Wireless printer setup is one of the most common requests we get across Melbourne homes. The printer is out of the box, the Wi-Fi password is ready, the instructions say it should be simple — and then it doesn’t work. This guide covers the two things that cause most wireless printer setup failures: confusing two separate steps as one, and the 2.4GHz/5GHz band issue that trips up older printers on modern routers.
The two-step process most people treat as one
Wireless printer setup involves two completely separate steps that need to happen in the right order. Many setup failures happen because people try to do Step 2 before Step 1 is complete, or don’t realise Step 1 hasn’t actually worked yet.
Connect the PRINTER to Wi-Fi
The printer itself needs to join your home Wi-Fi network — independent of any computer. This is done on the printer’s own display or via WPS. Until this is done, no computer can find the printer on the network. Confirm it’s worked by checking the printer’s Wi-Fi indicator light (solid, not flashing).
Install the driver on the COMPUTER
Once the printer is on the network, each computer needs a driver installed to communicate with it. Windows may detect and install a basic driver automatically, but this often only enables printing — not scanning. The full driver from the manufacturer’s website installs everything. See our full driver guide by brand.
WPS button method — the quickest way to connect a printer to Wi-Fi
Most people go through the printer’s on-screen menu to enter the Wi-Fi password — which is fine but time-consuming. There’s a faster method most people don’t know about: WPS (Wi-Fi Protected Setup). If both your router and printer have a WPS button, it connects them in about 2 minutes without entering a password at all.
WPS setup — takes about 2 minutes:
- Check your router has a WPS button — it’s usually on the back or side, labelled “WPS” or with a symbol that looks like two curved arrows forming a circle
- On the printer, find the WPS option — usually under Settings → Wireless Setup → WPS Push Button, or there may be a dedicated WPS button on the printer itself
- Press the WPS button on the router first
- Within 2 minutes, press the WPS button or option on the printer
- The devices will handshake and connect automatically — the printer’s Wi-Fi light will turn solid when connected
WPS not available? The alternative is using the printer’s touchscreen or menu to find and select your Wi-Fi network name (SSID) and enter the password. Go to the printer’s Settings → Wireless → Wireless Setup Wizard → select your network → enter password. The password is case-sensitive.
Why older printers won’t connect to modern routers — the 2.4GHz issue
This is the most common hidden cause of wireless printer setup failure — and it’s almost never mentioned in the printer’s setup guide. It affects most printers made before 2019 and many budget printers made after that.
The problem:
Older wireless printers only support the 2.4GHz Wi-Fi band. Modern routers (including most NBN-provided routers from 2020 onwards) broadcast two bands: 2.4GHz and 5GHz. Some routers combine both bands under a single network name — so your phone connects to 5GHz, your printer tries to connect to the same name and gets assigned to 5GHz as well, and immediately fails because it doesn’t support it.
How to check if this is your problem:
Check the printer’s manual or manufacturer website for “Wi-Fi frequency” or “wireless specifications.” If it says 2.4GHz only (or doesn’t mention 5GHz), this is your issue.
The fix:
Log into your router’s admin page and split the 2.4GHz and 5GHz bands into two separate network names (e.g. “HomeWifi_2.4” and “HomeWifi_5”). Connect the printer to the 2.4GHz network specifically. Your phone and laptop can stay on 5GHz — the printer just needs its own band. We configure this during printer setup visits and it permanently resolves “printer won’t connect” on older models.
