How to Secure Your Wireless Printer in the Office

Wireless printers make office life convenient. You can print straight from a laptop in a meeting room, share one device across multiple coworkers, and skip the jungle of cables. But convenience comes with responsibility—if your printer isn’t properly secured, it can become a serious liability.

Modern Wi-Fi printers are basically small computers. They have their own operating systems, store temporary files, and connect to networks. That means a single compromised printer can leak documents or even give someone a route deeper into your network. In fact, industry reports suggest that 61% of organisations experienced at least print-related data loss in the last 12 months—that’s not a statistic you want your office to contribute to.

So, let’s talk about how to keep your wireless printer secure, with practical advice even small offices can apply.

Are Wireless Printer Security Risks a Real Threat?

Printers today are far from simple output devices. They process jobs, store temporary files, and interact with mobile devices or cloud services. All that connectivity makes them convenient, sure, but it also opens the door to vulnerabilities if safeguards aren’t in place.

Some of the main risks include:

• A compromised printer can leak sensitive data if someone intercepts print jobs.
• Outdated firmware might let hackers run malicious code directly on the device.
• An open network connection could allow intruders to “pivot” from your printer to other systems.

How to Secure Your Wi-Fi Printer

Securing a wireless printer doesn’t require advanced technical skills, but it does require a deliberate approach. Most issues come down to overlooked settings, old configurations, or features that were never really needed in the first place. 

Follow these steps to tighten up your wireless printer’s security and reduce everyday risks in your office:

1. Change Default Credentials 

When your new printer arrives, it often comes with default, easy-to-guess login credentials like “admin / 1234.” Manufacturers include these for quick setup, but they make your wireless printer a super easy target for hackers. 

One of the simplest steps you can take is to change your printer’s default login credentials. Here’s what to do:

• Log in to the printer’s admin panel (usually through its IP address in your browser).
• Change both the username and password.
• Use a long, complex password—at least 12 characters with symbols and numbers.
• If your printer allows multiple access levels, limit “admin” rights to IT or trusted staff.
  

2. Update Firmware 

Your Wi-Fi printer runs on firmware—basically, its own built-in software. Like any software, it can contain bugs or vulnerabilities that manufacturers patch over time. To keep your firmware up to date:

• Identify the printer model and look for firmware updates. Most major printer brands, like HP, Canon, and Brother, publish these updates on their websites.
• If you see a setting for automatic updates, switch it on.
• If automatic updates are not available, schedule a regular (e.g., quarterly) review of firmware status.
• Once the update finishes, run a quick test print to make sure everything is working as expected.
  

3. Keep Wireless Printers on Their Own Network

Most users overlook a critical point: your printer doesn’t need to be on the same network as your computers. In fact, it shouldn’t be.

A printer can be its own weak link. If a hacker sneaks in through it, they might move sideways into file servers or workstations. To mitigate this risk, set up a separate VLAN or Wi-Fi network just for printers and IoT devices. For example, “OfficeMain” for employees and “OfficePrint” for printers. Then, configure your firewall so only specific IP addresses—like staff computers—can send print jobs.

It sounds techy, but any IT person can set this up in under an hour. And the payoff is big: even if your printer’s compromised, it won’t have a straight path to your business data.

4. Secure the Wi-Fi Connection

If your printer connects wirelessly, the strength of that Wi-Fi setup matters more than you might think. Therefore, you should confirm that your connection meets these specific security standards:

• Use WPA2-Enterprise or WPA3 encryption. Avoid WEP—that’s basically the floppy disk of Wi-Fi security.
• Disable WPS (Wi-Fi Protected Setup). It was designed to make connecting easy, but “easy” and “secure” don’t mix well. Attackers can brute-force WPS pins in minutes.
• If possible, use Ethernet. It’s less convenient, but wired printers are harder to mess with remotely. 
  
  

5. Turn On Printer Security Features

Most office printers come loaded with useful security features. The problem? Hardly anyone uses them. 

