Learn How to Change Your Default Printer Settings
Understanding Default Printer Settings and Why They Matter
Your default printer is the printer your computer automatically selects when you choose to print a document without specifying which printer to use. Most computers and networks have multiple printers available—perhaps one color printer, one black-and-white printer, and one for specialty paper sizes. When you hit the print button in a word processor, email, or web browser, your system sends the job to whichever printer is set as the default.
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Default printer settings control more than just which physical machine receives your print jobs. These settings also determine how documents print, including paper size, color options, print quality, and whether pages print single-sided or double-sided. For example, if your default printer is set to print in color, every document will attempt to print in color unless you manually change that setting before printing. If double-sided printing is enabled by default, your documents will automatically print on both sides of the page, which can save paper and reduce costs.
Understanding how to change these settings matters for several reasons. In office environments, the wrong default printer might send your document to a printer across the building instead of the one near your desk. In households with both a color and black-and-white printer, you might waste ink by sending documents meant for the color printer to a basic model. Businesses spend approximately $2,700 per employee annually on printing and related supplies, according to research from the Environmental Protection Agency. Much of this expense relates to inefficient printer settings and unnecessary color printing.
Your computer's operating system—whether Windows, macOS, or Linux—stores default printer information in specific system files. When you change the default printer, you're essentially telling your operating system to modify which device receives print jobs by default. This process takes just a few clicks, and understanding it helps you work more efficiently. The practical takeaway: knowing your current default printer and how to change it prevents misdirected print jobs and helps you control printing costs.
How to Change Your Default Printer on Windows Computers
Windows computers store printer settings in the Settings application and in the classic Control Panel. The method varies slightly depending on which version of Windows you use, but the basic steps remain consistent across Windows 10 and Windows 11, which represent over 73% of Windows installations worldwide as of recent usage statistics.
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To change your default printer on Windows 10 or 11, open the Settings application by pressing the Windows key and typing "Settings," then selecting the Settings app from the search results. Once Settings opens, click on "Devices" in the left sidebar, then select "Printers and Scanners." You'll see a list of all printers connected to your computer, either through USB cables, network connections, or cloud printing services. Find the printer you want to set as default, click on it, and then click the "Set as default" button that appears. Windows will immediately apply this change, and all future print jobs will go to that printer unless you manually select a different one.
If you prefer using the traditional Control Panel method, press Windows key + R to open the Run dialog, type "control printers" and press Enter. This opens the Printers folder directly. Right-click on the printer you want as your default and select "Set as default printer" from the context menu. This older method still works on modern Windows systems and some users find it faster than navigating through Settings.
Windows also lets you set different default printers for different applications. Some programs allow you to specify a particular printer within their own settings. For instance, you might set your default printer to a basic black-and-white model, but configure your photo editing software to default to a color printer. This flexibility helps prevent accidental printing errors.
The practical takeaway: Windows gives you two straightforward paths to change your default printer—through Settings or Control Panel. Either method takes under 30 seconds. After making changes, verify the new setting worked correctly by checking the printer list again.
How to Change Your Default Printer on Mac Computers
Apple's macOS operating system handles default printer settings through the System Preferences application, now called System Settings in newer versions. The location of printer settings has moved slightly between macOS versions, but the core process remains similar. According to Apple's usage data, approximately 15-20% of personal computers use macOS, making this an important alternative to understand.
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On newer Mac computers running macOS Monterey or later, click the Apple menu in the top-left corner and select "System Settings." Then click "Printers & Scanners" in the sidebar. You'll see a list of available printers. Click the printer you want to set as default, then look for a dropdown menu that says "Default printer" and select your choice. Some Macs display this as "Use as default printer" button instead.
On older Mac systems running macOS Big Sur or earlier, open System Preferences rather than System Settings, then select "Printers & Scanners." The process is identical—click your desired printer from the list, and choose to set it as default. Mac systems also let you set a "Default paper size" at the same time, which determines what size paper your printer assumes you're using when you print.
Mac computers connected to shared printers on a network follow the same process. If your office has several networked printers, they'll appear in the Printers & Scanners list just like directly connected printers. You can change your default printer as often as needed, and macOS stores this preference in your user account settings. If multiple people share a Mac, each user account can have its own default printer.
A useful feature on Mac is the "Last Printer Used" option. Instead of selecting a specific default printer, some users prefer to have their Mac remember which printer they used most recently and use that as the default for the next print job. This setting appears in the same Printers & Scanners preferences area.
The practical takeaway: Mac users can set a default printer in about 20 seconds through System Settings. Remember that the exact menu names vary between macOS versions, but the printer settings are always located in the system preferences area.
Changing Default Printer Settings for Specific Applications
Beyond your operating system's default printer, individual applications often maintain their own printer preferences. Microsoft Word, Adobe Reader, Google Chrome, and other programs can each have separate default printer settings. This allows for more control—you might want emails to print on the black-and-white printer but photo editing software to use the color printer by default.
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In most applications, access printer preferences through the File menu. Look for "Print Settings," "Printer Settings," or "Print Preferences." Some applications display these options when you first open the Print dialog by pressing Ctrl+P on Windows or Command+P on Mac. Within the print dialog, look for a button or link labeled "Properties," "Preferences," "Options," or "More Settings." These buttons reveal detailed controls for that specific application's printing behavior.
Common printer settings you can adjust within applications include paper size, orientation (portrait or landscape), color mode (color, grayscale, or black-and-white), print quality (draft, normal, or high), and double-sided printing. Some applications save these preferences permanently once you set them. For example, if you configure Microsoft Excel to always print in landscape orientation on a specific printer, it will remember that setting the next time you print from Excel.
Network printers often have additional customization available through their own web-based interfaces. Many modern office printers can be accessed through a web browser by typing the printer's IP address into the address bar. This opens a printer administration panel where you can set defaults for paper trays, copy quantities, color defaults, and other features that affect how the printer behaves across the entire network.
Cloud printing services like Google Cloud Print and Apple AirPrint add another layer of default printer management. Users can set preferences for how documents print when sent from smartphones, tablets, or computers across different networks. These cloud services store your default printer choices in your user account online.
The practical takeaway: Applications and cloud printing services maintain their own default printer settings separately from your operating system defaults. Exploring the Print or Print Preferences dialog in your most-used applications reveals numerous customization options that can make your printing more efficient.
Managing Multiple Printers and Network Printer Selection
Modern workplaces and homes often have multiple printers serving different purposes. A typical office might have a general-purpose black-and-white laser printer for daily documents, a color printer for marketing materials, a large-format printer for posters or technical drawings, and specialized printers for labels or envelopes. Managing which printer serves as your default becomes more
This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.