Adding Printers on Windows

There are two ways to add a printer on Windows.  Whenever possible, we prefer to add printers using our print server.  If a printer is not on the print server then we add a printer by hostname.  Please do not add printers by IP address.

Print Server (for university owned computers)

  1. You will need the name of the printer.  This will look like “<Building Name><Room#>prn<Printer #>”  Ex: “BEXL032prn4”  Your building manager may have this information.  If they don’t then give us a call.
  2. Hold the Windows key and press R to open the run dialog.  In the run dialog type “\\cos-print
  3. You can browse for the printer or search for it.  When you find the printer you want, double click it to install it.
  4. Once it finishes installing, you should see the printing queue for the printer like this
  5. If the printer you are installing is a Ricoh copier, then follow the steps here: Ricoh Code - Windows
  6. Print a document and call us if you have any trouble.

Hostname (personal computers and printers that are not on the print server)

  1. You will need the Hostname of the printer.  Your office manager may have this information.  If not, give us a call and we can find it for you. Ex: “”
  2. Press the windows key and search for “Devices and Printers
  3. In Devices and Printers, click “Add a printer
  4. Click “The printer that I want isn’t listed”
  5. Select “Add a printer using a TCP/IP address or hostname” and click next.
  6. Enter in the printer’s hostname for the hostname and port name. Make sure that “Query the printer and automatically select the driver to user” is checked.  Click next.
  7. If Windows cannot find a driver then give us a call.  We will install the driver and add the printer for you.  Otherwise, you should be given the option to name the printer.  You can call it whatever you like and click next.
  8. Select “Do not share this printer” and click next:
  9. You can set the printer as your default if you want.  Click finish.
  10. You are now connected to the printer.  If you are adding a Ricoh copier, see Ricoh Printing Codes below.

Adding a printer MacOS

  1. You will need the Hostname of the printer.  Your office manager may have this information.  If not, give us a call and we can find it for you. Ex: “”
  2. Use Spotlight Search to find printers and scanners: Press the mac key and space, then type “printers and scanners”.  Press enter:
  3. Switch to the IP tab:
  4. Set the Protocol to “HP Jet Direct – Socket”:
  5. Enter the printer’s hostname in the address field, a descriptive name in the name field and check to make sure that the proper driver is found in the use field:
  6. If you see “Generic Postscript Driver” in the use field, then give us a call.  This means that MacOS couldn’t find the right driver and we will need to install it manually.
  7. Click add.  You should see a dialog somewhat like this:
  8. Once that dialog closes, the printer will be available.  If the new printer is a Ricoh copier that requires a printing code, then see Ricoh Code - MacOS below.

Ricoh Code - Windows

  1. Press the windows key and search for “Devices and Printers
  2. Find the Ricoh Copier in the list of printers and right click it:
  3. Select the detailed settings tab:
  4. Click Job Setup:
  5. Enter your printing code (Same as your copier code) into the user code box:
  6. Click Ok.  Then send a test print to the printer.  If it doesn’t print then give us a call.

Ricoh Code - MacOS

  1. Not all Ricoh copiers require a printing code.  Your office manager may know whether you need one or not.  It will be the same as your copier code if you have one.
  2. Open a document and print it using the printing dialog (Press command + p):
  3. Switch to the “Job Log” tab:
  4. Click “Enable User Code” and type your printing code into the User Code field:
  5. Under Presets, select “Save Current Settings as Preset”:
  6. Give the preset a descriptive name, like “Ricoh - with code”, and check “All printers”
  7. Note: Any time that you print to a Ricoh printer, you will need to select this preset.