🖨️ How to Set Up and Troubleshoot Printers
🖨️

How to Set Up and Troubleshoot Printers

Category: Printers & Peripherals · Audience: Client & Internal · Updated: March 2026

Connect a network or USB printer, fix common printing problems, and know when to escalate to support.

How to Add a Network Printer (Windows)

Most office printers are network printers — they connect to the same network as your computer and are shared across the office.

  1. Go to Settings → Bluetooth & devices → Printers & scanners.
  2. Click Add device. Windows will search for printers on the network.
  3. Select your printer from the list and click Add device.
  4. If the printer doesn't appear, click Add manually → Add a printer using a TCP/IP address and enter the printer's IP address (check the sticker on the printer or ask your IT contact).
  5. Windows will install the driver automatically. If prompted, download the driver from the printer manufacturer's website.

How to Add a Network Printer (Mac)

  1. Go to System Settings → Printers & Scanners.
  2. Click the + button.
  3. The printer should appear in the list if it's on the same network. Select it and click Add.
  4. If it doesn't appear, click the IP tab, enter the printer's IP address, and select the appropriate driver.

How to Add a USB Printer

  1. Plug the printer's USB cable into your computer.
  2. Windows or Mac should detect it automatically and install the driver.
  3. If it doesn't appear, go to Settings → Printers & scanners → Add device and look for it.

Tip: Network printers are preferred over USB in office environments because everyone can share them. USB printers are typically only for personal use at a single desk.

How to Set a Default Printer

Windows

Go to Settings → Bluetooth & devices → Printers & scanners. Turn off "Let Windows manage my default printer". Click the printer you want as default, then click Set as default.

Mac

Go to System Settings → Printers & Scanners. Click the dropdown next to "Default printer" and select the printer.

How to Print Double-Sided

  1. When printing, click Printer Properties or More Settings.
  2. Look for Duplex printing, Two-sided, or Print on both sides.
  3. Select Long edge (standard) or Short edge (for booklet-style).
  4. Click Print.

Good to know: Not all printers support automatic duplex. If the option isn't there, the printer may only support manual duplex (you flip the paper and reinsert it).

Common Printing Problems

"The printer says it's offline"

  1. Check the printer is powered on and the display shows "Ready" (not an error).
  2. Check the network cable is plugged in (for network printers) or the USB cable (for USB printers).
  3. On your computer, go to Settings → Printers & scanners, click the printer, and click Open print queue. If it says "Offline", click Printer → Use Printer Online.
  4. If it's still offline, restart the printer and try again.

"Print jobs are stuck in the queue"

  1. Go to Settings → Printers & scanners, click the printer, and click Open print queue.
  2. Click Printer → Cancel All Documents.

  3. If jobs won't cancel, open Command Prompt as Administrator and run:

    • net stop spooler
    • del /Q %systemroot%\System32\spool\PRINTERS\*
    • net start spooler
  4. Try printing again.

"The printout is blurry, streaky, or faded"

  • Inkjet: Run the printer's built-in cleaning cycle (usually accessible from the printer's front panel menu or its software on your computer).
  • Laser: The toner cartridge may be low. Remove it, gently rock it side to side to redistribute toner, and reinsert. Replace if print quality doesn't improve.

"The printer is printing the wrong size"

Check the paper tray — make sure the correct paper size is loaded and the paper guides are snug against the paper. In the print dialog, check that the paper size matches (e.g. A4, not US Letter).

"I'm printing but nothing comes out"

Check the print queue to confirm the job was sent. If it's there but not printing, try cancelling it and printing again. If the printer has multiple trays, make sure the correct tray is selected and has paper.

How to Find the Printer's IP Address

  • From the printer: Most printers have a "Network" or "Information" option in their front panel menu that displays the IP address.
  • Print a configuration page: Most printers let you print a config/status page by holding a button on the front panel (check the printer manual).
  • From your computer: Go to Settings → Printers & scanners → select the printer → Printer properties → Ports tab. The IP address is listed next to the active port.

When to Call ATS Systems

Contact us on 07 3523 3660 if:

  • The printer shows a hardware error code on its display.
  • You need a new printer set up or added to the network.
  • Print server or shared printer permissions need to be configured.
  • The printer needs driver updates across multiple computers.
  • You're experiencing persistent network printing issues that affect multiple users.

🔒 Internal Note (Technicians)

For network printers not appearing, check the printer's IP is on the correct VLAN/subnet and that the computer can ping it. For printers behind a print server, check the server's print spooler service and shared printer permissions.

For driver issues, use the manufacturer's universal print driver (UPD) where available — HP UPD, Ricoh UPD, etc. This avoids per-model driver management.

For large deployments, use Group Policy (GPO) to deploy printers: Computer Configuration → Policies → Windows Settings → Deployed Printers. For Intune-managed devices, use Universal Print or deploy printer connections via PowerShell scripts.

Common print spooler fix on servers:

Stop-Service Spooler
Remove-Item "$env:SystemRoot\System32\spool\PRINTERS\*" -Force
Start-Service Spooler

Need help? Call 07 3523 3660 or submit a ticket at atssystems.com.au/support/ticket/