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Printer Installation 101 – (WiFi)

by Billy J Long PSA Articles

Article (PSA-0021)
Submitted by: Billy Joe Long
Company: PSA Computer Services
Titled: Printer Installation 101 – (WiFi)
Original release date: December 10, 2022

In our last article, Printer Installation 101 – (USB and Ethernet), we discussed the basic process on how to setup a printer via USB connection and Ethernet connection. In this article we will address setting up a WiFi enabled printer on your WiFi network.

Basic preparation for installing most WiFi printers will include: knowing your WiFi network name (SSID) and having your WiFi connection password. Also, on initial configuration you will want your WiFi printer close to your WiFi router (or access point). Within four feet with clear line of sight will be fine for our purposes. In addition to having the printer installation software available for your make and model of printer, ensure your computer(s) are connected to the same WiFi network you will be connecting the printer too.

There are two common WiFi printer setups you are most likely to encounter – printers “with a touchscreen” and printers “without a touchscreen”.

1. Setting up a printer with a “touchscreen”.
If your WiFi printer has a touchscreen you will need to go into the menu system to access and configure the printers WiFi connection properties. Most of the menu systems are pretty intuitive but can vary greatly – so at this point you may need to refer to your printer user manual for specifics on where to enter your WiFi connection information. Once you are in the correct menu for configuring your printers WiFi connection settings, you will either select your network from a list offered by the printer menu or you will need to enter in the name of your WiFi network manually. If you have to enter it in, make sure it matches exactly! Next, you will be prompted to enter your WiFi connection key (password). Again, make sure you enter it exactly … passwords are case sensitive. If all went well, your printer should now be connected to your WiFi network. You can now unplug your WiFi printer and move it to any location you want, as long as it is within your WiFi network coverage range. There is still more to do before you can print to it though … but for those of you who have successfully completed this step – please skip to step 3.

2. Setting up a printer without a “touchscreen”.
If your WiFi printer does not have a touchscreen, then it will attempt to connect to your WiFi network using technology called WiFi Protected Setup or (WPS). Your WiFi router (or access point) will need to offer this technology for you to successfully connect your printer. If you are unsure whether your WiFi router offers WPS, please refer to your router user manual. Assuming your router offers WPS, the first step is to put your printer in WPS mode. This is usually accomplished by pushing a button on your printer (refer to your printer manual). Next you will need to put your router in WPS mode within two minutes by pushing the provided WPS button. Each WPS enabled printer will offer a visual queue to indicate whether it has successfully connected to your WiFi network or not. Please refer to your printer manual for specifics. Most printers will usually have a blinking light while connecting – which then turns solid once connected. If all went well, your printer should now be connected to your WiFi network. You can now unplug your WiFi printer and move it to any location you want, as long as it is within your WiFi network coverage range.

3. Finally, setting up your computer to print to your WiFi printer.
Run the installation software that came with your printer (or you downloaded from the manufacturers website) on your computer. Each installation setup can be slightly different. If asked what type of installation your are performing (USB, Ethernet or WiFi), choose WiFi. The software will use your computers WiFi network connection to look for your WiFi printer. That is why it is critical that your printer be on the same WiFi network as your computer(s). If all goes well, the installation software should present you with the option to choose your printer from a list. Once you select your printer the installation should proceed with minimal input from you. If there are multiple printers on your WiFi network, you may be asked to choose the correct printer from a list. The printer you want will usually be distinct based on the make and model. Once the installation is completed you can open up Notepad (or the text editor of your choice) type a word or two and hit print. If all went well your printer should jump to life and produce a copy of your document.

Setting up a printer can be challenging if technology is not your thing. This walkthrough is very generalized and may not be sufficient to help with all installation scenarios. If you run into a problem installing your new WiFi printer and feel you need some help, give PSA Computer Services a call at (707) 506-6802.

Printer Installation 101 – (USB and Ethernet)

by Billy J Long PSA Articles

Article (PSA-0020)
Submitted by: Billy Joe Long
Company: PSA Computer Services
Titled: Printer Installation 101 – (USB and Ethernet)
Original release date: September 12, 2022

So you got that new printer and your thinking … now what? Well don’t panic, depending on how you want to use your printer this should be pretty straight forward. Let’s take a look at the two most common printer setups.

1. You will use your printer on one and only one computer (desktop or laptop).

When you buy a consumer grade printer today it will usually provide, at a minimum, one of these three connection methods: USB, Ethernet or WiFi (or some combination of those three or all three). There are other connection methods, but we will only be addressing these three methods over the next couple of articles.

Setting up your printer directly connected to your computer using USB is the easiest setup, but comes with limitations on where you can put your printer. Typically the USB cable that comes with your printer will be 3 to 6 feet long. That’s not much length to work with, but if that works for you then simply pop the installation disk into your computer (or go online and download the drivers to your computer – the web address will be in the instructions – yes, you should review them as well!). Then run the setup program. The most common software setup routine will be to run the printer setup software BEFORE PLUGGING YOUR USB CABLE INTO THE COMPUTER. At some point in the printer software installation you will be instructed to plug the provided USB cable into the printer and your computer. The software installation will continue once the printer is detected. From there follow the on-screen instructions and once completed you should have the ability to print – congratulations!

(Note on USB printers. USB printers can be shared to other users located on the same network. This setup can produce setup issues and is therefore not covered in this walkthrough. If you would like more information on this type of setup, please give us a call.)

The setup process for a network printer will be the same whether it’s for one or many computers to access it – so we will just skip to section 2 for the ethernet network walkthrough.

2. You will use your printer on one or more computers (desktop or laptop).

Network printer installation is a little more involved. Network printers offer flexibility on where you can put your printer – especially the WiFi variety, but can require a little more work to setup. In this article I will cover ethernet installation only. WiFi installation will be more involved and we’ll take a look at that in my next article.

Setting up your printer on your ethernet network consists of first connecting your printer to an ethernet cable which is connected to your router. Now pop the installation disk into your computer (or go online and download the drivers to your computer – the web address will be in the instructions – yes, you should review them as well!). Then run the setup program. At some point in the printer software installation you will be instructed to choose a printer from a list of available network printers (unless there is only one). The software installation will continue once your new printer is selected. From there follow the on-screen instructions and once completed you should have the ability to print from this computer – congratulations! Run the exact same setup process on any other computer, on the same network, you want to have the ability to print. Congratulations again! Tune in next time as we tackle setting up a WiFi printer.