How to Setup a New Printer and Change the Default Printer in Windows 11

The Ultimate Windows 11 Printer Guide: Setup & Default Settings

Adding a new printer or managing which one Windows 11 uses by default can sometimes feel like a chore. Whether you’ve just unboxed a shiny new all-in-one or you simply need to switch your default from the office printer to the one at home, this guide is here to make the process simple, clear, and totally painless. We’ll walk you through everything, step-by-step, to ensure your printing experience on Windows 11 is flawless.

This guide will focus on two key areas:

1. How to Setup a New Printer in Windows 11 (for wired, wireless, and network printers).
2. How to Change the Default Printer in Windows 11 (and why Windows sometimes changes it on its own!).

Let’s dive right in and get your printing setup perfect.

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Part 1: How to Setup a New Printer in Windows 11

How to setup new printer might seem intimidating, but Windows 11 is designed to be very good at automatically detecting and installing the necessary drivers for modern printers. Most of the time, it’s just a simple plug-and-play process.

Scenario 1: USB (Wired) Printer Installation

This is the easiest method for a local printer.

1. Plug It In: Make sure your printer is powered on. Connect the USB cable from your printer to an available USB port on your Windows 11 PC.
2. Windows Does the Work: Wait a few moments. Windows 11 should immediately detect the new hardware, download and install the required drivers in the background, and notify you when the printer is ready to use.
3. Check the Status: To confirm, go to Start > Settings > Bluetooth & devices > Printers & scanners. Your new printer should appear in the list.

If Windows fails to automatically install the printer, you will need to add it manually:

1. In the Printers & scanners settings (as above), click the “Add device” button next to “Add a printer or scanner.”
2. Windows will search for available devices. If your printer appears, click “Add device.”
3. If it doesn’t appear, move on to the next section.

Scenario 2: Wireless or Network Printer Installation

Wireless printers (Wi-Fi) and shared network printers require a few more steps, but they allow you to print from anywhere in your home or office without being physically tethered.

Step A: Connecting the Printer to Your Wi-Fi Network (If applicable)

Before you can add a wireless printer to your PC, the printer itself must be connected to the same Wi-Fi network as your computer.

• Consult the Manual: This step is highly specific to your printer’s brand and model (HP, Epson, Canon, Brother, etc.). You usually have to use the printer’s built-in touchscreen display to navigate to the Setup, Network, or Wi-Fi settings, and then follow the prompts to enter your network name (SSID) and password.
• WPS Button: Some routers and printers support a simpler method using a WPS (Wi-Fi Protected Setup) button. Press the WPS button on your router, and then immediately press the WPS button on your printer. They should automatically connect.

Step B: Adding the Network Printer to Windows 11

Once the printer is on the network, add it to your PC:

1. Go to Start > Settings > Bluetooth & devices > Printers & scanners.
2. Click the “Add device” button next to “Add a printer or scanner.” Windows 11 will search your network.
3. When your printer appears, click “Add device.” Windows will install the necessary drivers.

What if Windows Still Can’t Find It? (The “My printer isn’t listed” option)

If Windows cannot find your printer automatically, you’ll need to tell it where to look.

1. Click “Add device” in the Printers & scanners settings.
2. After the initial search fails, click the “Add manually” link that appears.
3. A new window will open with several options:
   • My printer is a little older. Help me find it: Use this for older local USB or Parallel port printers.
   • Add a printer using a TCP/IP address or hostname: This is the most common option for network-only printers when auto-detection fails. You will need the printer’s IP address (often printed on a configuration page from the printer’s menu).
   • Add a Bluetooth, wireless, or network discoverable printer: This is generally the same as the auto-detection process.
   • Add a shared printer by name: Use this if the printer is connected to another computer (e.g., in a homegroup or small office network).

Expert Tip for Network Printers: If you choose the TCP/IP option, make sure the “Device type” is set to Autodetect. Enter the IP address, and let Windows try to find the driver. If it still fails, you may need to download the official driver package from the printer manufacturer’s website. Always download drivers directly from the source to avoid malware or outdated files!

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Part 2: How to Change the Default Printer in Windows 11

Now that you know how to setup new printer devices, you might have more than one listed. Windows needs to know which one to use when you click “Print” in a program like Word, Excel, or your web browser. This is your default printer.

Understanding the Default Printer Setting

Windows 11 has a setting that often confuses people: “Let Windows manage my default printer.”

• If this setting is ON (checked): Windows will automatically set the last printer you successfully used as your default printer. If you print a document on the office printer, that one becomes the default. When you get home and print to your home printer, the home printer becomes the default. It’s designed for convenience, but it can be frustrating if you like one specific printer to always be the primary choice.
• If this setting is OFF (unchecked): Windows will respect the specific default printer you set manually, and it won’t change it until you manually set a new one. This is what most users prefer.

Step-by-Step: Change the Default Printer

1. Go to Start > Settings > Bluetooth & devices > Printers & scanners.
2. Locate the setting: “Let Windows manage my default printer.”
3. Turn this setting OFF (the toggle switch should be grayed out). This is the crucial step to maintain control.
4. Once the automatic management is disabled, scroll down to the list of your printers.
5. Click on the name of the printer you want to set as your primary/default printer.
6. A new settings screen for that specific printer will open. Click the “Set as default” button.
7. A message will appear below the printer’s name saying “Default.” That’s it! This printer will now be the default choice in all your applications until you manually choose a different one.

A Note on Printer Drivers and Maintenance

Once your printer is installed, keep these quick tips in mind for long-term smooth operation:

• Update Drivers: If you start experiencing problems (like slow printing or constant error messages), check the manufacturer’s website for updated drivers. Windows Update is good, but the manufacturer often has the absolute latest version.
• Check the Queue: If a print job is stuck, you can cancel it by clicking on the printer’s name in the Printers & scanners list and selecting “Open print queue.” Right-click the document and choose “Cancel.”
• Test Page: After installation, always print a test page. You can usually find this option within the specific printer’s settings menu or by going to the Control Panel > Devices and Printers, right-clicking the printer, and selecting Printer properties > Print Test Page.

By following these instructions on how to setup new printer devices and mastering the default settings, you are now a Windows 11 printing pro! No more guessing games or frustration—just perfect prints every time.