Have you ever hit “Print” and had your document go to the wrong printer, or even to a virtual printer like “Microsoft Print to PDF” when you intended to send it to your physical device? This common frustration often arises when your default printer isn’t set correctly. Windows automatically assigns a default printer, but it might not always be the one you use most frequently. This can lead to wasted paper, missed deadlines, or simply unnecessary clicks each time you print.
As someone who frequently switches between home and office setups, I’ve had my share of accidental prints to the wrong device. Knowing how to change default printer in Windows is a fundamental skill that streamlines your printing workflow and saves you time and hassle. This guide will show you the most straightforward ways to set your preferred printer as the default, covering both modern Windows Settings and the classic Control Panel.
What is a Default Printer?
Your default printer is the printer that Windows automatically selects every time you initiate a print job from an application (like Microsoft Word, a web browser, or an image viewer), unless you manually choose a different one. Setting your most-used printer as the default ensures a quicker, more efficient printing experience.
Method 1: Change Default Printer Using Windows Settings (Windows 10 & 11)
This is the most modern and recommended method for changing your default printer in Windows 10 and Windows 11.
Step 1: Open Windows Settings
- Click the Start button and then click the Settings gear icon.
- Alternatively, press Windows key + I on your keyboard to open Settings directly.
Step 2: Navigate to Bluetooth & devices (or Devices)
- In the Settings window, on the left-hand pane, click on “Bluetooth & devices“ (in Windows 11).
- In Windows 10, it’s typically just “Devices.”
Step 3: Go to Printers & scanners
- In the right-hand pane, click on “Printers & scanners.“
Step 4: Manage Windows Default Printer Setting
Before you select a default printer, it’s crucial to disable a specific Windows setting that can interfere. Windows often tries to manage your default printer for you based on the last printer you used. While seemingly convenient, this can be annoying if you use multiple printers irregularly.
- On the “Printers & scanners” page, locate the setting called “Let Windows manage my default printer.”
- Toggle this setting OFF. This ensures that Windows will not automatically change your default printer based on your last print job. If this setting is already off, you can proceed.
Step 5: Select Your Desired Default Printer
Now that Windows won’t interfere, you can manually set your default.
- Scroll through the list of your installed printers.
- Click on the printer you want to set as your default. This will expand its options.
- Click the “Set as default” button.
- You’ll see a small message confirming that your selected printer is now the default.
Method 2: Change Default Printer Using Control Panel (Windows 7, 8, 10 & 11)
The classic Control Panel method works across virtually all modern Windows versions, including Windows 10 and 11, and can be useful if you prefer the traditional interface or need to troubleshoot.
Step 1: Open Control Panel
- Search Bar: Click the Start button, type “Control Panel,” and click on it from the search results.
- Run Dialog: Press Windows key + R, type control and press Enter.
Step 2: Navigate to Devices and Printers
- In the Control Panel, set the “View by” option (top-right corner) to “Category”.
- Under “Hardware and Sound,” click on “View devices and printers.”
- If your “View by” is set to “Large icons” or “Small icons,” simply click on “Devices and Printers.”
Step 3: Set Default Printer
- In the “Devices and Printers” window, you’ll see a list of all your installed printers.
- Right-click on the printer you wish to make the default.
- From the context menu, select “Set as default printer.”
- You will see a green checkmark appear next to the printer icon, indicating it is now the default.
What if the Printer I Want Isn’t Listed?
If the printer you want to set as default doesn’t appear in either list, it means it’s not installed on your system. You’ll need to add it first.
- Add a Printer (Windows Settings):
- Go to Settings > Bluetooth & devices > Printers & scanners.
- Click on “Add device.”
- Windows will scan for available printers. If it finds yours, follow the on-screen prompts to install it.
- If it doesn’t find it, click “Add manually” and follow the instructions to install it using its IP address, hostname, or by selecting a driver.
- Add a Printer (Control Panel):
- Go to Control Panel > Devices and Printers.
- Click “Add a printer” at the top of the window and follow the wizard.
Confirming Your Default Printer
After making the change, you can easily confirm it:
- In Settings: Go back to Settings > Bluetooth & devices > Printers & scanners. The printer you selected will have “Default” listed below its name.
- In Control Panel: In “Devices and Printers,” the default printer will have a green checkmark next to its icon.
- In any application: Open a program like Notepad, Word, or your web browser. Go to File > Print. The printer displayed by default in the print dialog should be the one you just set.
Troubleshooting Common Issues
- “Set as default printer” is grayed out:
- This almost always means the “Let Windows manage my default printer” setting (in Settings > Printers & scanners) is ON. Turn it OFF.
- You might not have the necessary administrative privileges to change the default printer if you’re on a shared computer in a network environment.
- Printer not appearing in the list:
- Ensure the printer is powered on and connected to your computer or network (wired or Wi-Fi).
- Check printer cables.
- Restart the printer.
- If it’s a network printer, ensure your computer is on the same network.
- Try adding the printer manually as described above.
- Check for updated printer drivers from the manufacturer’s website.
- Default printer keeps changing back:
- Again, ensure the “Let Windows manage my default printer” setting is OFF. This is the most frequent cause of this problem.
By following these simple steps, you can quickly and reliably change your default printer in Windows, ensuring your print jobs always go to the right destination without extra fuss. This small adjustment can significantly improve your daily computing convenience.
