How to Set Your Default Printer on Windows and Mac

Understanding What a Default Printer Is and Why It Matters

A default printer is the printer your computer automatically sends documents to when you click "print" without choosing a specific device. Think of it as your computer's standard choice. When you open a document in Microsoft Word, Google Chrome, or any other program and select print, your operating system looks for the default printer and sends the job there unless you manually pick a different one.

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Setting a default printer saves time, especially if you have multiple printers connected to your computer. Many workplaces have several printers in different locations—one in the office, one in a break room, and one in a storage area. A home office might have both a color inkjet printer for photos and a laser printer for documents. Without a default selected, you would need to choose which printer to use every single time you print something.

The default printer setting is stored in your operating system. Windows and Mac handle this differently, but both systems remember your choice and apply it across all programs. If you frequently use one printer over others, setting it as default reduces steps and potential mistakes. For example, if you accidentally print to the wrong printer, sensitive documents might sit unattended in the wrong location, creating privacy concerns.

Your default printer choice can change over time. If you get a new printer, switch jobs, or simply prefer a different device for a while, you can update your default at any point. The process is reversible and takes only a few moments.

Practical takeaway: Identify which printer you use most often. This is the device you should set as your default to reduce printing errors and save time throughout your day.

How to Set Your Default Printer on Windows 10 and Windows 11

Windows makes it straightforward to designate a default printer through the Settings application. The process is nearly identical whether you use Windows 10 or Windows 11, though the interface looks slightly different between versions.

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To begin on Windows 11, click the Start button in the lower left corner of your screen. Type "settings" in the search box and select "Settings" from the results. Once the Settings window opens, look for the search bar at the top and type "default printer." Windows will filter the options and show you "Printers & scanners" as a result. Click on this option to access your printer settings.

In the Printers & scanners section, you will see a list of all printers connected to or installed on your computer. Look for the printer you want to set as default and click on it once. A menu will appear with options. Select "Set as default" from this menu. Windows will confirm the change, and that printer is now your default.

If you do not see your desired printer in the list, it may not be installed on your computer yet. In the Printers & scanners window, you will see an option to "Add a printer or scanner." Click this button, and Windows will search for nearby devices. If your printer is turned on and connected to the same network as your computer, it should appear in the search results. Select it and follow the prompts to install the printer drivers—the software that allows Windows to communicate with your printer.

For Windows 10, the steps are similar but accessed through a different path. Open Settings by clicking the Start button and typing "Settings." Once in Settings, click "Devices" in the left sidebar. Then select "Printers & scanners." You will see the same list of available printers. Click on the one you want as your default, and a set of options will appear. Select "Manage," and then on the next screen, click "Set as default."

If a printer is already set as default and you want to change it, simply select a different printer from the list and choose "Set as default." Only one printer can hold this status at a time, so Windows will automatically remove the default status from the previous printer.

Practical takeaway: Remember that Windows stores your default printer choice even after you restart your computer. If you frequently move between locations, you can change your default printer as often as needed—there is no limit to how many times you can update this setting.

How to Set Your Default Printer on Mac

Mac users access default printer settings through the System Preferences or System Settings menu, depending on which version of macOS they are running. Newer versions of macOS use "System Settings," while older versions call it "System Preferences." Both names refer to the same general control center for your computer's configuration.

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To set a default printer on a current Mac running macOS Ventura or newer, click the Apple logo in the top left corner of your screen. Select "System Settings" from the dropdown menu. In the System Settings window, look for "Printers & Scanners" in the left sidebar and click it. You may need to scroll down to find this option if it is not immediately visible.

When you open Printers & Scanners, you will see a list of all printers connected to your Mac. To set one as your default, look for a dropdown menu labeled "Default printer" near the top of the window. Click this dropdown and select the printer you want to use by default. Your selection takes effect immediately.

If your desired printer does not appear in the list, you will need to add it first. Look for a plus button (+) at the bottom of the printers list. Click it, and your Mac will search for available printers on your network. If your printer is powered on and connected to the same Wi-Fi network as your Mac, it should appear. Select it and click "Add." Mac will install the necessary drivers automatically in most cases.

For older Macs running macOS Monterey or earlier, the process is similar but accessed slightly differently. Click the Apple menu and select "System Preferences." Then click "Printers & Scanners." The same dropdown menu for selecting a default printer appears in this window. Select your preferred printer from the dropdown menu labeled "Default printer."

Mac also has an option called "Default paper size," which you can set at the same time. This determines the standard paper size your Mac assumes when you print. Most users in the United States should set this to "US Letter," while other countries may use "A4." Adjusting this setting prevents your Mac from asking about paper size every time you print.

Practical takeaway: Mac stores your default printer choice across software restarts and system updates. If you get a new printer or switch networks, simply return to Printers & Scanners to select a different default.

Managing Multiple Printers and Switching Between Them

Many people own or have access to multiple printers. A home office might include both a color printer for photos and documents and a black-and-white laser printer for high-volume text printing. Offices often have specialized printers—standard devices for everyday use, photo printers for marketing materials, and large-format printers for blueprints or posters. Setting a default handles the most common scenario, but you will still need to switch printers occasionally.

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When you want to print to a non-default printer, the process is straightforward on both Windows and Mac. Open the document you want to print and select "Print" from the File menu or press Ctrl+P (Windows) or Command+P (Mac). A print dialog will open. This dialog shows your current default printer, but it includes a dropdown or selection area where you can choose a different printer. Click on this dropdown, select the printer you want to use for this particular job, and then click Print or OK.

This temporary selection does not change your default printer. Once that print job completes, your default printer remains the same for future printing. You only need to manually select a different printer when you specifically want to use it.

If you find yourself frequently switching between two printers, consider which one you truly use most often and make that your default. Then manually select the other printer only when necessary. This approach minimizes the number of times you need to make a manual selection.

Network printers—printers connected to your office or home Wi-Fi network rather than directly to your computer—may have a slight delay before appearing in your printer list. If you recently connected a network printer and do not see it in your available printers list, wait a minute and refresh the list. On Windows, you can click "Add a printer or scanner" again to force a new search. On Mac, try unplugging the printer's power cable for 10 seconds, then plugging it back in, which often makes it visible to your computer.

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