In many households and workplaces, there’s often one printer trying to serve multiple individuals. Instead of everyone taking turns plugging their device into the printer via USB or playing the "who-has-the-universal-connector" game, Windows offers a simple and efficient solution—sharing your printer on a network. This long-standing Windows feature allows other devices on the same network to seamlessly print to the shared printer, giving your life that much-needed dash of efficiency.
Whether you're parked in front of your trusty Windows 10 system or embracing all the glossy, floating-window vibes of Windows 11, here's a complete rundown of how to share a printer on a network. We'll also spruce things up with additional expert tips and a sprinkle of tech flair.
Imagine this: you're deep into a project, and suddenly, your colleague or family member needs to print something. Instead of making them physically transfer their laptop or files to your device, wouldn't it be easier for them to send their print job directly to your shared printer over the network? This is especially useful in:
On Windows 11 and Windows 10:
However, printer sharing is the unstoppable workhorse of local networks—cheap, timeless, and reliable.
What about you? Are you a staunch advocate of shared printers, or do you secretly dream of a wireless (and paperless) world? Let us know in the comments below!
Source: Microsoft Support Share a printer as a network printer - Microsoft Support
Whether you're parked in front of your trusty Windows 10 system or embracing all the glossy, floating-window vibes of Windows 11, here's a complete rundown of how to share a printer on a network. We'll also spruce things up with additional expert tips and a sprinkle of tech flair.
Why Share a Printer?
Imagine this: you're deep into a project, and suddenly, your colleague or family member needs to print something. Instead of making them physically transfer their laptop or files to your device, wouldn't it be easier for them to send their print job directly to your shared printer over the network? This is especially useful in:- Multi-PC homes where several laptops or desktops coexist.
- Small-office environments that rely on one primary printer.
- Situations where USB cables are in short supply (though not as heartbreaking as being out of toner).
Step-by-Step: Sharing a Printer on Windows 11 or 10
Here’s how to become the printing hero your network needs:Step 1: Connect and Verify the Printer
Before diving into sharing settings, ensure the following:- Your printer is installed and operational on the primary (host) Windows device.
- It's connected via USB or Wi-Fi to this primary device (otherwise, you're essentially trying to share a ghost printer, which, spoiler alert, doesn't work).
Step 2: Set Your Network to 'Private'
Your network must be labeled "Private" to enable sharing. This ensures that only trusted devices can access your shared resources. Here’s how:On Windows 11 and Windows 10:
- Right-click the Start Menu and select Settings > Network & Internet.
- Choose your network type: Wi-Fi or Ethernet.
- Under "Network profile type," select Private Network.
Important Note: Only configure sharing on a trusted network. Broadcasting a shared printer on a public network can be a big security risk—don’t feed the cyber trolls.
Step 3: Enable Sharing Settings
This is where you turn on the magical switches allowing devices to find and access your shared printer.- Open Settings > Network & Internet > Advanced Network Settings.
- Click Advanced Sharing Settings.
- Under the "Private Networks" section:
- Turn on Network Discovery (this lets devices see each other on the local network).
- Turn on File and Printer Sharing.
Pro Tip: These sharing switches are typically on by default for private networks, but it’s always worth double-checking.
Step 4: Share the Printer
Now we get to the heart of the operation: sharing the printer fully.- Go to Settings > Bluetooth & Devices > Printers & Scanners.
- Select your printer and click Printer Properties.
- In the Printer Properties window, navigate to the Sharing tab.
- Click Change Sharing Options (if prompted, provide admin credentials).
- Check the box for Share this Printer.
- Note down the Share Name. This is crucial—it’s how secondary devices will recognize the shared printer.
Pro Tip: If the Share Name is confusing (e.g., “HP_LaserJet_2850dl”), rename it to something simple like “OfficePrinter.”
Step 5: Learn the Name or IP Address of Your Primary Windows Device
For secondary devices to locate the shared printer, they need to know the Computer Name or IP Address of the host device:- Open Settings > System > About.
- Under “Device Specifications,” note the Device Name.
- Alternatively, find your IP Address via Settings > Network & Internet (look for the IPv4 address under Wi-Fi or Ethernet properties).
Step 6: Connect Secondary Windows Devices to the Shared Printer
Hooking up other devices to the shared printer is as easy as pie.- On the secondary device, go to Settings > Devices > Printers & Scanners.
- Click Add a Printer or Scanner.
- Windows may auto-detect the shared printer. If it appears, click Add Device. Boom—you’re done.
- If it doesn’t show up:
- Select The Printer That I Want Isn’t Listed.
- Choose Select a Shared Printer by Name and invoke some tech wizardry by entering:
\PrimaryDeviceName\PrinterShareName(e.g.,\Office-PC\OfficePrinter), OR\PrimaryDeviceIP\PrinterShareName(e.g.,\192.168.1.2\OfficePrinter).- Follow the prompts and rejoice when installation completes.
Troubleshooting Tip: If the connection fails using a name (e.g.,
\Office-PC), try using the IP instead, and vice versa.
Key Considerations & Security Tips
- Don’t Forget the Credentials: During setup, secondary devices might ask for the username/password of your host machine (especially if you use a Microsoft account).
- Don’t Be a Public Hero: Only share printers on private, trustworthy networks.
- Upgrade Reminder: Windows 10 will no longer be supported after October 2025. Transitioning to Windows 11 ensures continued security updates—a wise move, as printers and cybersecurity don’t always get along.
When to Skip Printer Sharing
While network printer sharing is convenient, cloud printing tools (like Microsoft Universal Print and Google Cloud Print, RIP) could save you from the manual setups above. These services integrate with cloud platforms like OneDrive, allowing remote printing even when you're out of the office.However, printer sharing is the unstoppable workhorse of local networks—cheap, timeless, and reliable.
Final Thoughts
Sharing a printer between Windows devices might sound complicated at first glance—but follow these steps, and it’s smooth sailing. Once set up, it’s like adding a member to your virtual co-op; everyone gets easy access to printing without the hassle of transferring files or moving laptops around.What about you? Are you a staunch advocate of shared printers, or do you secretly dream of a wireless (and paperless) world? Let us know in the comments below!
Source: Microsoft Support Share a printer as a network printer - Microsoft Support
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