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How to Use an HP Printer: Complete Setup, Printing, Scanning & Troubleshooting Guide

An HP printer can do much more than print a document. Depending on the model, you can print from a computer or phone, scan documents, make copies, connect over Wi-Fi and check printer supplies through the HP app.

If you have recently bought an HP printer, moved it to a new office, changed your Wi-Fi network or are simply unsure how to use some of its functions, this guide covers the basic steps.

The exact buttons and menu names can differ between HP DeskJet, ENVY, OfficeJet, LaserJet and Smart Tank models, but the basic process is similar.

1. Set Up Your HP Printer

Before connecting the printer, remove all packaging material, tapes and protective covers.

Connect the power cable and switch on the printer.

For inkjet or Smart Tank models, install the cartridges or fill the ink tanks according to the instructions supplied with your specific model.

Load plain paper into the input tray. Adjust the paper guides so they touch the edges of the paper without pressing too tightly.

If your printer asks you to align the printheads or cartridges, complete the alignment process before regular printing. Some HP models print an alignment page automatically during first-time setup.

2. Connect the HP Printer to Wi-Fi

Wi-Fi is usually the easiest option when several people need to use the same printer.

Using the HP app

HP now uses the HP app for printer setup on supported devices. HP Smart is still available for some devices where the new app has not yet been introduced.

  1. Connect your computer or mobile phone to your Wi-Fi network.
  2. Keep the printer close to the Wi-Fi router during setup.
  3. Turn on Bluetooth on your phone if you are using the mobile setup process.
  4. Download the HP app from HP's official setup page.
  5. Open the app and select Add Printer or Set Up a New Printer.
  6. Select your HP printer when it appears.
  7. Follow the instructions to connect the printer to your Wi-Fi network.
  8. Complete the remaining setup instructions shown in the app.

The HP app also installs the required printer software and drivers on supported systems.

If you changed your router or Wi-Fi password and the printer no longer connects, you may need to restore the printer's Wi-Fi setup mode and add it again through the HP app.

3. How to Print from a Computer

01Open the document, PDF, image or spreadsheet you want to print.
02Select File > Print or press Ctrl + P on Windows.
03Select your HP printer from the printer list.
04Choose the number of copies.
05Select the required paper size, such as A4.
06Select colour or black-and-white printing.
07Choose the print quality if the option is available.
08Check the page range.
09Click Print.

For normal office documents, check that the paper size and paper type selected in the print settings match the paper loaded in the printer. Incorrect settings can affect print quality and paper handling.

4. How to Print from Your Phone

You can also print from a smartphone or tablet using the HP app.

  1. Open the HP app.
  2. Select your HP printer.
  3. Choose the option to print documents or photos.
  4. Select the file or image.
  5. Check the paper size and print settings.
  6. Select the number of copies.
  7. Tap Print.

Your phone and printer normally need to be connected to the same Wi-Fi network.

For some situations, HP printers also support Wi-Fi Direct, which allows a compatible phone or computer to connect directly to the printer without using the normal office Wi-Fi network.

5. How to Scan a Document

If your HP printer has a scanner, you can scan documents and photos to your computer or phone.

Using the scanner glass
  1. Open the scanner lid.
  2. Place the document face down on the scanner glass.
  3. Align it with the marked corner or guide.
  4. Close the lid.
  5. Open the HP app.
  6. Select your printer and choose Scan.
  7. Select Scanner Glass as the source.
  8. Start the scan.
  9. Adjust the document edges if required.
  10. Save or share the scanned file.

For several pages, an HP printer with an Automatic Document Feeder (ADF) can be more convenient. Load the pages according to the markings on the feeder and select Document Feeder in the scanning options.

You can also save multiple scanned pages as a single PDF on supported HP app versions.

6. How to Make a Copy

For a quick photocopy, you do not need to use a computer.

01Switch on the printer.
02Place the original document on the scanner glass or in the ADF.
03Select Copy, Copy Document or Copy Photo on the printer.
04Choose colour or black and white.
05Select the number of copies.
06Adjust the size or paper settings if required.
07Press Start Copy.

When copying photos, use the scanner glass rather than the ADF, as HP advises that some ADF mechanisms can damage photos.

7. What to Check When the Print Quality Is Poor

If the print is faded, streaked, blurry or missing some colours, check these points first:

Check the ink or toner level.
Make sure the correct cartridge is installed.
Use clean, flat and suitable paper.
Check the selected paper size and paper type.
Check whether the printer needs printhead alignment.
Print a print-quality report from the HP app.
Run the printhead cleaning tool if your model provides it.

HP recommends genuine HP ink for its inkjet and Smart Tank printers because ink quality can affect print results and printer reliability.

Avoid repeatedly cleaning the printhead without checking the result. Cleaning uses ink, and HP recommends allowing time between deeper cleaning cycles when a printhead is heavily clogged.

8. What to Do When the HP Printer Is Not Connecting

If the printer suddenly disappears from your computer or phone:

01Check that the printer is switched on.
02Check the Wi-Fi connection on the printer.
03Make sure your computer or phone is connected to the same network.
04Restart the printer.
05Restart the router if necessary.
06Open the HP app and check whether the printer is detected.
07If the Wi-Fi network or password has changed, reconnect the printer to the network.
08If the printer still cannot be detected, restore Wi-Fi setup mode and repeat the setup process.

For a new setup, keeping the printer close to the router can also make the initial connection easier.

9. When Basic Troubleshooting Is Not Enough

A printer that repeatedly jams, produces poor-quality prints, shows error messages, loses network connectivity or requires frequent cartridge replacement may need more than a software reset.

For an office printer, regular maintenance and timely technical support can prevent small issues from becoming work interruptions.

If you need HP printer sales, rental, servicing, AMC or technical support in the UAE, Printone provides printer solutions for businesses across the UAE, including equipment supply and printer service support.

Need help with your HP printer? Talk to the Printone team for printer sales, rental and service support in the UAE.