A network printer is one that's plugged into the network (not directly to your laptop). To use it, your laptop needs to know about it. Sometimes that's automatic, sometimes not.

1. Find the printer's name or IP

Walk to the printer. Most have a small status screen showing either a friendly name (like FlorencePrinter-3rdFloor) or a static IP address (like 192.168.1.50).

If the screen only shows status, look for a "Network Setup" or "Info" button — most printers have a way to print a status page.

2. Add by name (easier)

Windows Settings → Bluetooth & devices → Printers & scanners → Add device. Wait — Windows auto-discovers most network printers on the same subnet.

If the printer doesn't appear, click The printer I want isn't listed at the bottom.

3. Add by IP

In the Add Printer dialog: choose Add a printer using a TCP/IP address or hostname:

  1. Enter the printer's IP
  2. Windows attempts to auto-detect the driver
  3. If it can't, you'll be asked which driver to use — pick the closest match for your printer model

For HP printers, HP Universal Printer Driver PCL6 works for most models. For Brother, the Brother Universal Driver.

4. Manufacturer's setup utility

Some printers ship with their own setup software. Worth running once — it configures everything in one go, including scanning if the printer supports it:

5. macOS

System Settings → Printers & Scanners → + to add. macOS auto-discovers most Bonjour-published printers. If yours doesn't show:

  • Click the IP tab in the Add dialog
  • Enter the IP
  • Choose HP JetDirect — Socket or Line Printer Daemon — LPD protocol depending on the printer

6. VPN considerations

If you're connected to VPN, you may not see office printers — VPNs sometimes route only certain traffic through office network. Either:

  • Disconnect VPN to print
  • Ask IT to add the printer subnet to split-tunnel rules

7. Permission errors

"Printer access denied" usually means the print server requires authentication. Sign in to the print server with your Windows credentials when prompted, and tick "Remember me".

8. Print and confirm

After adding, print a Windows test page: right-click the printer → Printer properties → Print Test Page. If that works, you're good.

When to ticket

Raise a ticket if:

  • You can't find the printer name or IP
  • Windows can't find a driver and you don't know which one to pick
  • The printer needs special permission you don't have
  • It's a shared printer behind a print server you can't reach

Include the printer asset tag, the printer model, and what you've tried.