Printer Installation 101 – (USB and Ethernet)

by Billy J Long Guidance, PSA Articles

Article (PSA‑0020)

What to Expect

Most consumer printers ship with at least one of three connection options: USB, Ethernet, or Wi‑Fi. This guide walks you through the two most common scenarios:

  1. Printer used by a single computer (desktop or laptop).
  2. Printer shared with one or more computers on the same network.

Scenario 1 – Single‑Computer Setup

️ Connection Options

  • USB – simplest, but limits where the printer can sit (cable length is usually 3‑6 ft).
  • Ethernet – use a network cable to the router (covered in Scenario 2).
  • Wi‑Fi – covered in a later article.

Step‑by‑Step USB Installation

  1. Locate the installation CD/DVD that came with the printer or download the latest driver from the manufacturer’s support site.
  2. Run the installer **before** plugging the USB cable in. The software will prepare the driver and may ask for a reboot.
  3. When prompted, connect the printer’s USB cable to the computer. The installer should detect the printer and continue automatically.
  4. Follow any remaining on‑screen prompts (e.g., naming the printer, setting it as default).
  5. Print a test page to confirm the installation succeeded.

⚠️ Note on Sharing a USB Printer

You can share a USB‑connected printer with other Windows computers on the same network via Printer Sharing. This adds extra steps (share the printer from the “Devices & Printers” control panel and install the shared driver on each client). If you need help with that, give us a call.

Scenario 2 – Network (Ethernet) Printer

Why Use Ethernet?

  • Places the printer anywhere on the LAN, not just next to one computer.
  • Provides a stable, high‑speed connection—ideal for larger print jobs.
  • Allows multiple computers to print without additional cables.

Ethernet Installation Steps

  1. Connect one end of an Ethernet cable to the printer’s LAN port and the other end to an available port on your router or switch.
  2. Power on the printer and let it obtain an IP address (most printers will print a configuration page showing the address). Tip: Note the IP address for later use.
  3. Insert the installation CD/DVD or download the driver from the manufacturer’s website.
  4. Run the installer. When asked to choose a connection type, select **Network (Ethernet)**.
  5. The installer will scan the LAN for printers. Choose your printer from the list (identified by model and IP address). If it doesn’t appear, you can manually enter the IP address.
  6. Complete the on‑screen wizard and print a test page.

Adding the Same Printer to Additional Computers

Repeat steps 3‑6 on each additional computer. Because the printer is already on the network, the installer will detect it automatically.

Quick Troubleshooting Checklist

  • Printer not detected? Verify the cable is firmly seated, the printer shows a “ready” light, and the router’s LEDs indicate a link.
  • Wrong driver? Download the driver that matches your exact printer model and Windows version (or macOS version).
  • Print jobs stuck in queue? Restart the print spooler service (services.msc → Print Spooler → Restart) or reboot the printer.
  • Multiple computers see different printers? Ensure all PCs are on the same subnet (e.g., 192.168.1.x) and that any guest‑network isolation is disabled.
  • Wi‑Fi later? When you’re ready, we’ll cover Wi‑Fi setup in the next article.

Ready to Print?

Once the test page prints, you’re good to go. If any step didn’t work as expected, don’t worry—just give PSA Computer Services a call at (707) 506‑6802 and we’ll walk you through the process.