Set Up Shared Network Printer - Windows 7, 8, 10
Sharing Printers on a Windows Network
The functionality of Windows regarding networked printers has significantly improved over time. However, establishing printer sharing across a network may still necessitate some configuration. This guide details the process involved.
Configuring a printer for network use generally consists of two primary stages. Initially, the printer must be connected to the network itself. There are three distinct methods for achieving this:
- Direct Network Connection. This represents the most straightforward approach to establishing a network printer. It eliminates the need for a continuously powered-on PC for printing operations.
- Printer Sharing via Windows HomeGroup. If a direct network connection isn't feasible, connecting the printer to a PC and sharing it through Windows HomeGroup is a viable alternative. This is particularly well-suited for networks predominantly composed of Windows computers.
- Printer Sharing without HomeGroup. This method is best when your network includes devices with diverse operating systems, or when you require granular control over sharing permissions.
Following the physical connection of your printer, the subsequent step involves enabling other PCs to access the network printer. The specific procedure for this step is largely determined by the initial connection method used.
It’s important to note that Microsoft discontinued the HomeGroup feature in the April 2018 update to Windows 10. While HomeGroups remain functional on Windows 7 and 8, they are inaccessible from Windows 10 machines unless traditional file sharing is also configured.
Understanding the Connection Methods
Each connection method offers unique advantages. A direct network connection provides independence from any host computer.
Utilizing HomeGroup simplifies setup within a Windows-centric environment, but requires the host PC to be active for printing.
Sharing without HomeGroup offers greater flexibility and control, but similarly depends on the host computer’s availability.
Connecting PCs to the Network Printer
Once the printer is networked, adding it to other computers is usually a simple process. Windows typically detects networked printers automatically.
If automatic detection fails, you can manually add the printer through the Windows settings. You’ll need to know the printer’s network address or name to complete the process.
Important Note: Regardless of the method chosen, ensuring that the correct printer drivers are installed on each computer is crucial for proper functionality.
Step One: Establishing Network Connectivity for Your Printer
Initially, let’s focus on connecting your printer to the network. As previously noted, there are three distinct methods available. You can directly connect the printer to the network, share it via a Homegroup through a PC, or share it from a PC without utilizing Homegroup functionality.
Direct Network Connection of Your Printer
The majority of contemporary printers incorporate built-in networking capabilities. Many are equipped with Wi-Fi, while others offer Ethernet, and a significant number support both connection types. Unfortunately, providing precise instructions is challenging, as the process varies depending on your specific printer model. If your printer features an LCD screen, network settings are typically found within the Settings or Tools menus. If a display is absent, you’ll likely need to utilize a sequence of physical button presses to configure either Wi-Fi or Ethernet connectivity.
Certain printers even include a dedicated “easy connect” button to simplify Wi-Fi setup. Should you encounter difficulties configuring a printer that connects directly to the network, consult the manufacturer’s documentation or website for detailed guidance.
Printer Sharing via Homegroup
Sharing a printer using Homegroup is a straightforward process. Ensure the printer is connected to and properly configured on one of the network’s PCs. If that PC can successfully print, you are prepared to proceed.
Begin by launching the Homegroup control panel application. Click Start, type "homegroup," and then select the corresponding result or press Enter.
The subsequent action depends on the Homegroup window’s display. If the PC with the printer is already part of a Homegroup, you’ll see a screen similar to the one shown. If printer sharing is already enabled, you can skip to step two, connecting other network PCs. Otherwise, click the "Change what you're sharing with the homegroup" link.
On the "Printers & Devices" drop-down menu, select the "Shared" option. Click Next, and then close the Homegroup options to proceed to step two.
If a Homegroup already exists on the network, but the printer-connected PC isn’t a member, the initial screen will resemble the one below. Click the "Join now" button, then click "Next" on the subsequent screen explaining Homegroups.
Configure your sharing options, ensuring "Printers and devices" is set to "Shared," and then click "Next."
Enter the Homegroup password and click "Next." If the password is unknown, access it from another PC already joined to the Homegroup via the Homegroup control panel app.
When connecting from a PC signed in with the same Microsoft account as a Homegroup member, Windows 8 and 10 will automatically authorize access without prompting for a password.
On the final screen, click "Finish" and proceed to step two to connect other network PCs to the printer.
If no Homegroup exists on your network, the Homegroup control panel window will display a screen similar to the one shown. To create a new Homegroup, click the "Create a homegroup" button.
The following screen provides information about Homegroups. Click "Next" to continue.
Select the libraries and folders you wish to share, and ensure "Printers & Devices" is set to "Shared." Click "Next" when finished.
The final screen displays the Homegroup password. Record it and click "Finish."
