How to set up and configure a network printer for your small office using IP address printing

Summary

This guide helps you troubleshoot and resolve: How to set up and configure a network printer for your small office using IP address printing. Follow the steps below to fix the issue.

Common Causes

Setting up a network printer using its IP address is a reliable method when automatic printer discovery isn't working on your network. This approach bypasses any broadcast or discovery issues by connecting directly to the printer's IP address, making it ideal for small offices where consistent printing is essential. This guide walks you through the process on Windows 10 and Windows 11.

Before You Begin

You'll need a few pieces of information before starting the setup:

• The printer's IP address (check the printer's network settings menu or configuration page)
• The printer model number (usually printed on the front or top of the device)
• Administrative access to your Windows computer
• The printer must be powered on and connected to your network

Quick Fix Steps

1. Confirm the printer is connected to your network and powered on
2. Open Settings > Bluetooth & devices > Printers & scanners
3. Click Add device and wait for Windows to search
4. If the printer isn't found, click The printer that I want isn't listed
5. Select Add a printer using an IP address or hostname
6. Enter the printer's IP address and select the appropriate Device type
7. Click Next and follow the prompts to complete installation

Detailed Instructions

Step 1: Verify Network Connectivity

Before adding the printer, confirm your computer can communicate with it. Open Command Prompt by pressing Windows + R, typing cmd, and pressing Enter. Then type:

ping [printer IP address]

Replace [printer IP address] with the actual IP (for example, ping 192.168.1.50). If you receive replies, your computer can reach the printer. If you see "Request timed out" or "Destination host unreachable", check that both devices are on the same network.

Step 2: Open Printer Settings

Navigate to Start > Settings > Bluetooth & devices > Printers & scanners. In Windows 10, this path is Settings > Devices > Printers & scanners.

Step 3: Add the Printer Manually

1. Click Add device. Windows will begin searching for nearby printers
2. Wait for the search to complete. If your printer appears, select it and click Add device, then skip to Step 5
3. If the printer doesn't appear, click The printer that I want isn't listed
4. In the Add Printer dialog, select Add a printer using an IP address or hostname
5. Click Next

Step 4: Configure IP Address Settings

1. In the Hostname or IP address field, enter the printer's IP address
2. Under Device type, select the option that best matches your printer:
   • IPP — recommended for most modern network printers
   • IPP (SSL) — use if your printer supports encrypted printing
   • LPR — older protocol, useful for legacy printers
   • RAW — direct port printing, typically port 9100
3. If using LPR, you may need to enter a Queue name in the field that appears (often lp or left blank)
4. Click Next

Step 5: Install the Printer Driver

1. Windows will attempt to detect the printer model. If detected, confirm the selection and click Next
2. If the correct model isn't listed, click Windows Update to refresh the driver list, or select Have Disk to install from manufacturer-provided drivers
3. Choose the manufacturer (such as HP, Canon, Brother, or Epson) from the left column
4. Select the specific printer model from the right column
5. Click Next
6. Choose whether to Set as default printer (optional)
7. Click Finish to complete the installation

Step 6: Test the Printer

After installation, print a test page to confirm everything is working:

1. Go back to Settings > Bluetooth & devices > Printers & scanners
2. Click on the newly installed printer
3. Select Printer properties
4. Click Print Test Page at the bottom of the window

Troubleshooting

Printer Not Responding After Installation

• Verify the IP address is still correct by printing a new configuration page from the printer
• Check that no firewall rules are blocking printing traffic on your computer
• Try removing the printer and reinstalling using a different Device type (switch between IPP and LPR)
• Restart the Print Spooler service: press Windows + R, type services.msc, find Print Spooler, right-click and select Restart

IP Address Changes Frequently

If your printer's IP address keeps changing, it's likely set to obtain an address automatically via DHCP. For office environments, we recommend configuring a static IP address on the printer itself to ensure consistent connectivity. Refer to your printer's manual for instructions on setting a static IP, or contact your router administrator to reserve an IP address for the printer's MAC address.

Driver Installation Fails

• Download the latest driver from the printer manufacturer's website rather than relying on Windows Update
• Run the manufacturer's installer first, which often configures the IP connection automatically
• Ensure you're downloading the correct driver for your Windows version (10 or 11) and architecture (32-bit or 64-bit)

Other Computers Can't See the Printer

After setting up IP printing on one computer, other office computers will need the same configuration. Alternatively, you can share the printer from the first computer:

1. Go to Settings > Bluetooth & devices > Printers & scanners
2. Click on the printer, then select Printer properties
3. Open the Sharing tab
4. Tick Share this printer and assign a share name
5. Click OK

If you've followed these steps and are still experiencing issues, our support team is happy to help.

Still Having Issues?