Get started with HP LaserJet Pro MFP 3101fdw for small businesses

This guide assumes an HP LaserJet Pro MFP 3101fdw in a small office with an existing WiFi network. It is based on HP’s own user manual and the HP Smart documentation (see the sources above): we have not installed the printer ourselves, but gone through HP’s material and collected the steps that actually require decisions, in the order a small office runs into them.

We skip the unboxing itself: toner and the paper tray are covered by the quick-start guide in the box. This guide starts once the printer is powered on.

Getting the printer onto the network

The easiest route according to HP’s documentation is the HP Smart app:

1. Download HP Smart to your phone or computer.
2. Create an HP account or log in.
3. Select Add printer and follow the guide. The app finds the printer automatically.
4. Select the office WiFi network and enter the password.

If you prefer cable, that works just as well: connect the printer with a network cable and the router assigns it an IP address automatically. The computers then find it via HP Smart.

Add the printer on each computer

Windows: Open Settings → Bluetooth & devices → Printers & scanners, click Add device and select HP LaserJet Pro MFP 3101fdw from the list.

macOS: Go to System Settings → Printers & Scanners, click the plus button and select the printer. macOS downloads the driver automatically.

Two settings worth changing right away

Duplex printing as default. Open the printer properties on a computer, go to Settings/Options and check Duplex printing. Save as default, and every document then prints on both sides unless specified otherwise.

Scanning to where the documents actually belong. Via the printer touchscreen you can scan directly to:

• Email: enter the SMTP settings for the company’s email server.
• Network folder: specify a shared folder on the company’s server or NAS.
• Cloud: HP Smart supports sharing to OneDrive, Google Drive, Dropbox and more.

GDPR tip: Make sure scanned documents are not saved on HP’s servers if they contain personal data. Use a local network destination or encrypted email.

Frequently asked questions

How often do I need to change toner? That depends entirely on your print volume. According to HP, the standard toner lasts for about 1,500 pages and the high-capacity toner for about 3,000 pages. Work out how many pages you print per week and you can see what that means for replacement intervals. Volume also varies with what you print: dense text and images use more toner than sparse text.

Can multiple users print at the same time? That is exactly what a network printer is built for. Print queues are handled internally by the printer, so as long as it is connected to the network, several computers can send jobs at the same time without colliding. They simply queue up one after another.

Do we need a server to share the printer? No, you don’t. The network connection makes the printer available to all devices on the same network directly, with no separate print server or always-on computer sharing it.

When WiFi falls short

The printer is only as reliable as the network it sits on. If the office needs better coverage or a new router, we have gone through the network equipment for small businesses.