Printer Installation 101 – (WiFi)

by Billy J Long Guidance, PSA Articles

Article (PSA‑0021)

What You’ll Need Before You Start

  • Wi‑Fi network name (SSID) and password.
  • Printer’s user manual (or a quick look at the online PDF).
  • Computer(s) that are already on the SAME Wi‑Fi network.
  • The printer should be within about 4 ft of the router for the initial setup (clear line‑of‑sight is best).

Two Ways to Connect a Wi‑Fi Printer

1️⃣ Printers with a Touchscreen

  1. Power the printer and open its **menu**.
  2. Navigate to **Network** → **Wi‑Fi Setup** (the exact wording varies by brand – see the manual).
  3. Select your Wi‑Fi network from the displayed list **or** choose “Manual Entry” and type the SSID exactly as it appears.
  4. Enter the Wi‑Fi password – remember passwords are case‑sensitive.
  5. Confirm and wait for the printer to show a solid “connected” light.
  6. Once connected, you can move the printer anywhere within your Wi‑Fi coverage area.

2️⃣ Printers without a Touchscreen (WPS Method)

  1. Locate the **WPS button** on the printer (often labeled “WPS” or shown as a wireless‑plus‑arrow icon). Press it – the printer will now be in “WPS pairing” mode.
  2. Within 2 minutes, press the **WPS button** on your router or access point. (If you’re not sure where it is, check the router’s quick‑start guide.)
  3. The printer will blink while it searches; a solid light means it’s successfully connected.
  4. Like the touchscreen method, you can now relocate the printer within the Wi‑Fi range.

3️⃣ Adding the Printer to Your Computer

  1. Insert the installation CD that came with the printer **or** download the latest driver/software from the manufacturer’s website.
  2. Run the installer. When prompted for the connection type, choose **Wi‑Fi**.
  3. The setup program will scan the network and list any printers it finds. Select your printer (usually identified by make + model).
  4. Follow any remaining on‑screen prompts – most will finish automatically.
  5. Test the setup: open Notepad (or any text editor), type a line of text, and click **Print**. The printer should produce a page.

Quick‑Troubleshooting Tips

  • Can’t see the printer? Ensure both the computer and printer are on the **same** SSID (not a guest network).
  • Printer won’t connect? Double‑check that the Wi‑Fi password was entered correctly and that the router isn’t set to “AP Isolation” (which blocks devices from communicating).
  • Signal is weak? Move the printer a bit closer to the router or add a Wi‑Fi extender.
  • Still stuck? Restart the printer, the router, and the computer – then repeat the steps.

When to Call for Help

If you run into any of the above issues—or if the instructions don’t match your specific printer model—give PSA Computer Services a call at (707) 506‑6802. We’ll walk you through the process or handle the setup for you.