Getting a printer working for one computer is straightforward. Getting it working reliably for an entire office, across Windows and Mac devices, with sensible defaults and minimal IT involvement, is a different task. Here’s how to approach it properly.
Step 1: Connect the Printer to the Network
For an office printer, a wired ethernet connection is strongly preferred over WiFi. Printers on WiFi can drop off the network, lose their IP address after a power cycle, or fail to reconnect after the access point restarts. A wired connection is stable, predictable, and eliminates an entire category of “the printer has disappeared” support calls.
Connect the printer to a switch port and power it on. The printer will typically obtain an IP address via DHCP.
Step 2: Assign a Static IP Address
This is the step most people skip, and it causes recurring problems.
If the printer gets its IP address from DHCP, that address can change. When it does, every computer that has the printer installed by IP address loses the connection. You either reinstall the printer on every machine or spend time diagnosing why printing has stopped working.
The solution is a static IP address: an address that doesn’t change. There are two ways to achieve this:
DHCP reservation: In your router or DHCP server, assign a permanent IP address to the printer based on its MAC address. The printer still requests an address via DHCP, but always receives the same one. This is the cleaner approach; it keeps IP management centralised.
Manual static IP: Configure a fixed IP address directly on the printer via its control panel or web interface. Set the IP outside your DHCP range to avoid conflicts.
Either approach works. The important thing is that the printer’s IP address doesn’t change after setup.
Step 3: Install Drivers
Download the current drivers from the manufacturer’s website rather than using the disc that came in the box or relying on Windows Update to find them. Manufacturer drivers typically include full feature support: duplex printing, tray selection, stapling, and the status monitor that shows toner levels.
For Windows, run the driver installer. When asked how to add the printer, choose “add by IP address” and enter the static address you assigned in step 2. This creates a TCP/IP port that connects directly to the printer; it’s more reliable than letting the installer discover the printer automatically.
For macOS, the printer is often detected automatically via Bonjour once it’s on the network and the driver is installed. If not, add it manually via System Settings > Printers & Scanners > Add Printer and select the IP tab.
Step 4: Set Sensible Defaults
Before deploying to staff, configure the printer’s default settings:
- Duplex (double-sided) printing on by default. Saves paper and is the sensible default for most office printing.
- Black and white on by default for printers that support colour. Colour toner is significantly more expensive; staff who need colour can select it manually.
- Default paper tray and size matching the paper loaded.
These defaults are set in the printer driver properties on Windows (Devices and Printers > right-click > Printer Properties > Advanced > Printing Defaults) or in the printer’s web interface.
Deploying to Multiple Windows Computers
For a small number of machines, adding the printer manually on each one is manageable. For larger deployments, two better options exist:
Shared printer from a server: Install the printer on a Windows Server and share it. Client machines connect to the server share (\\servername\printername) rather than directly to the printer. Drivers can be hosted on the server and pushed to clients automatically. This is the traditional approach and works well in domain environments.
Group Policy deployment: In an Active Directory environment, printers can be deployed via Group Policy, adding them automatically to all machines or specific groups of users. No manual installation required on client machines.
For small offices without a server, adding the printer directly by IP on each machine is the practical approach.
macOS in a Mixed Environment
macOS handles network printers well, but there are a few points worth noting:
- macOS uses AirPrint or IPP (Internet Printing Protocol) natively. Most modern printers support both.
- If your network uses VLANs and the printer is on a different segment from your Mac users, Bonjour discovery won’t work across the VLAN boundary without mDNS bridging. See our post on AirPrint setup for details.
- For a Macs-only environment, adding printers by IP via the IP tab in Printer & Scanners settings is the most reliable approach.
Common Problems and Fixes
“Printer offline” on Windows. Usually caused by a changed IP address or a TCP/IP port pointing to the wrong address. Check the printer’s current IP, then update the port in Devices and Printers > Printer Properties > Ports.
Printer disappears after a restart. Almost always a DHCP-assigned IP that has changed. Assign a static IP or DHCP reservation as described above.
Print jobs stuck in queue. Stop the Print Spooler service in Windows Services, delete the files in C:\Windows\System32\spool\PRINTERS, and restart the service.
Mac can’t find the printer. Check the printer is on the same network segment (or that mDNS bridging is configured), confirm the printer’s IP hasn’t changed, and try adding it manually by IP.