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How to Choose and Set Up a Business Printer

Applies toGeneral Hardware, Windows, macOS
30 min fix Updated 21 Jul 2026

By , 10+ years in IT support and helpdesk How these guides are checked

Quick Answer

Stop buying $50 Inkjet printers. Buy a Black & White Laser Printer (like a Brother HL-L2350DW). It will never dry out, the toner lasts forever, and it is far more reliable. Connect it directly to your router via Ethernet if possible, or use the printer's built-in screen to connect it to your Wi-Fi.

Checked against Microsoft Learn - Windows release health between 5 Aug 2026 and 12 Sep 2026. Nothing published in that period has been linked to this guide.

Estimated Time to Fix: 30 minutes

Summary ​

Printers are universally hated because they always seem to break exactly when you need to print a contract. The truth is, most printer frustration comes from buying the wrong type of printer. If you run a business, you need to abandon liquid ink and switch to lasers.

Before You Start ​

  • A Wi-Fi network.
  • A Windows 11 or macOS computer.

Instructions ​

1. Choose the Right Printer (Laser vs. Inkjet) ​

Inkjet Printers (Do NOT buy):

  • How they work: They spray liquid ink onto paper.
  • The Problem: If you don't print for a month, the liquid ink dries up and clogs the print head. The printer then refuses to print until you buy a $60 replacement cartridge. They are sold at a loss so the manufacturer can gouge you on ink.

Laser Printers (BUY THESE):

  • How they work: They use static electricity to fuse dry plastic powder (Toner) onto the paper.
  • The Solution: Because the powder is dry, it never clogs. You can leave a laser printer in a closet for a year, turn it on, and it will print perfectly.
  • Recommendation: Buy a simple Black and White (Monochrome) Laser printer. Brand like Brother (e.g., the HL series) are legendary for lasting a decade without breaking.

2. Connect the Printer to Your Network ​

Do not use a USB cable. If you use a USB cable, you can only print from that one computer. You want to connect the printer to your Wi-Fi so you can print from your laptop, your phone, and your tablet.

Method A: The Wi-Fi Screen (Standard)

  1. Turn on the printer.
  2. Use the tiny screen and arrows on the printer to navigate to Network or Wi-Fi Settings.
  3. Select the "Setup Wizard".
  4. Select your home Wi-Fi name and painstakingly type in the password using the arrow keys.
  5. The printer will connect to the network.

Method B: Ethernet (Most Reliable)

  1. If your printer sits near your internet router, plug an Ethernet cable from the back of the printer directly into the router.
  2. It will instantly connect to the network with zero configuration.

3. Add the Printer to Your Computer ​

Once the printer is on the Wi-Fi network, your computer needs to find it.

On Windows 11:

  1. Click the Start button and type Printers. Select Printers & scanners.
  2. Click Add device.
  3. Windows will scan the Wi-Fi network, find your new laser printer, and say "Ready". Click Add device.
  4. Windows will automatically download the correct drivers in the background.

On Mac:

  1. Click the Apple menu > System Settings > Printers & Scanners.
  2. Click the Add Printer, Scanner, or Fax button.
  3. Select your printer from the list (it should show "Bonjour" under the kind).
  4. Click Add.

Troubleshooting ​

WARNING

Do not use the CD-ROM that comes in the box with the printer, and do not download the massive "Software Suite" from the manufacturer's website. They are full of bloatware that will spam you with pop-ups to buy toner. Let Windows or Mac install the basic drivers automatically.

Symptom / ErrorPotential CauseSolution
Computer can't find the printer on Wi-FiGuest Network isolationEnsure your computer and the printer are on the exact same Wi-Fi network. If the printer is on a "Guest" network, the router blocks devices from seeing each other.
Printer shows as "Offline" in WindowsIP Address changedRouters sometimes change the printer's IP address. Turn the printer off and on again. If it happens frequently, look up how to set a "Static IP" for your printer.

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Frequently asked questions

Why is my cheap printer always out of ink?
Inkjet printers use liquid ink that dries up and clogs the nozzles if you don't print every week. The printer wastes massive amounts of ink constantly 'cleaning' itself.
Should I buy a color laser printer?
Only if you absolutely must print color marketing materials. Color laser printers are massive, expensive, and require you to buy four separate toner cartridges. Stick to black and white for documents.