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How to Fix Shared Printer Not Visible to Other Computers
Printer IssuesIntermediate15-30 minutes

How to Fix Shared Printer Not Visible to Other Computers

Difficulty
Intermediate
Time
15-30 minutes
Category
Printer Issues

You've shared a printer on one PC but other computers on your network can't see it or connect to it, and here's how to fix it.

💡What's Happening

You have a printer connected to one computer and you want other computers on your home or office network to use it. You've gone through the sharing settings, but when you try to add the printer from another PC, it doesn't show up in the list or you get "printer not found" errors. Printer sharing issues are usually caused by network discovery settings, firewall rules, workgroup mismatches, or Windows sharing permissions. Let's get all your computers talking to that printer.

✓Quick Checks (Do These First)

  • Keep the host PC on – The computer with the printer must be powered on and awake for sharing to work
  • Verify same network – Make sure all computers are on the same WiFi network or connected to the same router
  • Test network connectivity – Try accessing a shared folder from the other PC to verify basic network sharing works
  • Check printer is actually shared – On the host PC, verify sharing is enabled for the specific printer

🔧Step-by-Step Fixes

Fix 1: Enable Network Discovery and File Sharing (Host PC)

Windows needs these features turned on to share printers.

  1. On the computer with the printer connected, press Windows + I to open Settings
  2. Go to Network & Internet
  3. Click Sharing options (or Advanced sharing settings)
  4. Under Private network profile, select:
  5. ✓ Turn on network discovery
  6. ✓ Turn on file and printer sharing
  7. Scroll down to All Networks
  8. Under Password protected sharing, choose Turn off password protected sharing (for home networks)
  9. Click Save changes

This allows other computers to discover this PC on the network.

Fix 2: Share the Printer Correctly

Make sure the printer is actually set to shared mode.

  1. On the host PC, go to Settings > Devices > Printers & scanners
  2. Click your printer
  3. Click Manage
  4. Click Printer properties
  5. Click the Sharing tab
  6. Check Share this printer
  7. Give it a simple Share name (no spaces or special characters, like "OfficeHP" instead of "Office HP LaserJet")
  8. Click Apply, then OK

The printer is now shared on the network.

Fix 3: Add the Shared Printer (Client PC)

On the computer that needs to use the shared printer:

  1. Open Settings > Devices > Printers & scanners
  2. Click Add a printer or scanner
  3. Wait for it to search
  4. If your printer appears, click it and follow prompts
  5. If it doesn't appear, click The printer that I want isn't listed
  6. Select Select a shared printer by name
  7. Type: \\HOSTNAME\PrinterShareName
  8. Replace HOSTNAME with the host computer's name (find it in Settings > System > About)
  9. Replace PrinterShareName with the share name you set earlier
  10. Click Next and follow installation prompts

Example: \\DESKTOP-PC\OfficeHP

Fix 4: Configure Firewall to Allow Printer Sharing

Windows Firewall may be blocking sharing.

  1. On the host PC, search for Windows Defender Firewall
  2. Click Allow an app or feature through Windows Defender Firewall
  3. Click Change settings
  4. Scroll down and find File and Printer Sharing
  5. Make sure both Private and Public are checked
  6. Click OK

If you use third-party firewall or antivirus software, check its settings to allow printer sharing and network discovery.

Fix 5: Verify Workgroup Settings Match

All computers need to be in the same workgroup to discover each other easily.

  1. On each computer, right-click This PC or My Computer
  2. Select Properties
  3. Look for Workgroup name
  4. They should all say "WORKGROUP" (default)
  5. If any are different, click Change settings
  6. Click Change next to workgroup
  7. Type WORKGROUP (all caps)
  8. Click OK, then restart the computer

Fix 6: Install Printer Driver on Client PC First

Sometimes Windows can't auto-install the driver for a shared printer.

  1. On the client PC, go to the printer manufacturer's website
  2. Download the driver for your printer model
  3. Install the driver (but don't connect the printer)
  4. After installation, go to Settings > Printers & scanners
  5. Click Add a printer or scanner
  6. Try adding the shared printer again using the \\HOSTNAME\PrinterName method

Having the driver pre-installed often resolves connection issues.

⚠️If Nothing Worked

If the client PC still can't see the shared printer, try these advanced steps: ping the host PC by IP address to verify network connectivity (open Command Prompt and type ping 192.168.x.x). Make sure both PCs are using the same network profile (Private, not Public). Check if any VPN or network proxy is interfering. Try disabling IPv6 on both computers (sometimes causes name resolution issues). As a last resort, connect the printer directly to your router via USB (if it supports USB printing) or get a wireless print server.

📞When to Call a Pro

If you're setting up printer sharing for a business with multiple users and need proper permissions, user authentication, or integration with Active Directory, professional IT setup is recommended. If you have a complex network with VLANs, managed switches, or business firewalls, basic Windows sharing may not work without proper network configuration. If you need reliable printer sharing with print queuing, logging, and management features, a dedicated print server may be a better solution.

Need Professional Help?

If you're in the Tampa Bay area and need hands-on assistance, Geeks in Sneaks provides friendly, on-site tech support in Clearwater, Clearwater Beach, and Dunedin.

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Related Topics

networksharingwindowsprinter-sharingnetwork-discovery

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