How To Share A Printer In Network

Introduction

In the modern business environment, efficiency, cost-effectiveness, and reliable technologies are key to maintaining productivity. One often-overlooked feature that offers substantial value is printer sharing across a network. This allows multiple computers and devices to access a single printer—wired or wireless—via a network connection, ultimately reducing costs and improving workflow. This guide is tailored for Australian businesses with 20 to 120 staff and offers a professional, structured overview of how to configure printer sharing across various devices, including Windows and Mac OS systems.

Understanding Printer Sharing: Key Concepts

What is Printer Sharing?

Printer sharing refers to the process of making a printer available across a network so that multiple client systems and user profiles can send print jobs to it without being physically connected. This is made possible by a combination of networking technologies, printer drivers, and printer sharing features in modern operating systems like Windows and Mac OS.

You can set up printer sharing using different methods:

• Network-Enabled Printers (Wired or Wireless): These printers come with built-in network capability, enabling direct connection to the router or switch. They are ideal for businesses with multiple departments needing consistent print access.
• USB Printers Shared from a Host Computer: In this method, a printer connected via a USB port on a host PC is shared with others on the network. The host must remain on for shared access to function. This option is most suited for small offices or teams using standard USB label printers.

Prerequisites and Preparation

Before starting the setup, gather the following:

• A functioning printer (USB or wireless printer with network capability).
• Host computer (Windows or Mac OS X) properly configured.
• Connected client systems on the same wired or wireless network.
• Compatible printer drivers for all operating systems involved.
• A good-quality router with minimal access restrictions (avoid a horrible router with unpredictable behavior).
• Time and admin access to complete configuration.

Compatibility & Requirements

Requirement	Details
Operating Systems	Windows 98 and above, Mac OS, Mac OS X, UNIX
Network Type	Wired (Ethernet) or Wireless with internet access
Printer Connection Type	USB or built-in wireless capabilities
Minimum Setup Tools	File menu, Settings, Command Prompt, driver CD/manuals

Step-by-Step Guide: Sharing a Printer on Windows

Step 1: Enable Printer Sharing on Host PC

1. Open the Control Panel > Click Devices and Printers.
2. Right-click your installed printer (e.g., Brother [model]) > Click Printer Properties.
3. Navigate to the Sharing tab (theSharingtab) > check Share this printer.
4. In the Share name field, name the printer (e.g., OfficePrinter1).
5. Click Apply > OK.

Step 2: Turn On Network Discovery and File & Printer Sharing

1. Open the Network and Sharing Center from the Control Panel.
2. Go to Advanced sharing settings.
3. Under your active profile (Private), turn on:
   • Network discoveryandTurn on file
   • File and printer sharing
4. Click Save Changes.

Step 3: Connect Client Systems

1. On the client computer, go to Settings > Devices > Printers & Scanners.
2. Click Add a printer or scanner > Wait for your shared printer to appear.
3. Select the printer (SelectPrinter) > Click Next.
4. If prompted, click Install driver or browse to the correct printer driver.
5. Click Finish.

Trouble connecting? Use the Command Prompt to Ping the host computer or printer IP to verify connectivity.

Mac OS / macOS Setup

Step 1: Enable Printer Sharing on Mac (Server PC Settings)

1. Open System Preferences > Click Sharing.
2. Tick the Printer Sharing checkbox (thePrinter Sharingcheckbox).
3. Choose the printer to share.

Step 2: Connect from Client Mac

1. Open System Preferences > Printers & Scanners.
2. Click the + button to add a new printer.
3. Under the Default tab, find the shared printer.
4. Click Add and install any necessary driver or feature software.

Alternative: Network Printer via Router (Wireless or Ethernet)

Step-by-Step Method

1. Connect the wireless printer directly to your router (Ethernet or Wi-Fi).
2. Use the printer screen/menu to connect to the network.
3. On client computers, go to Devices and Printers > Click Add Printer.
4. Choose the device from the list and follow prompts.

Many modern models also support installation via browser-based setup wizards or dedicated software from the printer maker.

Troubleshooting Common Problems

Issue	Solution
Printer not appearing	Ensure the printer is powered on and connected to the network.
Warning message during install	Use updated drivers and check compatibility with versions of Windows.
Client cannot print	Check firewall settings, client PC settings, and verify drivers.
Access restrictions	Adjust user profiles or privacy settings on the host.
Print server offline	Ensure the host PC (for USB-shared printers) remains powered on.

Advanced Tips & Best Practices

• Use static IP addresses to avoid address conflicts.
• Label printers clearly by department or function (e.g., Accounts-LabelPrinter).
• Regularly update printer firmware and apply security updates.
• Avoid unpredictable behavior by keeping network drivers and printer software up to date.
• Use dedicated print server hardware for more advanced solutions.

FAQs (Frequently Asked Questions)

Q1: Can I share a printer between different operating systems like Windows and Mac?
Answer: Yes. Ensure the printer supports both systems and appropriate drivers are installed.

Q2: What if I get a “driver not found” error?
Answer: Visit the printer maker’s site for the latest drivers. Check compatibility with your OS.

Q3: Do I need internet access to share a printer?
Answer: Not necessarily. Local network access is sufficient unless you’re sharing via cloud services.

Q4: Can I share a label printer over a network?
Answer: Yes. Many standard USB label printers can be shared via a host PC or through a network-capable print server.

Q5: How do I prevent users from changing settings?
Answer: Limit permissions using user profiles and ensure only admins can modify the printer folder or device settings.

Optional Comparison Table

Method	Pros	Cons	Best For
USB via Host PC	Cost-effective	Host must remain on	Small teams
Network-Enabled Printer	Easy access for all users	Higher setup cost	Growing businesses
Dedicated Print Server	Centralized control & logging	More technical configuration	Large or multi-office setups

Final Thoughts & Call to Action

Setting up a shared printer in your office doesn’t have to be complicated. Whether you use a USB setup, a wireless printer, or a full-featured network device, following this guide will help eliminate issues and improve productivity. Have questions? Need help selecting the right solution or facing complex configuration trouble?

Enabla Technology offers expert printer sharing setup, device management, and tailored IT support. We work with Windows computers, Mac, UNIX systems, and more.

👉 Contact us today to ensure your network resources are shared, secure, and functioning seamlessly.

Enabla Technology – Business IT Made Simple.