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How to Set Up a Network Printer in the Office (HP, Dell, Brother, Epson)

Posted
Updated
ByKartik Periasamy


📄 Hardware & Devices
🕑 6 min read
Cybergate IT Team
Office network printer HP Brother Epson setup
A properly set up network printer with a static IP is reliable, fast and accessible to all office PCs.

Setting up a network printer correctly – with a static IP address and the right driver – prevents the most common printing problems in office environments. This guide covers setting up printers from HP, Brother, Epson and Canon on a Windows office network via Ethernet (recommended) or WiFi.

Applicable Printer Models

This guide applies to network-capable laser and inkjet printers including: HP LaserJet Pro M404, M428, M479 series, HP Color LaserJet Pro M454, M479, Brother HL, MFC and DCP series, Epson WorkForce Pro series, Canon imageCLASS and PIXMA office series.

Step 1: Connect the Printer to the Network

1

Ethernet Connection (Recommended)

Locate the RJ-45 Ethernet port on the back or side of the printer. Connect an Ethernet cable from the printer to your office network switch (or directly to the router). Power on the printer.

Most network printers will automatically obtain an IP address from the DHCP server within 30 to 60 seconds of connecting. Check the printer display panel for the IP address (usually under Network Settings or Wireless Settings).

2

WiFi Connection (Alternative)

If Ethernet is not possible, use WiFi setup via the printer control panel:

HP Printers: On the control panel, go to Wireless > Wireless Setup Wizard. Select your WiFi network name and enter the password.

Brother Printers: Press Menu > Network > WLAN > Setup Wizard. Select your network and enter the password.

Epson Printers: On the panel, hold the WiFi button until the light flashes. Press the WPS button on your router within 2 minutes (if router supports WPS). Alternatively, go to Settings > Wi-Fi Setup > Wi-Fi Setup Wizard.

Step 2: Find the Printer IP Address

3

Print a Network Configuration Page

All network printers can print a configuration page showing their current IP address:

  • HP: Press and hold the WPS button for 3 seconds, or go to Control Panel > Reports > Network Configuration Page
  • Brother: Press Menu > Print Reports > Network Configuration > OK
  • Epson: Hold the Home button > Setup > Network Status > Wired LAN Status or Wi-Fi Status > Print Status Sheet
  • Canon: Press Settings > Device Settings > System Management > Print System Information

The printed page shows the IP address, subnet mask, gateway, MAC address and other network details.

Step 3: Assign a Static IP to the Printer

Set Static IP Before Adding Printer to PCs

If you add the printer to all PCs using its current DHCP IP and the printer later gets a different IP, all PCs will lose connection to the printer. Set a static IP first to avoid this.

4

Configure Static IP via Printer Web Interface

Open a browser on a PC and go to http://[printer-IP-address] (the IP found in step 3). The printer’s built-in web server will open (called Embedded Web Server on HP, or Brother Web Based Management).

Navigate to:

  • HP: Networking > IPv4 Configuration > change from Automatic to Manual. Enter the static IP, subnet mask (255.255.255.0), and default gateway (your router IP)
  • Brother: Network > Wired or Wireless > TCP/IP > BOOT Method: Static. Enter the IP address, subnet mask and gateway
  • Epson: Network Settings > TCP/IP Settings > Manual. Enter IP address, subnet mask and default gateway

Choose a static IP outside the DHCP range to avoid conflicts. For example, if your router’s DHCP range is 192.168.1.100 to 192.168.1.200, set the printer to 192.168.1.50.

Save and restart the printer.

Step 4: Add the Printer on Windows

5

Add via Settings

On the Windows PC, go to Settings > Bluetooth & devices > Printers & scanners. Click Add a printer or scanner.

Wait for the printer to appear in the list. If it appears, click it and click Add device. Windows will install a basic driver automatically.

If the printer does not appear automatically, click The printer that I want isn’t listed. Select Add a printer using a TCP/IP address or hostname. Enter the static IP address of the printer. Windows will detect the printer model and install a driver.

Step 5: Install the Manufacturer Driver

6

Download Full Driver Package

The driver Windows installs automatically is often a basic driver that lacks features like duplex printing, stapling, paper tray selection and scan-to-PC. Download the full driver from the manufacturer:

  • HP: support.hp.com > enter model number > Software & Drivers > Full Feature Software
  • Brother: support.brother.com > select model > Downloads > Full Driver & Software Package
  • Epson: epson.com.my > Support > Drivers & Downloads
  • Canon: asia.canon > Support > Drivers & Downloads

Run the installer. When it asks for connection type, select Network connection. The installer will detect the printer by IP and install the full driver with all features.

7

Set as Default and Test

In Settings > Printers & scanners, click the printer and select Set as default. Click Print a test page to confirm everything is working.

If the test page prints correctly, the printer is set up successfully. Repeat the Add Printer step (Step 4) on each PC that needs access to the printer.

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Frequently Asked Questions

Ethernet is always preferred for office printers. WiFi connections can drop, introduce latency and cause intermittent printing issues. Connect the printer to the nearest office switch with an Ethernet cable for reliable, fast printing. WiFi is acceptable for home use or where cabling is not possible.

This usually happens because the printer is getting a different IP address from the DHCP server each time it reconnects. Set a static IP address on the printer directly (through the printer control panel or web interface) so it always uses the same IP. Alternatively, set up a DHCP reservation in the router so the router always assigns the same IP to the printer based on its MAC address.

Common causes: printer driver is a basic generic Windows driver rather than the full manufacturer driver (download the full driver from the manufacturer website), print spooler service is overloaded (run services.msc and restart Print Spooler), network congestion or printer memory is insufficient for large print jobs, or the printer is processing a previous stuck job (check the print queue and cancel all pending jobs).

On the PC connected to the USB printer, go to Settings > Bluetooth & devices > Printers & scanners > select the printer > Printer properties > Sharing tab > check Share this printer. Give it a share name. Other PCs on the same network can then add the printer by going to Add a printer > The printer that I want isn’t listed > Select a shared printer by name and enter \\computername\printershare.

CG
Cybergate IT Team
Managed IT support for Malaysian businesses since 2014. Microsoft Partner · Fortinet Technology Partner. About Us

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