How to Print on Windows 11: A Step-by-Step Guide

By / October 9, 2025

Printing is one of those everyday computer tasks that feels simple — until it suddenly isn’t. Whether you’re trying to print a school report, business invoice, or travel ticket, Windows 11 offers several ways to get the job done quickly and efficiently.

This step-by-step guide will show you how to print on Windows 11, including how to add a printer, use keyboard shortcuts, set default printers, troubleshoot printing errors, and much more.

By the end, you’ll be able to print confidently — from any app, any printer, anytime.

Table of Contents

Understanding How Printing Works in Windows 11

Before you start printing, it helps to know how Windows 11 manages printers.

When you connect a printer — whether wired (USB) or wireless (Wi-Fi/Bluetooth) — Windows 11 automatically installs the right drivers. Once that’s done, any application that supports printing (like Word, Chrome, or Edge) can send documents directly to that printer.

💡 There are three main types of printers you can use:

Type Connection Example
🖨️ Wired printer USB cable HP DeskJet, Canon Pixma
📶 Wireless printer Wi-Fi or network Epson EcoTank, Brother HL
🔵 Bluetooth printer Bluetooth connection Portable photo printers

Each works slightly differently — but the printing process in Windows 11 stays consistent.

🖱️ Different Ways to Print on Windows 11

There’s more than one way to print on Windows 11, depending on your app or workflow:

Method Description
Ctrl + P shortcut Quick way to open the print dialog
File → Print Available in most apps like Word, Notepad, Edge
Right-click → Print Print directly from File Explorer
Photos app Print pictures easily with layout options
Print to PDF Save documents as PDF instead of paper printing

Let’s explore how to set up and use these methods properly.

🧾 How to Add a Printer in Windows 11

Before you can print, you need to make sure your printer is installed.

🪜 Step 1: Open Windows Settings

Press Win + I to open Settings, then go to:
Bluetooth & devices → Printers & scanners

🪜 Step 2: Add a Printer

Click Add device under the “Add a printer or scanner” section.

Windows 11 will start scanning for nearby printers.

  • If your printer is found, click Add device next to it.

  • If it’s not found, click “Add manually.”

🪜 Step 3: Add Manually (If Needed)

Choose from one of these options:

  • “My printer is a little older. Help me find it.”

  • “Add a printer using a TCP/IP address or hostname.”

  • “Add a Bluetooth, wireless, or network printer.”

Follow the on-screen prompts to complete installation.

🧠 Pro Tip:
If you’re adding a network printer, make sure your PC and printer are connected to the same Wi-Fi network.

📄 How to Print from Any App on Windows 11

Once your printer is installed, printing becomes super simple.

🪜 Step 1: Open the Document or File

Open your file in the app you want to print from — for example, Word, Excel, Chrome, Edge, or Photos.

🪜 Step 2: Use the Print Option

There are two ways to do this:

  • Press Ctrl + P (quick shortcut), or

  • Click File → Print from the menu.

🪜 Step 3: Select Your Printer

In the print dialog box:

  • Choose your printer name from the dropdown.

  • Adjust settings (orientation, pages, color, etc.).

🪜 Step 4: Click “Print”

Once you’ve confirmed settings, click Print.

🖨️ Your document will now start printing!

⌨️ Using Keyboard Shortcuts to Print Quickly

Windows 11 supports keyboard shortcuts for most print-related actions:

Shortcut Function
Ctrl + P Open print dialog
Alt + F, P Open File → Print in Microsoft apps
Ctrl + Shift + P Open advanced printer options in browsers
Win + K Open Cast/Connect menu (for wireless printing devices)

These shortcuts save you time when printing frequently.

🖨️ How to Set a Default Printer

If you have multiple printers, you can set one as the default printer to avoid confusion.

🪜 Step-by-Step:

  1. Open Settings → Bluetooth & devices → Printers & scanners.

  2. Find your preferred printer in the list.

  3. Click it → Select Set as default.

Now, whenever you press Ctrl + P, Windows will automatically choose this printer unless you manually select another.

📑 How to Print to PDF in Windows 11

Sometimes, you don’t need a physical printout — just a PDF version of your document. Windows 11 includes a built-in “Microsoft Print to PDF” feature.

🪜 How to Print to PDF:

  1. Open the file you want to save as PDF.

  2. Press Ctrl + P.

  3. From the Printer dropdown, select Microsoft Print to PDF.

  4. Click Print.

  5. Choose a location to save the PDF file.

✅ Your document will now be saved as a PDF instead of being printed on paper.

📊 How to Check Your Printer Queue

The printer queue shows all pending, printing, and completed jobs.

🪜 Steps to View the Queue:

  1. Press Win + I → Bluetooth & devices → Printers & scanners.

  2. Select your printer.

  3. Click Open print queue.

You’ll see a list of all current print jobs.

From here, you can:

  • Pause or resume a print job

  • Cancel a job

  • See printer status (e.g., online, offline, error)

❌ How to Cancel or Pause a Print Job

If you accidentally print the wrong file or too many pages, don’t worry.

