Adding a printer in macOS: USB and network setup.

macOS makes printer setup easier than it used to be. AirPrint discovery means most modern printers are detected automatically the first time you try to print, and the manual flow is consolidated in one place. The trickier parts are knowing what to do when the printer doesn’t show up in the auto-detected list and choosing the right driver when prompted.

This guide covers both USB-connected and network printer setup on macOS Sonoma (14), Sequoia (15), and Tahoe (16). The flow is consistent across these versions; older macOS versions are similar with slightly different menu labels.

USB printer: the standard flow

For a USB-connected printer:

1. Make sure the printer is on.
2. Connect the USB cable from the printer to your Mac.
3. macOS usually detects the printer immediately and offers to install it. If you see a notification, follow the prompts.
4. If no notification appears, open System Settings → Printers & Scanners and click the "Add Printer, Scanner, or Fax" button (or the + button on older macOS versions).
5. The dialog opens with three tabs at the top: Default, IP, and Windows. For USB, stay on Default.
6. Your printer should appear in the list. Select it.
7. Check the "Use" dropdown at the bottom. macOS usually selects the right driver automatically. If your printer model name appears, that’s correct.
8. Click "Add."

Network printer: AirPrint discovery

For a printer on your network, the process is similar:

1. Make sure the printer is connected to your network (Wi-Fi or Ethernet). If your printer isn’t on Wi-Fi yet, see our general wireless setup guide first.
2. Make sure your Mac is on the same network as the printer.
3. Open System Settings → Printers & Scanners and click "Add Printer, Scanner, or Fax."
4. Stay on the Default tab. macOS automatically discovers AirPrint-compatible printers on the network.
5. Find your printer in the list. It should appear with a kind labeled "Bonjour" or "Bonjour Multifunction."
6. Select it.
7. In the "Use" dropdown, "AirPrint" should be selected by default for compatible printers. This works for printing without any additional driver download.
8. Click "Add."

For AirPrint-compatible printers, this is everything. You can now print from any Mac app immediately.

When you want more than AirPrint provides

AirPrint handles basic printing well but doesn’t expose all of a printer’s features. If you need scanning, ink-level monitoring, advanced print settings, or specialty paper support, install the manufacturer’s driver instead of (or in addition to) using AirPrint.

Download the macOS driver from the manufacturer’s official support site:

• HP: support.hp.com
• Canon: usa.canon.com/support
• Epson: epson.com/support
• Brother: brother-usa.com/support

Search for your specific model, download the macOS driver package, and run the installer. After installation, when you add the printer in System Settings, the "Use" dropdown will offer the manufacturer-specific driver in addition to AirPrint. Choose the manufacturer driver for full features; AirPrint stays available as a fallback.

The IP tab: when AirPrint discovery doesn’t find the printer

If your network printer doesn’t appear under the Default tab, you can add it manually using its IP address:

1. Find the printer’s IP address. It’s shown on the printer’s display under network or Wi-Fi settings, or you can print a network configuration page from the printer’s menu.
2. In the Add Printer dialog, click the IP tab.
3. Enter the IP address in the Address field.
4. Set Protocol to "Line Printer Daemon - LPD" or "AirPrint" depending on what your printer supports. AirPrint is the more modern choice and works on most printers from the last decade.
5. Leave the Queue field blank.
6. The Name and Location fields auto-fill from the printer.
7. In the Use dropdown, select the appropriate driver.
8. Click "Add."

The Windows tab: connecting to printers shared from a Windows PC

If the printer is connected to a Windows computer on your network and shared through Windows printer sharing, use the Windows tab to add it. This is less common in home setups (it’s usually easier to connect the printer to the network directly) but useful in mixed environments.

The Windows tab uses SMB (Server Message Block) to discover shared printers. Browse the network, find the Windows computer, select the shared printer, and add it. You may be prompted for the Windows computer’s username and password.

Common problems

Printer doesn’t appear under Default. Most common cause: the printer and Mac are on different networks (guest network, 2.4 GHz vs 5 GHz with separate SSIDs). Confirm both are on the same network. Toggle Wi-Fi off and on on the Mac to refresh network state.

Printer appears but "Use" dropdown only shows Generic PostScript Printer or Generic PCL Printer. macOS can’t find a specific driver. Either accept the generic driver (basic printing will work) or download the manufacturer’s driver from their official site, install it, and re-add the printer.

"Software for this printer is not available." macOS Software Update doesn’t have a driver. Download from the manufacturer’s support site instead, or use AirPrint if the printer supports it.

Printer is added but jobs sit in the queue without printing. Check the print queue (click the printer in System Settings → Printers & Scanners, then "Open Print Queue"). Look for paused jobs or errors. Cancel any stuck jobs and try again.

"Hold for Authentication" error. Usually means an authentication prompt got dismissed without entering credentials. Re-send the print job and respond to the prompt when it appears.

For persistent issues that don’t resolve through these steps, contact the manufacturer of your printer through their official support channels, or consult a qualified local technician.