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Setup guide · For businesses only · United States

How to set up a network printer and share it with every device.

Put one printer on your office network, give it a fixed address, and add it to every Windows PC, Mac, phone and Chromebook your team uses. We use an HP LaserJet Pro MFP as the worked example.

  • Follow the five steps below to do it yourself
  • Or have our technicians set it up on-site for your team
  • Written scope and price agreed before any work starts
Time: 30–45 minutesLevel: Office manager / ITUpdated: October 2026
Start the guide ↓
Overview

How network printing works

The printer joins your network like any computer. Each device sends jobs straight to its IP address, so no single PC has to stay on.

Printer connected to the office router, with Windows PCs, Macs, phones and Chromebooks printing to it Office printer 192.168.1.50 Router / switch Address reserved Windows PCs Macs iPhone / iPad Android Chromebooks

Every device prints straight to the printer's fixed address through the office network.

Example printer used in this guide

HP LaserJet Pro MFP 4101fdw

A common small-office laser multifunction printer with Ethernet, Wi-Fi and a touchscreen control panel. Menu names differ slightly between models and firmware versions, so look for the closest match on your printer.

Checklist

Before you start

  • Printer unpacked, toner installed and powered on
  • Access to your router's admin page
  • Wi-Fi name and password, or a free Ethernet port
  • A computer on the same office network
  • Admin rights on the PCs you'll add it to
  • A list of every device that needs to print
Step 1

1Connect the printer to your network

Choose wired or wireless. For a shared office printer, a cable is almost always the better option.

Ethernet Recommended

  1. Plug a network cable from the printer's Ethernet port into your router or switch.
  2. Wait about a minute while the printer picks up an address.
  3. The network icon on the control panel shows it's connected.

Wi-Fi If no cable

  1. On the control panel, open Settings → Network → Wi-Fi.
  2. Run the Wireless Setup Wizard.
  3. Pick your office network (SSID) and enter its password.
  4. Use the main office network, not a guest network.
Avoid guest Wi-Fi. Guest networks usually isolate devices from each other, so computers won't be able to see the printer.
Step 2

2Find the printer's IP address

Print a network configuration report. It lists the IP address, hostname and which connection is active.

  1. On the control panel, open Reports (on some models, Settings → Reports).
  2. Select Network Configuration Page and print it.
  3. Note the IPv4 address (for example 192.168.1.50), the hostname and the MAC address. You'll need the MAC address in the next step.
Tip: Keep this page with the printer. It's the first thing anyone needs when something goes wrong.
Step 3

3Give the printer a fixed IP address

Most "printer offline" problems happen because the router hands the printer a new address while every device still points at the old one. Fix the address once and the problem goes away.

Best option: DHCP reservation on the router

  1. Log in to your router's admin page (often 192.168.1.1 or 192.168.0.1).
  2. Find DHCP, LAN or Address Reservation.
  3. Add a reservation for the printer's MAC address and assign the IP you want, such as 192.168.1.50.
  4. Save, then restart the printer so it picks up the reserved address.

Alternative: static IP on the printer

If you can't change router settings, set a manual IP in the printer's web page (Step 4) under Networking → IPv4 configuration. Choose an address outside the router's DHCP range so it never clashes with another device.

Step 4

4Secure and configure the printer

HP network printers have a built-in web page, the Embedded Web Server (EWS). Type the printer's IP into a browser on any computer on the network, for example https://192.168.1.50. The first time, you'll see a certificate warning because the printer uses its own self-signed certificate.

  1. Set an admin password. Under Security → General Security, create a password so staff and visitors can't change settings.
  2. Update the firmware. Under General → Firmware Updates, check for and install the latest version.
  3. Turn on driverless and mobile printing. Under Networking, make sure IPP, AirPrint, Mopria and Bonjour (mDNS) are enabled so Macs, phones and Chromebooks can find the printer without extra software.
  4. Turn off what you don't use. Disable unused protocols and features, for example Wi-Fi Direct if everyone prints over the office network.
  5. Set a clear name. A hostname like FRONT-DESK-PRINTER helps people pick the right one.
Step 5

5Add the printer to each device

Pick the device type below. Use the fixed IP address from Step 3 wherever the steps ask for an address.

