How to install a Network Printer

You just finished writing a last paragraph, all you need to do is click on "print". Suddenly you find that you are reaching into an empty printer output tray. How is that possible? The printer is definitely not broken and everything has been done correctly, but it may be that it is not yet integrated into the network. In this guide we would like to explain connection options and provide information on how to set up a network printer.

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Connecting Printer and Network

Checklist

1. Connect the printer to the router by using an Ethernet cable (LAN cable)

2. Connect the printer to the switch via USB cable

3. Connect the printer to a WLAN router

Note: Check for operating system compatibility before purchasing a printer!

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In order for a printer to be a network printer, it must be connected to a network, of cause. There are various options for setting up a network printer, which differ according to the printer model and its purchase price range. Most low priced printer models have a USB port for connection to one PC or Laptop. In this case an adapter can be used for a network connection via an Internet port. Some routers provide "switches", which make it possible to convert a printer signal it receives by USB within the network. Most mid-range priced printers provide an IP port.

Similar to a network-connected PC, a printer can be connected to a router via an Ethernet cable. Every computer in the network can access the printer via the router. If it is logistically not possible to connect a router by cable or if you use very high quality printers, a WLAN connection can be an alternativ. The network printer uses a signal to establish a connection with the router. This method is particularly useful at workplaces where many computers or laptops need to be connected to the same printer.

Network Printer Installation - After connecting to a router

When the printer is connected to a router, it must first be checked whether the computer can locate the printer within the network. it should be tried to locate the printer from the PC with administrator access setup. This can be done by opening the system control panal on the PC. With a standard Windows operating system you can search for a new network device via LAN or WLAN under "hardware and sound" and "add device". If the printer shows up and is available, a connection should no longer be a problem. Under "device properties" the new network printer can be set up for the entire network. Note: If the printer is used in an office, you should give it a suitable name to avoid missunderstandings, for example name the printer according to the department that uses it.

If the printer can't be located via the above discribed connection, it may be because it has its own IP address. In the above mentioned case, the printer uses the IP address of the network, but if it has its own IP adress both addresses would have to be merged together to make the set up operational. If you know printer's IP address, it is no problem to ad it via an IP address search. If you don't know the printer's IP address, you should have the test page printed when you switch on the printer. This works without being connected to the network and on the test page you will find information about the printer such as the printer's IP address. When the IP adress is not provided on the test page you can try printing a "test report" via the printer menu.

Operating System Compatibility

Before buying a printer, it is important to to make sure that it is compatible with the currently used operating system. If the printer is only suitable for a Microsoft system, an Apple computer cannot access it printer and vice versa.

A note for Apple users: If you have a printer that is compatible with an Apple operating system, it will provide AirPrint. AirPrint can be used to set up a network printer via WLAN. Devices can then access the printer via the iOS app, provided all the devices have access to the same network.