With the Homegroup established and the printer shared, proceed to step two to connect other network PCs.
Printer Sharing Without Homegroup
If your network includes devices running operating systems other than Windows 7, 8, or 10, or if you prefer not to use Homegroup, you can utilize Windows’ traditional sharing tools. First, verify the printer is connected to a PC and functioning correctly.
Click Start, type "devices and printers," and press Enter or select the result.
Right-click the printer you intend to share and select “Printer properties”.
The "Printer Properties" window allows configuration of various printer settings. Click the "Sharing" tab.
You will be informed that the printer will be unavailable when the computer sleeps or is shut down. Additionally, if password-protected sharing is enabled, only network users with a username and password for the computer can print. Credentials are required only once for initial connection. Alternatively, you can enable guest access, bypassing password requirements, but this also applies to shared files. Consider reviewing network sharing settings before making this decision.
Enable the "Share this printer" option and optionally provide a more descriptive name for easy identification on the network.
You can also choose whether to render print jobs on client computers. Enabling this renders documents on the printing devices, while disabling renders them on the host PC. For actively used PCs, enabling this setting is recommended to maintain system performance.
Click "OK" when finished.
Other PCs on your network should now be able to connect to the shared printer, allowing you to proceed to step two.
Step Two: Connecting Your Printer from Any PC on the Network
Having connected your printer to the network through one of the previously discussed methods, the subsequent step involves enabling connectivity from other PCs on the network. The specific procedure depends on whether you are utilizing Homegroup or not.
Connecting to a Printer Shared via a PC Using Homegroup
This is generally the most uncomplicated part of the entire process. If the printer is connected to a PC and that PC is sharing the printer within a Homegroup, simply ensure that other PCs on the network are also members of the same Homegroup. The joining process is identical to that outlined in Step One.
When PCs are part of a shared Homegroup, Windows automatically detects and connects to any printers shared from other PCs. These printers will appear automatically in your Devices and Printers window, allowing any PC within the Homegroup to print to them. This is a remarkably simple solution.
Connecting to a Printer Without Homegroup
If your printer connects directly to the network, or is shared from a PC without employing Homegroup, additional steps are required to establish a connection from other network PCs. However, the process remains relatively straightforward. Begin by clicking Start, typing "devices and printers," and then pressing Enter or selecting the corresponding result.
The Devices and Printers window displays a list of devices connected to your PC. Select the "Add a printer" link to initiate the process of adding your network printer.
Windows will scan your network for discoverable devices that are not currently installed on your PC, displaying them in the "Add a device" window. It is likely that your printer will appear on this list, whether it is directly connected to the network or shared from another PC.
If you locate the desired printer, the installation process is simplified. Click on the printer to begin. Windows will manage the installation, download necessary drivers, and prompt you to assign a name to the printer. This completes the setup.
If the printer is not listed – and you are certain it is correctly connected to the network – click the "The printer that I want isn't listed" link. The subsequent window offers several options to assist in locating it:
- My printer is a little older. Selecting this option initiates a more comprehensive network scan. While often redundant, it's a simple step to attempt.
- Select a shared printer by name. This is the optimal choice if the printer is shared from another PC. You can either type the precise network name of the computer and printer or use the "Browse" button to explore PCs with sharing enabled.
- Add a printer using a TCP/IP address or hostname. If the printer is directly connected to the network and you know its IP address, this is often the most reliable method. Most network printers provide a function to determine their IP address, often accessible through the printer's settings or by printing a configuration page.
- Add a Bluetooth, wireless, or network discoverable printer. This option scans for these types of devices, but may not identify devices already found during the initial scan.
- Add a local printer or network printer with manual settings. This option is useful for configuring a local printer or, in some cases, a network printer. Specifically, selecting a Windows Self Discovery option (labeled "WSD" followed by alphanumeric characters) can allow Windows to monitor the network for the printer.
Each of these options is designed to be user-friendly, featuring step-by-step wizards. Given the reliability of TCP/IP, we will proceed with that method as an example. Select "Add a printer using a TCP/IP address or hostname" and then click "Next."
Enter the printer's IP address into the "Hostname or IP address" field. Ensure the "Query the printer and automatically select the driver to use" checkbox is selected, then click "Next."
If the default printer name is unsuitable, enter a new name and click "Next."
Choose whether to designate the new printer as the default, print a test page to verify functionality, and then click "Finish" when complete.
Ideally, most of these steps will be unnecessary. If your network printer is correctly connected, Windows should automatically detect and install it. Furthermore, if your network primarily uses Windows devices and Homegroup is enabled for file and printer sharing, the process should largely be automated. Should issues arise, or if you have a more complex network configuration, these options provide alternative solutions.