🪜 To Cancel or Pause Printing:

  1. Open the Print Queue (as above).

  2. Right-click the job you want to stop.

  3. Select Pause or Cancel.

💡 Tip: If your printer is stuck on “Printing,” restarting the printer or clearing the queue usually helps.

🌐 How to Print Wirelessly

Most modern printers support Wi-Fi printing, which means no cables needed!

✅ Here’s how to connect:

  1. On your printer, open Network Settings → Wi-Fi Setup Wizard.

  2. Connect your printer to your Wi-Fi network.

  3. On your PC, open Settings → Bluetooth & devices → Printers & scanners.

  4. Click Add device.

  5. Your wireless printer should appear — click Add device.

Now you can print wirelessly from anywhere in your home or office.

🔵 How to Print Using Bluetooth Printers

For portable printers (like photo printers), Bluetooth printing is convenient.

🪜 How to Connect and Print via Bluetooth:

  1. Turn on Bluetooth on your PC (Win + A → Bluetooth → On).

  2. Turn on your Bluetooth printer.

  3. Go to Settings → Bluetooth & devices → Add device.

  4. Choose Bluetooth → Select your printer.

  5. Pair it and click Done.

  6. Open your file and press Ctrl + P → Select Bluetooth printer.

🌍 How to Share a Printer Over the Network

If multiple users share one printer, you can enable printer sharing in Windows 11.

🪜 Steps to Share Your Printer:

  1. Go to Settings → Bluetooth & devices → Printers & scanners.

  2. Select your printer.

  3. Click Printer Properties → Sharing tab.

  4. Check Share this printer.

  5. Give it a simple share name (like “OfficePrinter”).

  6. Other computers on the same network can now find and use it.

🧰 Troubleshooting Common Printing Problems

Sometimes things don’t go as planned — here’s how to fix typical issues.

⚠️ 1. Printer Not Found

  • Ensure printer and PC are on the same network.

  • Restart both devices.

  • Run the Printer Troubleshooter (see below).

⚙️ 2. Printer Offline

  • Open Printers & scanners → Select printer → Open print queue.

  • Click Printer → Use Printer Online.

🧹 3. Print Jobs Stuck

  • Open print queue → Cancel all documents.

  • Restart the Print Spooler service:

    • Press Win + R, type services.msc.

    • Find Print Spooler → Right-click → Restart.

🧩 4. Poor Print Quality

  • Run Printer Maintenance from your printer’s software.

  • Check ink/toner levels.

  • Align cartridges if necessary.

🪫 5. Windows Can’t Find Printer Driver

  • Go to the printer manufacturer’s website.

  • Download and install the latest Windows 11 driver manually.

⚡ Run the Windows 11 Printer Troubleshooter

If you can’t fix the issue manually, let Windows do it for you.

🪜 Steps:

  1. Open Settings → System → Troubleshoot → Other troubleshooters.

  2. Find Printer → Run.

  3. Follow the on-screen instructions.

  4. Windows will detect and fix most printer issues automatically.

💡 Tips for Smooth Printing in Windows 11

Here are some smart practices to make printing seamless:

✅ Keep printer drivers updated
✅ Use high-quality paper for better results
✅ Check for Windows updates regularly
✅ Avoid sending multiple large print jobs at once
✅ Set the correct paper size and orientation
✅ Use Microsoft Print to PDF for digital backups

🧭 Comparison: Printing Methods in Windows 11

Method Connection Type Requires Setup? Works Offline?
USB Printing Wired Plug & Play ✅ Yes
Wi-Fi Printing Wireless Yes (same network) ❌ No
Bluetooth Printing Wireless Yes (pairing) ✅ Yes
Print to PDF Virtual No ✅ Yes

🏁 Conclusion: Print Easily on Windows 11

Printing on Windows 11 is easier than ever — whether you’re using a USB printer, Wi-Fi printer, or just want to print to PDF.

To recap:

  • Add your printer from Settings → Printers & scanners

  • Press Ctrl + P to print from any app

  • Choose Microsoft Print to PDF for digital copies

  • Set a default printer for quick access

  • Use the Printer Troubleshooter for any issues

Once you set it up properly, printing in Windows 11 becomes a smooth, one-click task.

❓ FAQs About Printing on Windows 11

1. How do I print without a printer on Windows 11?

Use Microsoft Print to PDF — it saves documents as PDFs instead of printing on paper.

2. Why can’t Windows 11 find my printer?

Ensure your printer is turned on, connected to the same network, and drivers are installed. If needed, use Add a printer manually.

3. Can I print wirelessly without Wi-Fi?

Yes, some printers support Wi-Fi Direct or Bluetooth, allowing you to connect directly without an internet router.

4. How do I change my default printer?

Go to Settings → Bluetooth & devices → Printers & scanners, select your printer, and click Set as default.

5. How do I stop a print job that’s stuck?

Open Print Queue → Right-click the job → Cancel. If it’s still stuck, restart the Print Spooler service.

🧾 Key Takeaways

  • Windows 11 makes printing simple and flexible.

  • You can print via USB, Wi-Fi, or Bluetooth.

  • “Microsoft Print to PDF” is great for saving files digitally.

  • The Printer Troubleshooter solves most common issues.

  • Set a default printer to save time for future print jobs.

Related Posts:

Scroll to Top