How to Set Up a Printer Remotely for a Family Member

A new printer arrives at your parents’ house, or a friend’s laptop suddenly cannot find the printer, and you are hours away. You can still set up a printer remotely for them. The trick is to split the job: the hands-on steps happen at their end while you guide them by video, and the computer side happens on their screen while you drive it with a screen-sharing tool. This guide shows how to plan the session, which free tools to use, and how to stay safe.

This is an independent guide. We are not affiliated with Microsoft, Google, Apple or any printer maker, and we do not offer remote support ourselves.

What can and cannot be done remotely

Task	Remote?
Unpacking, removing tape, fitting ink or toner, loading paper	No, they do it while you watch on video
Joining the printer to Wi-Fi from its control panel	Usually they press the buttons, you read out the steps
Adding the printer on a Windows PC or Mac	Yes, over screen sharing
Installing the maker’s app or driver	Yes, though they may need to approve prompts
Setting the default printer, paper size and two-sided printing	Yes
Printing from a phone or tablet	They do it; you guide them

Before the session: collect four things

A few minutes of preparation saves a long, frustrating call.

1. The printer’s exact model, from the front of the printer or the box.
2. A photo of the control panel, so you know whether it has a touch screen, a small display or just buttons.
3. The computer type: Windows PC, Mac or Chromebook, and roughly how old it is.
4. The Wi-Fi name and password, written down and next to them. The printer will need it.

Look up the printer’s setup steps from the maker’s manual in advance. Our new printer setup guide covers the first-hour checklist that applies to almost every model.

Part 1: the physical setup on a video call

Use any video call app on their phone and ask them to point the camera at the printer.

1. Unpack and power on. Remind them to remove all orange or blue tape and packing inserts, including inside the lid.
2. Ink or toner and paper. Guide them through fitting the cartridges or filling the tanks and loading plain paper.
3. Join Wi-Fi. On models with a screen, the wireless setup wizard asks them to pick the network and type the password. On button-only models, the WPS button on the router is often easier; see connect a printer with WPS. If the printer refuses to join, check our 2.4 GHz Wi-Fi guide, since many printers cannot use 5 GHz.

When the printer shows that it is connected, ask them to read out or photograph the network status page; it often includes the printer’s IP address, which helps later. Our guide to finding a printer’s IP address lists other ways.

Part 2: take over the computer with screen sharing

Windows: Quick Assist

Quick Assist is included in Windows. According to Microsoft’s documentation:

1. Both of you open Quick Assist (search for it in Start, or press Ctrl + Windows + Q).
2. You, as helper, select Help someone. You may be asked to sign in; Microsoft says the helper needs a Microsoft account, while the person being helped does not have to sign in.
3. Quick Assist shows a time-limited security code. Read it to them over the phone.
4. They enter it under Get help and select Submit, then select Allow to share their screen.
5. Select Request control. They choose Allow again, and you can now use their mouse and keyboard.

Microsoft notes that in some cases the person being helped must answer User Account Control prompts themselves, so stay on the phone and tell them when to click Yes.

Any computer with Chrome: Chrome Remote Desktop

Google’s help page describes a support mode that works on Windows, Mac and Linux computers running Chrome:

1. They go to remotedesktop.google.com/support, install the small helper when asked and select Generate Code.
2. They read you the code. Google says each access code works only once.
3. You open the same address, enter the code under Give support and select Connect.
4. They see your email address and select Share.

Google also notes that the person sharing must confirm every 30 minutes that sharing should continue, and that a work or school computer may block it.

Mac to Mac: Screen Sharing

Apple’s Mac User Guide describes the Screen Sharing app (in Applications, Utilities). It describes connecting to a Mac on your network, or starting a new connection by entering a host name or Apple Account, after Screen Sharing has been turned on in the other Mac’s settings. You can then switch between observe and control modes from the View menu. Apple’s page notes that settings control who can send screen sharing requests.

Part 3: add the printer on their computer

Once you are in control, the steps are the same as on your own computer:

• Windows 11: Settings, Bluetooth & devices, Printers & scanners, Add device. Our Windows 11 add a printer guide covers the manual route if it does not appear.
• Mac: System Settings, Printers & Scanners, Add Printer, Scanner or Fax. See add a printer on Mac.
• Chromebook: see add a printer on a Chromebook.

Then tidy up the details that cause most future calls:

1. Set the default printer so documents do not go to a PDF printer by mistake. See set the default printer in Windows 11.
2. Set paper size to the paper they actually use (A4 or Letter) and switch on two-sided printing if they want it, using default print settings in Windows 11.
3. Remove old printers they no longer own, so the list stays short.
4. Rename the printer to something plain, such as “Kitchen printer”.

Finally, print a test page and ask them to confirm it came out.

Part 4: phones and tablets

You cannot take control of an iPhone or most Android phones from afar, but you rarely need to. If the printer supports AirPrint or Mopria, there is nothing to install: on a video call, show them the Share or menu button and the Print option. Our guides to printing from iPhone and printing from Android have the exact taps.

Stay safe: scams and good habits

Remote control gives the helper the same access as the person at the computer. Microsoft’s guidance is clear: only allow a helper to connect if you initiated the contact yourself. Pass on these rules to the person you help:

• No unsolicited help. Printer and software makers do not phone, email or pop up on screen asking to fix your printer. Hang up and close the window.
• Never pay by gift card or share bank details with anyone during a remote session.
• End the session when you are done (select Leave or Stop Sharing), and do not leave remote access tools signed in permanently unless you both agree.
• Use the maker’s own website for drivers and apps; avoid download sites and search adverts that claim to be printer support.

If something goes wrong

• The printer is not found. Check that the computer and printer are on the same Wi-Fi, not a guest network. Add it by IP address if you have it.
• Administrator password needed. If their account is a standard account, see install a printer without admin rights.
• The session keeps dropping. Slow connections struggle with screen sharing; ask them to move closer to the router or switch the call to the phone so video and screen sharing do not compete.