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A network printer or shared printer in a network is a printer that connects to a computer network and can be accessed from many different computers. It will be useful in case you have more than one computer at home or business but do not want to equip a separate printer for each computer. There are several ways to set up a network printer, depending on the printer’s capabilities and the type of computer connected to the network.
Steps
Install a standalone printer
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Connect the printer to the network. This process is not uniform across printers. The most modern printers can connect to the network via Wi-Fi. Some machines can be connected via an Ethernet cable. However, for that to happen, they must be located close enough to the router.
- If the printer can connect via Wi-Fi, you can generally connect to the network using the built-in menu screen. Refer to the printer’s documentation or search for the model online for exact instructions.
- Make sure that the Wi-Fi printer is located close to the router so that the received signal is strong enough.
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Connect the printer (Windows). Now, once the printer is on the network, you can use the Windows “Add a Printer” support utility to automatically install the necessary software on your computer. Go to the next step if you’re using OS X. [1] X Research Source
- Click on the Start menu and select Contrp Panel. Windows 8 users can press ⊞ Win and type “contrp panel”.
- Select “Devices and Printers” or “View devices and printers”.
- Click Add a printer at the top of the window.
- Select “Add a network, wireless or Bluetooth printer”.
- Select the network printer from the list and click Next .
- Install necessary drivers when required. Windows will find and install the correct driver for most printers.
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Connect the printer (Mac OS X). Note that when connecting a network printer on OS X, the printer must support AirPrint or Bonjour. Check the printer’s technical documentation to make sure it meets these requirements. However, if the printer doesn’t support it, you can still connect via the IP address (See troubleshooting steps at the end of this section). [2] X Research Source
- Click the Apple menu and select “System Preferences”.
- Click the “Print & Scan” option.
- Click and hold the “+” button at the bottom of the list of printers.
- Select the printer you want to add from the menu that appears. If it is not listed here, refer to the troubleshooting steps at the end of this section.
- Click the Download & Install button when prompted. OS X includes the necessary software for many printers and also provides downloads for those that are not prebuilt. Click this button to allow OS X to download the necessary drivers from Apple.
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Send the print job to the network printer. Once you’ve added the printer to your operating system, you can send print jobs to it the same way you would with a printer connected directly to your computer. Simply select the printer from the “Print” window of any program.
- Make sure the printer is turned on and that you are on the same network.
Resovle problem
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I cannot find the printer in the list of available network printers. Some printers require the computer to have printer software installed before it can be connected to it over the network. If you don’t see the printer you want to connect, try installing the included software or download the necessary software from the manufacturer’s support site.
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My printer only worked for a little while then disappeared from the network. It could be due to a problem with the Bonjour setup on the printer. Refer to the instructions on how to connect the printer via IP address.
Printer Sharing on Windows
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Use a HomeGroup to share printers between Windows 7 and 8 computers on your local network. If your home network only has Windows 7 and 8 computers, a HomeGroup is the easiest way to share the printer with other computers on the network. Check out our detailed guide on this, or read on if HomeGroup doesn’t apply to your situation.
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Install the printer on the Windows computer that you plan to share the printer from. This computer must be on to be able to print. Therefore, you should install the printer on the computer that is opened most often.
- Most printers will install automatically when you connect the USB cable to your computer. Read more to learn how to install a USB printer if it doesn’t install automatically.
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Enable printer sharing on Windows. You will have to enable sharing so that other computers on the network can connect to the newly installed printer.
- Open the Contrp Panel and select “Network and Sharing Center” or “Network and Internet”.
- Click the “Change advanced sharing settings” link.
- Expand “Private” network settings. These are the settings for the Home network.
- Select the “Turn on file and printer sharing” option. Click Save changes .
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Share the installed printer. Printer sharing is now enabled, and you can select the printer to share.
- Open the Control Panel.
- Select “Devices and Printers” or “View devices and printers”.
- Right click on the printer you intend to share and select “Printer properties”. Don’t select “Properties”.
- Click the Sharing tab, check the “Share this printer” box, and click Apply .
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Connect to a shared printer (Windows). If you’re trying to connect your Mac to a shared printer, skip to the next step.
- Make sure that you have turned on and signed in to the computer that shares the printer.
- Open the Contrp Panel on the computer connected to the shared printer.
- Select “Devices and Printers” or “View devices and printers”.
- Click Add a printer at the top of the window.
- Select “Add a network, wireless or Bluetooth printer”.
- Select the network printer from the list and click Next .
- Install necessary drivers when required. Windows will find and install the correct driver for most printers.
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Connect to a shared printer (Mac). If you’re using a Mac, you can connect to a shared printer from a Windows-based computer.
- Make sure that both computers are in the same workgroup.
- Try to load the Mac driver for the printer before starting. Check the manufacturer’s support page to determine if there is an OS X driver for the printer you are trying to connect. If so, download them. If you can’t find anything, don’t worry.
- Click on the Apple menu and select “System Preferences”.
- Click on the “Print & Scan” option.
- Click the “+” button to add a new printer.
- Select the “Windows” tab.
- Select your workgroup, the name of the computer that shares the printer, and the printer you want to add.
- Click the “Use” menu and select “Other…” if the OS X driver is loaded. Next, select the driver you downloaded. In case the driver cannot be found, click “Select Printer Software…” and look in the list of compatible software. If no suitable software can be found, select “Generic PostScript Printer”.
- Set all configuration options. After the driver loads, you can set up any configuration options the printer allows.
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Send a print job to the shared printer. Once you have the printer installed on your operating system (Windows or Mac), you can send print jobs to it the same way you would with a printer connected directly to a computer. Just select that printer in the Print dialog box in any program.
