How to Manage Printers on macOS

Edited 4 weeks ago by ExtremeHow Editorial Team

macOSPrintersManagementPrintingSettingsAppleDevicesNetworkComputerInstallation

Managing printers on macOS can be a task that requires some understanding of the system's features and settings. macOS offers a straightforward approach to managing printers, including adding and managing printer queues, setting a default printer, and troubleshooting common problems. Whether you are a new user or have some experience with macOS, this guide will help you manage your printers efficiently. Let's discuss the detailed processes involved in managing printers on macOS.

Add a new printer

To start using a printer on your macOS system, you first need to add it to your list of available printers. This process is quite simple and is largely the same across different versions of macOS. Follow these steps:

1. Open System Preferences from the Apple menu in the upper left corner of the screen.
2. In System Preferences, find Printers & Scanners and click on it.
3. In the Printers & Scanners window, you'll see a list on the left showing the currently installed printers (if any). To add a new printer, click the + button at the bottom of this list.
4. A dialog box will appear, showing the available printers on your network. Select your printer from this list.
5. If your printer is not listed, you may have to manually add it by clicking IP, Windows, or Other and providing the required details such as the IP address or queue name.
6. After you select a printer, macOS often sets up the driver automatically. However, you can choose a specific driver if needed by using the Use: drop-down menu.
7. Finally, click the Add button to add your printer to the macOS system.

Setting the default printer

Once you have multiple printers installed, you may want to set a default printer. The default printer is the one that will be automatically selected every time you print a document, unless otherwise specified. Here's how you can set a default printer:

1. Go back to System Preferences and select Printers & Scanners.
2. In the Printers & Scanners window, below the list showing installed printers, there is a drop-down menu labeled Default Printer.
3. Click the drop-down menu and select the printer you want to set as the default.

Managing the printer queue

When you send a document to print, it enters a queue usually managed by the operating system, which schedules jobs for execution. Sometimes, you need to manage this print queue to troubleshoot problems or rearrange jobs. Here's how you manage the print queue:

• Open System Preferences and go to Printers & Scanners.
• Select the printer you want to manage from the list on the left.
• Click the Open Print Queue... button to view the jobs pending printing.
• In this queue, you can pause, resume, or cancel a task by selecting it and using the appropriate command button.

Managing the queue effectively can make a difference in the office environment, reducing downtime and improving productivity by ensuring that important print jobs are processed quickly.

Removing a printer

At some point in time, you may decide that you no longer need a particular printer and want to remove it from your list. To remove a printer, follow these simple steps:

1. In the Printers & Scanners pane under System Preferences, select the printer you want to remove.
2. Click the - button below the printer list.
3. You will be asked to confirm the removal of the printer. Click Remove Printer to confirm.

Troubleshooting common printer issues

There are times when printers may have problems, and while some problems may be technical and require professional assistance, many problems can be resolved with simple troubleshooting strategies. Here are some common printer problems and ways to resolve them:

1. The printer is not responding

A common problem is when the printer appears offline or does not respond to print commands. You can:

• Check your printer's power and network connections. If you're using a wired printer, make sure all cables are securely connected.
• If your printer is wireless, make sure it's connected to the correct Wi-Fi network.
• Try restarting both your printer and your macOS device.
• Sometimes removing and reconnecting the printer to the printer and scanner can resolve connectivity issues.

2. Print jobs are stuck in the queue

If your print jobs are stuck in the queue even though the printer is online, try the following:

• Open the print queue for your printer and identify any stalled jobs.
• Restart individual jobs or clear the entire queue if the printer is still unresponsive.
• As a final step, try removing and re-adding the printer to systematically clear the queue.

3. Unexpected print quality

If the quality of the printed document is not as expected, check these possibilities:

• Make sure you are using the correct print settings for the document type.
• Check the printer's ink or toner levels; low ink can cause faded prints.
• Make sure the print driver is up to date by checking for updates on the manufacturer's website.

Example: Adding a network printer via IP address

Sometimes printers may not be automatically discovered on the network, and it may be necessary to manually add them using their IP address. This is especially true for large work environments or specialized printers. Here's how you would typically add such a printer:

1. Open System Preferences and select Printers & Scanners.
2. Click the + button to add a printer.
3. In the Add Printer dialog box, click the IP tab.
4. Enter the printer's IP address in the Address field. Make sure you get this information from your IT department or by checking the printer directly.
5. macOS will usually try to fill in the rest of the details automatically. If necessary, select the appropriate protocol (e.g., Line Printer Daemon - LPD).
6. Determine the printer's queue name if necessary, or leave this field blank if unknown.
7. Select the appropriate driver in the Use: field. It is often ideal to match the printer model for best results.
8. Click Add to add this network printer to your list.

Advanced printer management with the terminal

For advanced users or situations where graphical interface solutions fall short, macOS provides Terminal commands to manage printers. This is especially useful for IT professionals who need to manage a large number of printers.

# List all printers lpstat -p -d # Set a default printer lpoptions -d <Printer_Name> # Print a test page to a printer lpr -P <Printer_Name> /System/Library/Cups/Intro.txt
# List all printers lpstat -p -d # Set a default printer lpoptions -d <Printer_Name> # Print a test page to a printer lpr -P <Printer_Name> /System/Library/Cups/Intro.txt

The above commands allow interaction with printer configuration from a command-line interface, providing a robust solution for situations requiring scripting or extensive printer management activities across multiple systems.

Conclusion

Managing printers on macOS is not a difficult task. With the simplified approach that macOS offers, you can efficiently manage tasks related to printer use, ensure productivity and minimize interruptions. Whether you are adding a new printer, setting a default printer, managing print queues, troubleshooting problems or dealing with them using advanced methods like the terminal, macOS provides tools to smoothly handle your printing needs.

Always make sure you have the most recent drivers installed and consult your printer manufacturer's guidance for specific setup not covered in the general instructions. With the knowledge provided in this guide, you're equipped to handle most printer management situations on macOS.

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