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How to Install a Network Printer (Shared or Direct IP)

Network printers offer incredible convenience, allowing multiple computers in a home or office to share a single printing device without physical connections to each PC. Whether your printer is connected directly to your network via Ethernet, or it’s a shared printer connected to another computer, getting it properly installed on your system can sometimes be a bit more involved than a simple USB setup.

This guide will walk you through the essential steps to connect and install a network printer, covering both shared printers and those with a direct IP address. We aim to help you bring your networked printing capabilities online with ease.

Important Disclaimer: This guide provides independent, informational content for printer setup and troubleshooting. We are not affiliated with, endorsed by, or sponsored by HP, Epson, Canon, Brother, Microsoft, Apple, or any other printer manufacturer or software company. We do not provide driver downloads, remote technical support, or repair services. Our aim is to offer reliable information to assist you in troubleshooting your printer issues.

Understanding Network Printers

There are two primary ways a printer can be “networked”:

  • Shared Printer: The printer is physically connected to one computer (the “host” computer) via USB, and that host computer “shares” it over the network, allowing other computers to print through it. The host computer must typically be on for others to print.
  • Direct Network Printer (IP Printer): The printer itself has network capabilities (Ethernet port or Wi-Fi) and connects directly to your router or network. It gets its own IP address on the network, and computers print directly to it without needing a host computer to be on.

Before You Begin: Network Printer Checklist

  • Printer is Powered On: Ensure the printer is plugged in and turned on.
  • Network Connectivity:
    • For Direct Network Printers: Ensure the printer is physically connected to your router/network via an Ethernet cable or is already connected to your Wi-Fi network. Many wireless printers can also act as direct network printers.
    • For Shared Printers: Ensure the host computer the printer is connected to is turned on, connected to the network, and the printer is shared (see Section 1 for details).
  • Gather Information (for Direct IP Printers): If you’re connecting a direct IP printer, try to find its IP address. You can often do this from the printer’s display menu (look for Network/Wireless settings, TCP/IP, or Print Network Configuration Page).
  • Get the Latest Drivers: Download the most current full software and driver package from your printer manufacturer’s official website for your specific model and operating system (e.g., HP OfficeJet 3830, Epson EcoTank ET-2800). Always use official sources.

Section 1: Installing a Shared Network Printer

This method is for printers connected via USB to another computer on the same network that is set to “share” that printer.

Ensure Printer is Shared on Host PC:

  1. On the host computer (the one the printer is physically connected to), go to Start Menu > Settings > Bluetooth & devices > Printers & scanners.
  2. Click on the shared printer, then select “Printer properties.”
  3. Go to the “Sharing” tab.
  4. Check the box for “Share this printer” and give it a memorable share name (e.g., OfficePrinter). Click OK.
  5. Ensure Network Discovery is turned on for the network profile (Private network recommended) on the host PC. You can typically check this via Settings > Network & internet > Advanced network settings > More network adapter options > then access Network and Sharing Center and Advanced sharing settings.

Add Printer to Your Computer:

  1. On your computer, go to Start Menu > Settings > Bluetooth & devices > Printers & scanners.
  2. Click “Add device” next to “Add a printer or scanner.”
  3. Windows will search. If it finds the shared printer, select it and follow prompts.
  4. If not found: Click “The printer that I want isn’t listed.”
  5. Select “Select a shared printer by name” and type the network path: \\[HostComputerName]\[ShareName] (e.g., \\OFFICEPC\OfficePrinter). You can find the HostComputerName by right-clicking This PC > Properties.
  6. Click “Next” and Windows will try to connect and install the necessary drivers. You may be prompted to browse for drivers if Windows doesn’t have them. In this case, use the drivers downloaded from the manufacturer’s website.
  7. Complete Installation: Follow any remaining on-screen prompts.
  8. Print a Test Page: Once installed, print a test page to confirm functionality.

Section 2: Installing a Direct Network Printer (IP Printer)

This method applies to printers connected directly to your network via Ethernet or Wi-Fi (that are not shared by another computer).

Install Software from Manufacturer’s Website (Recommended):

  1. Most direct network printers come with installation software. Download the full software package from your printer manufacturer’s official support website (as outlined in the “Before You Begin” section).
  2. Run the installer (right-click > “Run as administrator”).
  3. When prompted for connection type, select “Wireless,” “Ethernet,” “Network,” or similar. The installer will then typically search for the printer on your network automatically.
  4. If the installer finds your printer, select it and proceed.

Manual Installation (If Software Doesn’t Find It or No Software is Available):

  1. Go to Start Menu > Settings > Bluetooth & devices > Printers & scanners.
  2. Click “Add device.”
  3. If not found: Click “The printer that I want isn’t listed.”
  4. Select “Add a printer using a TCP/IP address or hostname” and click “Next.”
  5. Device type: Keep it on “TCP/IP Device.”
  6. Hostname or IP address: Enter the printer’s IP address (e.g., 192.168.1.150).
  7. Port name: This will usually auto-populate based on the IP address.
  8. “Query the printer and automatically select the driver to use”: Check this box.
  9. Click “Next.” Windows will try to detect the printer and find a driver.
  10. If Windows finds a driver: Proceed with the on-screen prompts.
  11. If Windows doesn’t find a driver: You’ll be asked to “Install the printer driver.” Select “Have Disk…” and browse to the location of the drivers you downloaded from the manufacturer’s website (the .inf file in the extracted driver folder). Select the correct driver for your model.
  12. Complete Installation: Follow any remaining on-screen prompts, name your printer, and set it as default if desired.
  13. Print a Test Page: Go to Settings > Bluetooth & devices > Printers & scanners. Select your newly installed network printer, click “Manage,” and “Print a test page.”

Important: This is an independent guide for general information. For specific model details, official software, or technical support, please refer to the manufacturer’s official website.

Common Network Printer Installation Issues & Troubleshooting

  • Printer Not Found on Network: Ensure both your computer and the printer are on the same Wi-Fi network (if wireless). Restart your router, printer, and computer. Temporarily disable any VPNs on your computer during setup. For shared printers, verify the host PC is on and sharing is enabled. For direct IP printers, ensure you have the correct IP address.
  • Driver Installation Problems: If you downloaded drivers, ensure they are for your exact printer model and operating system version (32-bit or 64-bit). Run installers as administrator.
  • Firewall Blocking: Your computer’s firewall might be blocking communication. Temporarily disable it during setup (and re-enable immediately after) or add exceptions for the printer.

Conclusion

Installing a network printer, whether shared or direct IP, allows for flexible and efficient printing across multiple devices. By systematically following these steps and ensuring your network setup is correct, you can successfully add your printer to your system. Happy printing!