How to print on an Apple computer
To print from your Mac, you connect a printer to your computer (either by USB cable or over Wi-Fi), add it to your system, and then use the print dialog in any process. The process takes a few minutes the first time, and after that you straightforward open a document, press Command+P, choose your printer, and click Print. Most modern printers work with macOS without needing to install extra software, though some manufacturers provide driver updates that add features.
The exact steps depend on whether your printer connects by cable or wirelessly, and whether your Mac recognizes it automatically. We'll walk through both setups, plus how to fix the most common problems that stop people from printing.
Key Takeaways
- USB-connected printers usually work when ready after you plug them in; wireless printers require you to connect them to your Wi-Fi network first.
- You add a printer to your Mac in System Settings under Printers & Scanners, where you can also set a default printer.
- To print from any process, press Command+P to open the print dialog, select your printer, and click Print.
- If your printer doesn't appear in Printers & Scanners, restart both the printer and your Mac, then try adding it again.
- Some printers need a driver read from the manufacturer's website, but most modern printers work with macOS built-in support.
Connecting a USB printer to your Mac
A USB printer is the simplest setup. Plug the printer's USB cable into any available USB port on your Mac (or into a USB hub if your Mac has limited ports). Turn on the printer. In most cases, macOS detects it within a few seconds and adds it automatically to your available printers.
To confirm the printer was added, open System Settings (the gear icon in your Dock, or click the Apple menu and select System Settings). Click Printers & Scanners in the sidebar. You should see your printer listed on the right. If it appears, you're ready to print. If it doesn't appear after 30 seconds, restart the printer, wait 10 seconds, and check again.
Adding a wireless printer to your Mac
Wireless printers connect over your home or office Wi-Fi network. Before you add it to your Mac, make sure the printer is turned on and connected to the same Wi-Fi network your Mac uses. Check your printer's display panel or manual to confirm it has connected to Wi-Fi (most show a Wi-Fi icon or symbol).
Open System Settings and click Printers & Scanners. Click the plus (+) button at the bottom left. A window opens showing available printers on your network. Find your printer in the list, click it once to select it, and then click Add. Your Mac will add it to the printer list. If your printer doesn't appear in the list, see the troubleshooting section below.
Printing a document from your Mac
Once your printer is added, printing is the same from any process. Open the document, image, or web page you want to print. Press Command+P (hold the Command key and press P). The print dialog opens.
At the top, you'll see a dropdown menu that says "Printer:" followed by a name. Click that dropdown to choose which printer to use if you have more than one. Below that, you can set the number of copies, which pages to print, and paper size. Most settings default to sensible choices (print all pages, one copy, standard paper size). When you're ready, click Print.
The document goes to the printer's queue and prints. If nothing comes out after a minute, check that the printer is turned on, has paper, and isn't showing an error message on its display panel.
Installing printer drivers and software
Most modern printers work with macOS without any extra software. However, some manufacturers—particularly for older printers or specialized models—provide driver downloads that add features like scanning, copying, or custom print settings.
To check if your printer needs a driver, visit the manufacturer's website (Canon, HP, Epson, Brother, Xerox, and others all have support pages). Search for your printer model number, look for "drivers" or "software," and read the macOS version. Follow the installer's instructions. After installation, restart your Mac. The new features usually appear in the print dialog or as a separate process in your Applications folder.
If you're unsure whether your printer needs a driver, try printing first. If it works and you don't need the extra features, you don't need to install anything.
Setting a default printer
If you have multiple printers, you can set one as your default so it's already selected when you open the print dialog. Open System Settings, click Printers & Scanners, and look for a dropdown menu labeled "Default printer:" near the top right. Click it and choose the printer you want to use most often.
You can still change printers for individual print jobs by using the Printer dropdown in the print dialog. The default setting just saves you a click when you're printing to your usual printer.
Troubleshooting when your printer won't print
If your printer appears in Printers & Scanners but nothing prints, start with the basics: make sure the printer is turned on, has paper loaded, and isn't showing an error light or message on its display panel. Check that the printer is connected to power and (for wireless printers) still connected to Wi-Fi.
Next, restart the printer by turning it off, waiting 10 seconds, and turning it back on. Then try printing again. If that doesn't work, restart your Mac. After your Mac restarts, try printing once more.
If the printer still doesn't print, open System Settings, go to Printers & Scanners, select your printer, and click the minus (−) button to remove it. Then add it again using the plus (+) button. This resets the connection and often fixes stuck print jobs.
When your printer doesn't appear in Printers & Scanners
For USB printers: unplug the cable, wait 10 seconds, and plug it back in. Open System Settings and check Printers & Scanners again. If it still doesn't appear, try a different USB port on your Mac. Some ports have more power or better compatibility than others.
For wireless printers: confirm the printer is on and connected to Wi-Fi by checking its display panel. Make sure your Mac is on the same Wi-Fi network (click the Wi-Fi icon in the menu bar to check). If both devices are on the same network and the printer still doesn't appear, restart the printer and your Mac, then try adding it again.
If you've installed a driver from the manufacturer, restart your Mac after installation. Sometimes the driver adds the printer automatically after restart, or it provides a separate utility to add the printer manually.
Frequently Asked Questions
Can I print from my iPhone or iPad to a Mac printer?
Yes, if your printer supports AirPrint (most modern printers do). On your iPhone or iPad, open the document or photo, tap Share or the action menu, scroll down and tap Print, then select your printer. Your iOS device must be on the same Wi-Fi network as the printer. You don't need your Mac to be on or involved in the printing process.
Why does my printer keep going offline?
Wireless printers drop offline when they lose Wi-Fi connection or go to sleep. Check that your printer is still connected to Wi-Fi by looking at its display panel. If it shows disconnected, restart the printer and reconnect it to Wi-Fi. You can also check your printer's settings to disable sleep mode, which keeps it available longer.
How do I print double-sided?
Open the print dialog (Command+P), and look for a dropdown that says "Layout" or "Two-Sided." Click it and select "Long-Edge Binding" or "Short-Edge Binding" depending on how you want the pages oriented. Not all printers support automatic double-sided printing; if you don't see this option, your printer prints one side at a time and you'll need to flip the paper manually.
What if I need to print to a printer at work or school?
If the printer is on your organization's network, connect your Mac to that network, then add the printer in System Settings the same way you would at home. If the printer requires a password or special setup, ask your IT department or network administrator for instructions. Some organizations use print management software that requires a separate login or app.
Can I print wirelessly if I don't have Wi-Fi?
Some newer printers support Bluetooth, which allows printing without Wi-Fi. Check your printer's manual to see if it has Bluetooth capability. If it does, pair it with your Mac in System Settings under Bluetooth, then add it as a printer in Printers & Scanners. Bluetooth printing has a shorter range than Wi-Fi (typically 30 feet or less) and is slower, but it works without a network.