Brand-specific wireless setup methods
🔵 HP — HP Smart app (recommended for modern HP printers)
Download the HP Smart app on your phone (iOS or Android). Open the app → Add Printer → follow the guided wireless setup. The app walks through connecting the printer to Wi-Fi step by step and installs everything needed on the phone. For Windows, HP Smart is also available from the Microsoft Store. For older HP printers without app support, use the printer display: Setup → Wireless Setup Wizard. HP support site: support.hp.com
🔴 Canon — Canon PRINT app or printer display
For Canon PIXMA and MAXIFY models: download the Canon PRINT Inkjet/SELPHY app → Add Printer → select wireless setup. For printers with a display: Settings (gear icon) → Device settings → LAN settings → Wireless LAN setup → Easy wireless connect or Standard setup. Canon support: canon.com.au/support
🔵 Epson — Epson Smart Panel app or Wi-Fi Setup button
Download the Epson Smart Panel app → Set Up Printer → Wi-Fi Setup. Alternatively, on the printer press and hold the Wi-Fi button until the light flashes, then select network on the printer display. Epson printers also support WPS. Epson support: epson.com.au/support
⚫ Brother — Brother iPrint&Scan app or control panel
Download the Brother iPrint&Scan app → Set Up Device for Wi-Fi Connection. On the printer: Menu → Network → WLAN → Setup Wizard → select network and enter password. Brother printers also support WPS. Brother support: support.brother.com.au
Stop it disconnecting every time — the static IP fix
The most common complaint after a successful wireless printer setup: “It worked for a few days then stopped.” Almost always, this is caused by the printer receiving a new IP address after the router restarts. When this happens, Windows can’t find the printer at its old address, creates a new printer entry, and the old one shows offline.
Two ways to assign a static IP to the printer:
Method 1 — Via the printer’s own settings (easiest)
On the printer’s display: go to Settings → Network → TCP/IP settings → IP Address Method → change from “Auto” (DHCP) to “Manual.” Enter an IP address in the same range as your router (e.g. if your router is 192.168.0.1, use 192.168.0.150 — a number unlikely to clash with other devices). Set the subnet mask to 255.255.255.0 and gateway to your router’s IP address.
Method 2 — Via the router’s DHCP reservation (more reliable)
Log into your router’s admin page (usually 192.168.0.1 or 192.168.1.1 in a browser) → find DHCP settings or “Address Reservation” → add the printer’s MAC address (shown on the printer’s network settings page or the sticker on the bottom of the printer) → assign it a fixed IP. The router will always give the printer the same address, even after restarts. This is the cleanest method and we configure it as standard during printer setup visits.
Frequently asked questions
Step 1 is complete (printer is on the network) but Step 2 isn’t (computer doesn’t have the driver installed). Go to Settings → Bluetooth & devices → Printers & scanners → Add device. Windows will scan and should find the printer. If it does, it will install a basic driver. If you also need scanning to work, download and install the full driver package from the manufacturer’s website — Windows’ auto-installed driver usually only enables printing. See our full driver installation guide by brand.
For iPhone/iPad: check that AirPrint is supported by your printer model and that both the phone and printer are on the same Wi-Fi network (not 4G). For Android: install the manufacturer’s app (HP Smart, Canon PRINT, Epson Smart Panel, or Brother iPrint&Scan) or check that Mopria Print Service is enabled in Settings → Connected devices → Printing. A common cause: the laptop is on 5GHz and the phone is on 4G/5G mobile data — the printer only sees devices on the same Wi-Fi network, so the phone needs to be connected to home Wi-Fi, not mobile data, to print.
Changing the Wi-Fi password invalidates the saved credentials on the printer. You need to reconnect the printer to the network with the new password. On most printers: Settings → Network → Wireless Setup Wizard → select your network → enter new password. On HP printers using HP Smart: the app will detect the connection issue and guide you through reconnecting. After reconnecting, the printer’s IP address will likely also change — this is a good time to assign a static IP (see the static IP section above) so this doesn’t keep happening.
Generally not simultaneously — most printers switch to USB mode when a cable is connected, which disables the wireless connection. Unplugging the USB cable restores wireless operation. The exception is some higher-end business printers that can handle both simultaneously. For households where one computer needs a direct USB connection, the cleanest solution is to connect that computer via USB and have all others connect wirelessly — the printer handles both connection types, just not at the same time.
Yes — wireless printer setup is one of our most common jobs. We connect the printer to your Wi-Fi, install the correct full-feature driver on all computers, set up printing from phones and tablets, assign a static IP to prevent disconnections, and test print and scan before leaving. If the 2.4GHz band issue applies to your printer, we split the bands on your router as part of the same visit. $89/hr, no call-out fee, all Melbourne suburbs. Call 0435 955 429 or book online.
Wireless printer setup in Melbourne?
We connect the printer to Wi-Fi, install the full driver, set up printing from all devices, and assign a static IP so it never disappears after a router restart. $89/hr, no call-out fee, all Melbourne suburbs.
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