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Getting Started with a New Printer: From Box to First Perfect Print (Windows & macOS)

Getting Started with a New Printer: From Box to First Perfect Print (Windows & macOS)

Getting started with a new printer at home
Printer Getting Started — Box to First Print

New printer, fresh start. This guide takes you from unboxing to a crisp first page with the fewest possible headaches. We keep everything brand-neutral and safe, follow the order that prevents common mistakes, and show both Windows and macOS paths. You’ll pick the right connection (USB, Wi-Fi, or Ethernet), join the printer to the network properly, add it cleanly on your computer using modern protocols, run meaningful test pages, set A4 defaults in the right places, enable two-sided printing, and lock in reliability so it keeps working next week.

The main secrets are simple: use 2.4 GHz Wi-Fi for the printer, reserve its IP so it doesn’t change, and prefer IPP/AirPrint (or TCP/9100) over older discovery ports that go unstable. If anything goes wrong, there’s a clear recovery path—no scary tools, no guesswork. Keep the printer within a couple of metres of your router during first use; once it’s stable, you can move it back.

Part 1 — Unboxing & placement (2 minutes)

  • Remove all blue/orange transport tapes and internal packing. Check the cartridge area too.
  • Place the printer where air can flow around the vents. Avoid wobbling shelves and direct sunlight.
  • For Wi-Fi, plan to keep it within 2–3 metres of the router during first connection.

Part 2 — Power on & initial steps

  • Load 10–15 sheets of fresh A4. Adjust the guides so paper isn’t bowed or rattling.
  • Plug in and power on. Let the printer complete any first-time prep or head charging before printing.

Part 3 — Choose your connection path

PathWhen to chooseWhy it’s good
USBQuick proof the printer worksBypasses Wi-Fi; great for first test pages
Wi-Fi (2.4 GHz)Normal home use, cable-freeConvenient; works with phones too
EthernetPrinter sits near routerMost reliable network option

Part 4 — Join Wi-Fi the right way

Most printers support at least one of these, often two or more. Start with the first that applies:

Option A — Official install app (phone or computer)

  1. Connect your phone/laptop to the home 2.4 GHz Wi-Fi (not guest; no VPN).
  2. Open the maker’s official install tool. Choose Add printer and follow prompts.
  3. When asked, pick your Wi-Fi and enter the password carefully. The app passes details to the printer.
  4. Wait for a steady Wi-Fi light. Don’t wander out of range during this step.

Option B — Printer panel (manual join)

  1. On the printer’s screen, open Network/Wireless → Wi-Fi → Join.
  2. Select your SSID (the network name), type the password, confirm.
  3. Look for a tick/steady icon to confirm the join.

Option C — WPS push-button (only if both sides support it)

  1. Press the router’s WPS button; a light blinks.
  2. Within two minutes press the printer’s WPS button or choose WPS in its menu. Wait for success.
If Wi-Fi refuses: do a quick USB link first, then use the vendor tool to convert USB → wireless. It passes Wi-Fi details reliably.

Part 5 — Add the printer on Windows

  1. Open Settings → Bluetooth & devices → Printers & scanners → Add device.
  2. If Windows lists multiple entries, prefer the one marked Web Services/IPP/AirPrint. Test print.
  3. If nothing appears, click Add manually → Add a printer using its TCP/IP address → enter the printer’s IP (find it in the printer’s network details).
  4. When asked, choose IPP (preferred) or TCP/9100. Finish, set as default, print a test page.
  5. If status shows Offline on TCP, open Printer properties → Ports → Configure Port and untick SNMP Status Enabled.

Part 6 — Add the printer on macOS

  1. Open System Settings → Printers & Scanners → Add Printer.
  2. Pick the discovered entry labelled AirPrint. Print a test note from TextEdit.
  3. If it doesn’t appear, select the IP tab → enter the IP address → Protocol: IPP → Add.

Part 7 — Set proper defaults (A4, duplex, colour)

Windows

  • Printer preferences: set Paper size = A4, choose 2-sided if the printer supports duplex, pick Colour or B&W as default.
  • Apps can override: check page setup in Word/Browser for A4 and duplex as needed.

macOS

  • In the print dialogue, click Presets → Save Current Settings as Preset (A4 + duplex + quality). Tick Only this printer for consistency.

Part 8 — First meaningful test pages

  • Windows test page: checks driver/port path.
  • Plain text doc: confirms margins and A4 sizing.
  • Two-sided test: confirms duplex alignment.

Part 9 — Keep it reliable

  • Reserve the IP: in your router’s DHCP page, bind the printer’s MAC to its IP.
  • Stay on 2.4 GHz: it’s the least fussy band for printers.
  • One clean entry: remove duplicate “Copy 1/2” printers from OS list.

Troubleshooting quick wins

  • Can’t see the printer: same SSID, no VPN, move closer, add by IP (IPP).
  • “Offline” loops: switch to IPP/TCP and disable SNMP status on TCP; reserve IP.
  • Prints once, then disappears (macOS): remove and re-add as AirPrint; if still odd, reset printing system and add cleanly.
  • Weak Wi-Fi: relocate printer/router, avoid cupboards/metal shelves, keep on 2.4 GHz.

FAQs

What’s the best connection choice for home printers?

For most homes, Wi-Fi on 2.4 GHz is best: no cable, good reach, and phones can print too. If your printer sits next to the router, Ethernet is even more stable. Always add the printer using IPP/AirPrint (or TCP/9100) rather than older discovery ports. On Windows, if TCP shows “Offline”, untick SNMP Status Enabled. A fixed IP + IPP/TCP + 2.4 GHz Wi-Fi = long-term stability.

Why insist on 2.4 GHz when my laptop prefers 5 GHz?

Printers need reach and stability more than speed. 2.4 GHz penetrates walls better and many printers don’t support 5 GHz at all. During first connection, keep your phone/computer on 2.4 GHz too; it avoids discovery issues. After setup, your laptop can hop back to 5 GHz.

Do I need the manufacturer driver or just IPP/AirPrint?

Start with IPP/AirPrint. It’s built into macOS and modern Windows, requires no extra software, and is very reliable. Vendor apps can add extras (maintenance tools, presets), but keep the printer added as IPP/TCP so stability remains.

My printer works via USB but not Wi-Fi — what now?

USB success proves the printer works. Wi-Fi is about discovery and IP. Place printer 2–3 metres from router, join 2.4 GHz, then reserve its IP. On Windows, remove old entry and add by IP (IPP or TCP/9100); on macOS, add by IP using IPP/AirPrint. If Windows shows “Offline” on TCP, untick SNMP Status Enabled. With a fixed IP and IPP/TCP, Wi-Fi becomes as reliable as USB.

My first print has smudges or wrong colours. Normal?

Some models need a few pages after unboxing to align. Print 2–3 plain pages, then run the built-in alignment/cleaning routine. Use fresh A4 paper, snug guides, and store paper dry. If colours still look odd, check app settings (not greyscale/draft). Usually settles quickly.

Nex Solutions provides brand-neutral education only. No remote access, repairs or warranty services.