How to Connect Your Office Printer to Wi-Fi

Connecting Your Office Printer Using Wi-Fi

New office printers normally have Wi-Fi functionality built in, and connecting your printer to Wi-Fi is very easy to do. However, while a Wi-Fi connection can be convenient, there can also be some drawbacks. This article explains the benefits and potential downsides, and if you decide to connect via Wi-Fi, we’ll show you exactly how to set it up.

Why Connect Your Printer to Wi-Fi?

Adding your office printer to the wireless network comes with several key advantages:

• Print from anywhere in the office, without cables
• Compatible with mobile devices, laptops, and shared workstations
• Ideal for hybrid work environments—staff don’t need to be plugged in
• Has no impact on scan-to-cloud and mobile printing apps

Wi-Fi also gives you the flexibility to move the printer easily if your layout changes ,no need to re-run Ethernet cables. This is especially useful in open-plan or co-working spaces.

Why You Might Not Want to Use Wi-Fi

While Wi-Fi is convenient, it’s not always the best option, especially in high-demand print environments.

For example:

• Wired connections offer more bandwidth for large print jobs
• Less chance of network interruptions compared to Wi-Fi
• Better for environments with lots of simultaneous printing or scanning

If your office regularly handles large files (such as high-res brochures, multi-page scanned documents, or graphic-heavy prints), a wired Ethernet connection may provide better reliability and speed.

For these cases, many businesses choose to use a wired network for the main office printer and keep Wi-Fi enabled on smaller or secondary devices where flexibility matters more than speed.

Step-by-Step Guide: How to Connect to Wi-Fi

Each printer manufacturer — and even specific models — can vary, so these steps may not exactly match your printer, but they are likely to be very similar. The instructions below were created using a Toshiba e‑Studio 2525AC multifunctional printer.

1. Log In to the Printer Settings

From the home screen, select Functions or Settings (depending on model).
You may need the device username and password.

2. Select Wireless Settings

• Tap Wireless Setting
• Set Wireless to On, then tap Next
• Choose Infrastructure, then Next
• Select Enable, then Next

This prepares your printer to connect to an external Wi-Fi network (like your office router).

3. Choose Your Network

• Tap SSID/Security, then Next
• Select Available Network and wait a few seconds
• Choose your Wi-Fi network from the list
• Tap OK

On the next screen, double-check the SSID (Wi-Fi name). If it’s not correct, go back and select the right one.

4. Enter Network Security Details

• Select WPA/WPA2-PSK, then tap Next
• Choose TKIP+AES
• Enter your Wi-Fi password, then tap Next

Note: Passwords are case-sensitive—make sure everything is entered exactly as shown.

5. Complete the Setup

• Select 100%, then tap Next
• Tap Finish
• Confirm with Yes to begin the network initialisation

The printer will now connect to your selected Wi-Fi network. Once connected, it’s ready for wireless printing, and you should only have to do this once.

Everyday Use: Printing Over Wi-Fi

Once connected, using your printer over Wi-Fi becomes part of your regular routine. Staff can print from laptops, phones, tablets, or desktops—no cables required. You can also pair your printer with mobile print apps or cloud services for even more flexibility.

If you change certain network settings, such as the Wi-Fi password or increase network security, you may need to run through the connection steps again. We also recommend assigning a fixed IP address to your printer to ensure your printing isn’t interrupted if the IP address changes.

Another important consideration is printer access: when connected to your Wi-Fi or hardwired network, anyone on that network may be able to access the device. For guest access, you may want to consider enabling Wi-Fi Direct Printing, which allows users to print without connecting to your main office network.

Troubleshooting Tips

If the printer doesn’t connect after setup:

• Check Wi-Fi is enabled on your printer
• Double-check the SSID and password entered
• Make sure Infrastructure mode was selected
• Ensure the Wi-Fi signal is strong near the printer
• Restart the printer after completing setup
• Confirm that the printer’s firmware is up to date

Still having issues? Get in touch with our friendly support team on 01322 643826.

Need Help with Wi-Fi Printer Setup?

Setting up your printer with Wi-Fi should be simple, but if you do get stuck, our dedicated technical team is here to help. When we set up new printers, we handle this process for you, but we understand that things on your network can change, and you may need to update these settings later.

If you’d like any assistance, please contact our friendly team on 01322 643826. We can also help if you want to learn more about restricting printing for guests or if you’re experiencing a long delay between pressing print and your job being ready.