• Secure Print Release – Jobs will only print when you enter a PIN or tap your ID card at the device. Great for sensitive docs like payroll or contracts.
• Data Encryption – Make sure the printer uses HTTPS or TLS for print jobs and admin access.
• User Authentication – Limit who can use specific functions, like scanning to email or accessing stored files.
• Logging and Alerts – Enable logs so you can see who printed what and when. Some printers even send alerts for failed login attempts.
• Disable Extras – Turn off services you don’t use (like FTP, Telnet, or remote printing from the internet).

6. Don’t Forget Physical Security

Physical access is often the easiest way in. Even the best network security won’t help if someone can just walk up and plug in a USB drive.

Minimise physical access risks by taking these precautions:

• Place printers in monitored areas or restricted offices.
• Lock devices handling confidential information in copy rooms or offices.
• Before discarding or selling an office printer, wipe the storage completely. Most devices keep temporary copies of scans and print jobs.

And about those unclaimed printouts? They’re one of the most common data leaks. Think about what’s left sitting in the tray: invoices, contracts, even HR forms. Encourage staff to pick up documents promptly, or better yet, use that Secure Print feature.

7. Disable What You Don’t Use

Printers come packed with features, and while they add convenience, each one can also introduce risk. In light of this risk, deactivating any unused features is the safest approach for your network.

Other things to check:

• Remote or cloud printing (Google Cloud Print, for example) — Disable unless required.
• Email or scan-to-cloud features — Restrict to verified accounts.
• Guest printing — Put it on a separate guest VLAN.
• Legacy protocols like FTP or Telnet — Disable and use HTTPS or SFTP instead.

The goal isn’t to make life difficult—just to trim down your printer’s “attack surface.” Fewer open doors mean fewer ways in.

8. Monitor, Review, and Educate

Effective security is an ongoing process rather than a one-time task. Printers, like everything else on your network, need attention now and then.

Check logs once a month. Look for odd patterns like jobs printing at 2 a.m. or repeated login failures. If your printer supports alerts, use them.

And don’t underestimate education. Most print-related breaches happen because someone didn’t know better. Encourage staff to:

• Avoid printing confidential data on public or guest networks.
• Collect their pages immediately.
• Report strange printer behaviour—yes, even that one random error message that keeps popping up.

If you manage a larger office, hold a short annual “device security refresher.” It sounds tedious, but people actually like learning practical things they can use right away.

9. Pick Secure Equipment from the Start

If you’re upgrading or buying new printers, consider security features before hitting “order.” Look for:

• Regular firmware updates and long vendor support cycles.
• Built-in encryption and authentication tools.
• Audit and logging functions.
• Integration with your existing IT systems or identity management.

HP, Canon, and Brother all have enterprise-grade lines that include these features by default. Yes, they might cost a little more upfront. But the long-term peace of mind is worth it, especially when handling sensitive or regulated data.

10. Keep Wireless Printer Security Part of the Routine

The biggest mistake offices make with printer security is treating it as a one-time task. Security only works when it becomes part of your regular IT routine—just like updating computers, reviewing access permissions, or backing up data.

With this in mind, ensure printers are included in your standard security checklist:

• Review printer settings during IT audits.
• Update passwords when staff roles change.
• Revisit network segmentation when your office grows.
• Reassess which features are enabled at least once a year to ensure they remain relevant and effective.

Final Thoughts: Are Wireless Printers Secure?

The short answer is—yes, they can be. But only when they’re treated like the networked devices they are.

Without proper setup and maintenance, printers can quietly introduce security gaps that put sensitive documents and systems at risk. The good news is that most wireless printer security risks are manageable. Strong passwords, firmware updates, and built-in security features make a huge difference, especially when they’re reviewed as part of regular office IT routines.

And if you need help setting up, securing, or troubleshooting your printer, professional support can save time and avoid disruptions. At the Printer Repair Centre, we provide expert repairs, maintenance, and on-site service to keep your office printing secure and reliable. Contact us today to book a service or speak with our team about securing your wireless printer.