- If the printer does not appear, make sure it is turned on and that you are also on and signed in to the computer to which it is connected.
Resovle problem
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My printer works but then disappears again. It could be a problem with Windows print sharing settings. If you encounter this problem often, try connecting the printer via the IP address.
Mac Printer Sharing
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Install the printer on the Mac to share. The computer must be open to be able to print. Therefore, you should install the printer on the computer that is opened most often.
- Note that connecting a Mac to a shared printer from a Windows computer is easier than doing the opposite. If you have both types of computers, you should consider installing the printer on a Windows computer and using the method described above.
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Turn on printer sharing on the Mac you have the printer installed on. In order for another Mac to connect to the printer, you must enable this sharing mode. [3] X Research Sources
- Click the Apple menu and select “System Preferences”.
- Select the “Sharing” option.
- Check the “Printer Sharing” box.
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Printer sharing. With Printer Sharing enabled, you can select the printer you want to share. From the “Sharing” window, check the box next to the printer you want to share. If you have more than one printer, select all the printers that you want to be able to use from the other computers.
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Change access permissions (optional). After sharing the printer, you can choose who is allowed to access it. By default, anyone on your network can send a print job to this printer. If you want, you can limit access based on username.
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Connect to a shared printer (Mac). Now that the printer is shared, you can connect to it from other Macs. If you’re connecting a Windows computer to a shared printer, skip to the next step.
- Go to the Apple menu and select “System Preferences”.
- Tap the “Print & Scan” option.
- Hold down the “+” button at the bottom of the printer list.
- Select the printer you want to add from the menu that appears.
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Connect to a shared printer (Windows). If you’re trying to connect a Windows computer to a shared printer from a Mac, on a Windows computer you’ll have to download some special software from Apple.
- Download Bonjour Print Services software. You can download it directly from Apple here. [4] X Research Sources
- Run the setup program to install the Bonjour software.
- Run the “Bonjour Printer Wizard” (Bonjour Printer Support Utility). It will appear after you finish the installation.
- Select the printer you want to connect. For the printer to appear, the Mac and the Windows computer must be on the same network.
- Install printer software when required. You may be asked to select the software for the new printer. If the printer you want is not listed, you will have to download the correct driver from the manufacturer’s support site.
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Send a print job to the shared printer. Once you have the printer installed on your operating system (Windows or Mac), you can send print jobs to it the same way you would with a printer connected directly to a computer. Just select it in the Print dialog box in any program.
- If the printer doesn’t appear, make sure it’s turned on and that you’ve turned it on and signed in to the computer it’s connected to.
Resovle problem
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I have Bonjour installed, but my Windows computer cannot connect to the Mac printer. It may be because the firewall has blocked the required port. Open the firewall (it could be Windows Firewall – Windows Firewall or your antivirus firewall setup) and open UDP port 5353.
Set up network printer via IP address
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Understand when you will have to resort to this method. Often older devices will not coordinate well with the new network printer connection settings. Connecting via the printer’s IP address is most compatible, but it also means you won’t be able to access any of the printer’s extra features. Some typical cases include:
- If you are trying to network an old printer, the operating system may not support the automatic add function for this printer.
- If the printer is connected to a Print Server, you will have to connect to this device instead of the printer.
- If you’re using an older version of Windows or OS X, such as XP or Snow Leopard, you may not be able to add new printers automatically.
- If you’re connecting to a school printer, you’ll most likely have to use an IP address.
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Connect the printer to your network. You can plug it directly into a network switch with an Ethernet cable, connect to a networked print server, or use the printer’s built-in wireless adapter.
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Get the printer’s IP address. There are a few ways to do that.
- If the printer has a display, you’ll probably see its IP address on the Settings or Networking menu.
- Most printers show the IP address on the configuration page. You can print this page from the Settings menu.
- If you’re using an older printer, you may need to visit your router to determine its IP address.
- If you’re connecting to a print server, you’ll need the device’s IP address. If you’re connecting to a printer at school, the IT department should be able to provide you with an IP address.
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Connect to the printer (Windows). If you’re using a Mac, skip to the next step. [5] X Research Sources
- Open the Contrp Panel and select “Devices and Printers” or “View devices and printers”.
- Click Add a printer and select “Add a local printer”.
- Select “Create a new port” and then “Standard TCP/IP Port” from the menu. Click Next .
- Enter the printer’s IP address in the “Hostname or IP address” field. Click Next .
- Select your printer make and model. If not listed, click Windows Update to check online or Have Disk if you already have the printer’s software.
- When asked to use existing drivers or replace them, choose to use the currently installed driver.
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Connect to the printer (Mac OS X). [6] X Research Sources
- Click the Apple menu and select “System Preferences”.
- Tap the “Print & Scan” option.
- Press the “+” button at the bottom of the printer list.
- Click the “IP” tab at the top of the Add Printer window.
- Enter the printer’s IP address in the “Address” field.
- Select the correct Protocol. Many machines use the “Line Printer Daemon” by default. However, check with your network administrator if you are unsure.
- Click Add . Follow the instructions to download or install the software from the disc when prompted.
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Send a print job to the printer. Once you’ve added the printer to the operating system, you can select it from any of the Print dialog boxes.
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A network printer or shared printer in a network is a printer that connects to a computer network and can be accessed from many different computers. It will be useful in case you have more than one computer at home or business but do not want to equip a separate printer for each computer. There are several ways to set up a network printer, depending on the printer’s capabilities and the type of computer connected to the network.
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