quick setup and reliable scanning.
Common Printer And Scanner Setup Problems And Fixes
The most frequent setup roadblocks all trace back to a handful of causes. Here is how to fix each one in under a minute.
Printer Not Found During Wireless Setup
This is almost always a network mismatch. The printer must be on the exact same Wi-Fi network as the computer — check the printer’s control panel under Network or Wireless Settings. Guest networks, 5 GHz bands, and routers with device isolation enabled can all block discovery. Move the printer to the 2.4 GHz band if possible, or connect temporarily via USB to run the setup wizard.
Scanner Does Not Show Up After Printer Is Installed
Not every printer is an all-in-one model. If the printer name lacks “Scan” or “All-in-One,” confirm the model includes a scanner. For models that do scan, the driver may be missing — download the manufacturer’s full software suite (HP Smart, Canon IJ Scan Utility, Brother iPrint&Scan) rather than relying on the basic OS driver. On macOS, the scanner must be added as a separate device via the Add Printer, Scanner, or Fax button even when the printer is already in the list.
Scan Produces A Blank Page Or Skewed Image
Paper orientation matters. For a flatbed scanner, place the document face-down with the top edge toward the front of the machine. For the automatic document feeder (ADF), place pages face-up with the top edge entering first. A blank scan almost always means the wrong side was facing the glass.
| Problem | Likely Cause | Fix |
|---|---|---|
| Printer hidden in Windows list | Wrong network or driver missing | Use manual add by IP; install full driver suite |
| Scanner not found on Mac | Not added as separate device | Click Add Printer, Scanner, or Fax; select scanner |
| Driver install keeps asking to restart | HP Smart/Easy Start conflict | Close HP Easy Start; download driver directly from HP Support |
| USB connection fails on Mac | Power insufficient from single USB-C port | Connect adapter to power supply; use manufacturer cable |
| Scan is blank | Document facing wrong way | Face-down on glass (top toward front); face-up in feeder |
Driver Installation And Software Options
Modern operating systems handle basic drivers through automatic updates — Windows Update and macOS Software Update both deliver working drivers for most major brands. The manufacturer’s software (HP Smart, Canon My Image Garden, Brother iPrint&Scan) adds features like OCR, multi-page PDF scanning, and cloud upload. If the OS driver works but the device-specific scanning software does not, uninstall all copies of the manufacturer software and reinstall the latest version from the official support page. Administrator rights are required for every driver installation.
FAQs
Can I set up a scanner without a printer?
Yes. Standalone scanners connect via USB or Wi-Fi and are added the same way an all-in-one printer is. In Windows, go to Printers & scanners and click Add device. On Mac, use Printers & Scanners in System Settings and click the Add button — the scanner appears as a separate device.
Why does my Mac not see my scanner after I added the printer?
The scanner function often needs to be added as a separate device in System Settings, even though the printer is already listed. Click the Add Printer, Scanner, or Fax button, and select the scanner entry from the list. iOS and macOS also require the latest scanner software from the manufacturer.
Do I need an internet connection to set up a USB printer?
No. A USB-connected printer works without internet as long as the driver is already on your system or included on a CD. If your computer lacks the driver, you will need an internet connection to download it from the manufacturer’s site — after that, offline printing and scanning work normally.
Can a regular printer scan documents?
Only all-in-one printers can scan. Standard printers (print-only models) lack the scanner hardware. Check the product name or manual — if it includes “All-in-One,” “Multifunction,” or “MFC” in the model number, it scans. Devices labeled simply “Printer” or “Photo Printer” do not.
How do I scan to a PDF on Windows?
Open the Windows Scan app, select your scanner, choose PDF from the output format dropdown, and click Scan. The file saves to the selected folder. For multi-page scans, enable the “Save as PDF with multiple pages” option before starting the job.
References & Sources
- Microsoft. “Add or Install a Printer in Windows.” Official Windows 11 printer setup instructions.
- Apple. “Set Up a Scanner to Use With Mac.” Current macOS scanner setup guidelines for Ventura, Sonoma, and Sequoia.
- HP. “How to Connect a Printer to a Computer.” Universal HP device setup covering USB and wireless connections.
Mo Maruf
I created WellFizz to bridge the gap between vague wellness advice and actionable solutions. My mission is simple: to decode the research and give you practical tools you can actually use.
Beyond the data, I am a passionate traveler. I believe that stepping away from the screen to explore new environments is essential for mental clarity and physical vitality.