  1. Open Settings → Bluetooth & devices → Printers & scanners.
  2. Click Add device. If the printer appears, select it and Windows installs it.
  3. If it doesn't appear, click Add manually → Add a printer using an IP address or hostname.
  4. Set device type to IPP Device (or TCP/IP), enter 192.168.1.50 and finish the wizard.
  5. Select the printer and click Print test page.
For scanning and advanced finishing options, install the full driver package from the manufacturer's official website.
Alternative

Sharing through a Windows PC (print server)

If the printer is only connected by USB to one computer, you can still share it, but every job goes through that PC.

  1. On the PC the printer is plugged into, open Control Panel → Devices and Printers, right-click the printer and choose Printer properties → Sharing.
  2. Tick Share this printer and give it a short share name, such as FrontDesk.
  3. On other Windows PCs, type \\PC-NAME\FrontDesk in File Explorer's address bar and double-click the printer.
Limits of this approach: the host PC must stay on and awake, Macs and phones often can't reach the share, and nobody can print while that PC restarts for updates. Use it as a stopgap and move to direct network printing (Steps 1–5) when you can.
Troubleshooting

Common problems and fixes

Problem Likely cause What to check
Printer shows "offline" after a few days IP address changed Set a DHCP reservation (Step 3), then remove and re-add the printer on each device.
Computers can't find the printer Different network or guest Wi-Fi Confirm both are on the same network. Compare against the network configuration page.
Phones don't see it AirPrint, Mopria or Bonjour disabled Enable them in the printer's web page (Step 4) and check the router isn't blocking multicast.
Jobs sit in the queue Stuck spooler or old driver Clear the queue, restart the Print Spooler service on Windows and update the driver.
Wi-Fi connection keeps dropping Weak signal Move the printer closer to the access point, or switch to Ethernet.
Can't open the printer's web page Wrong address or VPN active Use the IP from the configuration page and disconnect from any VPN while setting up.

Rather have us set it up for you?

Our technicians install and network office printers on-site: fixed IPs, every Windows PC, Mac, phone and Chromebook, plus scan-to-email. You get a written quote before any work starts.

Request a quote
FAQ

Frequently asked questions

Do I need to install a driver on every computer?

Not usually. Windows 11, macOS, iOS, Android and ChromeOS can all print to modern network printers with built-in driverless printing (IPP, AirPrint, Mopria). Install the full manufacturer driver only where you need scanning or advanced options like booklet printing.

Is Ethernet really better than Wi-Fi for a printer?

For a shared office printer, yes. A cable gives a stable connection that isn't affected by Wi-Fi interference, password changes or the printer going to sleep. Use Wi-Fi only where running a cable isn't practical.

How many devices can share one network printer?

For a small office there's no practical limit. Each device sends jobs straight to the printer, which queues them. The real limit is the printer's speed and monthly duty cycle.

Can staff print from home or another office?

Not directly. The printer is only reachable on your local network. Remote staff can print through your company VPN or a managed cloud printing service. Never expose a printer's web page directly to the internet.

Will these steps work for other printer brands?

Yes. The process is the same for Canon, Epson, Brother, Xerox and other network printers: connect, find the IP, reserve it, secure the web page, then add it to each device. Only the control panel menu names differ.

This guide is general information for business users. The Printer Setup is an independent service provider operated by AV Cloud LLC. We are not affiliated with, endorsed by or authorized by HP Inc. or any other printer manufacturer. HP, LaserJet and other product names are trademarks of their respective owners and are used here only to identify the example equipment. Always follow the manufacturer's official documentation for your model.