Buying individual printers for every workstation is expensive and wasteful. A properly configured network printer lets your entire office share one quality device. Here's how to set it up correctly.

What You'll Need

Before starting, gather these essentials:

  • A network-capable printer (most modern printers have this)
  • Ethernet cable or working WiFi credentials
  • Access to your router (for IP address assignment)
  • Admin rights on each computer that will use the printer

Step 1: Connect the Printer to Your Network

For Ethernet (wired) connection:

Connect the Ethernet cable from your printer to your router or network switch. This is the most reliable method, especially in offices with many users.

For WiFi connection:

Access your printer's control panel, find the wireless setup option, and connect to your office WiFi. You'll need your network name and password.

Pro tip: Print a network configuration page from your printer – it shows the assigned IP address you'll need later.

Step 2: Assign a Static IP Address

By default, your router assigns a dynamic IP that can change. For a network printer, you want a static (fixed) IP so computers can always find it.

Option A - Through the printer: Navigate to Network Settings > TCP/IP > Set to Manual. Enter an IP address outside your router's DHCP range (check your router settings to confirm this range).

Option B - Through your router: Log into your router's admin panel and create a DHCP reservation for your printer's MAC address.

Step 3: Install Drivers on Each Computer

On Windows 10/11:

  1. Open Settings > Devices > Printers & scanners
  2. Click 'Add a printer or scanner'
  3. Wait for your printer to appear, or click 'The printer that I want isn't listed'
  4. Choose 'Add a printer using a TCP/IP address'
  5. Enter the printer's IP address
  6. Windows should find and install drivers automatically

If automatic installation fails: Download the correct driver from the manufacturer's website. Match your exact printer model and Windows version.

Step 4: Test and Verify

Print a test page from each computer. Check that:

  • Print jobs complete without errors
  • Print quality is acceptable
  • The printer receives jobs from all workstations

Common Problems and Solutions

'Printer offline' on some computers: The computer can't reach the printer's IP. Check that both devices are on the same network segment. If your office has guest and main networks, ensure all devices are on the main network.

Printing is very slow: WiFi congestion might be the cause. Consider switching to a wired Ethernet connection for the printer. Also, check if someone is running large downloads or video streaming.

Print jobs disappear: The printer's queue might be corrupted. Clear the print spooler on the affected computer (search for 'Services' in Windows, find 'Print Spooler', and restart it).

Only certain users can print: Check printer permissions. Right-click the printer in Windows, go to Printer Properties > Security, and ensure the 'Everyone' group has print permission.

Security Considerations

Network printers can be security vulnerabilities. Consider these protections:

  • Change the default admin password on the printer
  • Disable remote management features you don't use
  • Keep printer firmware updated
  • Consider enabling print authentication for sensitive documents

At ilexDigital, we handle complete network printer installations for Kenyan businesses. From initial setup to security hardening, we ensure your shared printing works flawlessly. Contact us for professional setup services.