How to Secure a Printer on WiFi
Wireless printers are convenient, but they also expand your attack surface if they are left on default settings.
This guide explains how to secure a printer on WiFi with practical steps that protect print jobs, network access, and sensitive documents.
Why WiFi printers are security risks
A printer connected to a wireless network behaves like any other networked device: it has an IP address, listens for connections, and often includes a web-based admin interface.
If the device is misconfigured, attackers may intercept print traffic, change settings, or use the printer as a foothold inside the local network.
Common risks include weak admin passwords, outdated firmware, open wireless services, and exposed cloud-print features.
In offices, printers can also become a privacy issue because stored jobs and scanned documents may remain accessible long after they are printed.
Start with the printer’s built-in security settings
The first step in securing a printer on WiFi is to change the defaults.
Many devices ship with generic administrator credentials, permissive wireless settings, and management services enabled by default.
Change the administrator username and password
Log in to the printer’s embedded web server or control panel and replace any default credentials immediately.
Use a strong, unique password that is not reused on other devices or accounts.
- Use at least 14 characters when possible.
- Mix uppercase and lowercase letters, numbers, and symbols.
- Avoid names, dates, or common phrases.
- Store the password in a reputable password manager.
Disable features you do not use
Many printers include optional services such as remote management, guest access, peer-to-peer discovery, or automatic cloud integrations.
Turn off anything that is not required for daily printing.
- Wi-Fi Direct, if all printing goes through the router.
- FTP or Telnet administration, which are usually unnecessary.
- Legacy protocols such as SMBv1, if supported by the model.
- Unused scan-to-email or internet fax features.
Update firmware regularly
Printer firmware updates often fix vulnerabilities in network services, authentication, and document handling.
Check the manufacturer’s support page or update menu and apply patches as soon as they are available.
If the printer supports automatic update checks, enable them only if they come from the vendor and do not disrupt your environment.
For business fleets, schedule a monthly firmware review so updates do not get missed.
Use strong WiFi and router security
Securing the printer itself is only part of the job.
The wireless network and router settings determine how easily someone can reach the device in the first place.
Use WPA3 or WPA2-AES
Protect the WiFi network with WPA3-Personal if your router and printer support it.
If not, use WPA2 with AES encryption, not older WEP or WPA modes that are easier to break.
Do not rely on the printer’s own password alone.
Network encryption protects traffic between the printer and all devices on the WiFi network.
Create a separate network for printers
On many routers, you can place printers on a guest network, IoT network, or separate VLAN.
This limits access if another device on the main network is compromised.
- Keep printers isolated from personal laptops and workstations when possible.
- Allow only the devices that need to print or scan.
- Block internet access if the printer does not need cloud features.
Turn off WPS
Wi-Fi Protected Setup is convenient but can weaken security.
Disable WPS on the router so the network cannot be joined through push-button or PIN-based shortcuts that are easier to abuse.
Restrict who can reach the printer
A secure printer on WiFi should not be open to everyone on the network.
Access control reduces the chance of unauthorized printing, scanning, or configuration changes.
Use device-level access controls
Some printers support user authentication, PIN release printing, badge printing, or department codes.
These features are especially useful in shared workspaces because they prevent documents from sitting unattended in output trays.
Limit management access by IP address
If the printer supports admin ACLs or firewall rules, allow the management interface only from trusted devices or subnets.
This makes it harder for attackers on the WiFi network to reach the settings page.
Change the printer name and discoverability
A device name like “Office-Printer-01” is more useful than a generic factory name that reveals the model.
You can also reduce exposure by disabling unnecessary network discovery protocols such as Bonjour, AirPrint broadcast features, or UPnP where they are not needed.
Protect print data in transit and at rest
Printed documents can be sensitive before they ever leave the device.
Security settings that encrypt traffic and clear stored jobs help prevent data leakage.
Prefer encrypted printing protocols
Use secure protocols such as IPP over HTTPS, IPPS, or vendor-supported encrypted print paths when available.
Avoid unsecured protocols like raw port 9100 if your environment allows a more secure option.
For scanning, prefer encrypted email submission, SFTP, or HTTPS-based destinations instead of plain FTP or unencrypted network shares.
Clear stored jobs and logs
Many printers store recent job history, address books, scan destinations, and cached documents.
Review the device storage settings and enable automatic deletion where possible.
- Clear print queues after jobs complete.
- Remove old scan destinations and contact lists.
- Set retention periods for stored jobs.
- Use secure erase options if the printer supports them.
Harden the router and the surrounding network
If the router is weak, the printer is exposed even if the device itself is configured well.
Router hardening closes off common entry points used by attackers.
- Change the router admin password from the default.
- Keep router firmware updated.
- Disable remote administration unless absolutely required.
- Use a unique SSID that does not reveal your business name or location.
- Review connected devices regularly for unknown entries.
For small offices, firewall rules can also limit printer access to specific ports such as 443 for the web interface or approved printing ports only.
This helps reduce the amount of unnecessary traffic reaching the printer.
Secure mobile and cloud printing
Mobile printing is often where convenience creates the most risk.
Apps, cloud services, and email-to-print features can expose documents outside the local network if they are not carefully controlled.
Review app permissions and accounts
Only install manufacturer apps from trusted sources, and remove them from phones or tablets that no longer need printer access.
Sign in with the minimum account privileges required for printing.
Limit cloud print features
If the printer supports cloud print services, verify the vendor, access model, and retention policy.
Disable public sharing links and remove any unused connected services.
In regulated environments, consider whether cloud printing meets your compliance requirements for data handling, authentication, and audit logging.
Maintain printer security over time
Security is not a one-time setup.
Printers remain in service for years, and their firmware, network exposure, and user roles can drift over time if no one reviews them.
- Audit printer settings quarterly.
- Check for firmware updates on a schedule.
- Review administrator and user accounts regularly.
- Remove devices that are no longer in use.
- Verify that network segmentation still works after router changes.
For larger environments, keep a simple asset inventory with the printer model, IP address, firmware version, assigned network, and responsible owner.
That record makes it easier to spot unmanaged devices and respond quickly if a vulnerability is announced.
What is the safest setup for a WiFi printer?
The safest setup combines strong wireless encryption, a changed admin password, updated firmware, limited network exposure, and restricted access to management features.
A printer placed on a segmented network with encrypted print protocols and disabled unused services is far less likely to be compromised.
For home users, the most effective changes are usually updating firmware, using WPA2-AES or WPA3, and changing the default password.
For offices, adding VLAN separation, user authentication, and controlled print release provides stronger protection for shared devices.