HP DeskJet 2540 Wireless Setup

The HP DeskJet 2540 series is a straightforward home printer, but wireless setup can be finicky because it’s an older 2.4‑GHz‑only model that depends on the correct pairing mode. Once connected, it prints reliably from laptops and phones. This guide walks through resetting old network settings, connecting with HP Smart or WPS, adding the printer on Windows and macOS, and preventing the common “offline” surprises after router changes.

What You Need

You’ll need your Wi‑Fi name (SSID) and password and a 2.4 GHz wireless network. If your router uses a combined 2.4/5 GHz SSID, temporarily split the bands so the printer clearly joins the 2.4 GHz name. Keep the DeskJet within one room of the router while pairing. Disable VPN on your device during setup.

Reset Wireless Settings

If you’re reconnecting to a new router or troubleshooting a failed setup, start by restoring network defaults. On most DeskJet 2540 units, press and hold the Wireless and Cancel buttons together for about five seconds until the wireless light starts blinking. That puts the printer into Wi‑Fi setup mode.

Method 1: HP Smart Setup (Recommended)

HP Smart is the most reliable way to connect this model.

1. Install HP Smart on your phone or computer.
2. Open the app and tap Set Up a New Printer.
3. When the DeskJet 2540 appears, select it and follow prompts.
4. HP Smart will ask for your Wi‑Fi password and send it to the printer.

If HP Smart can’t find the printer, make sure the wireless light is blinking. You can also connect a USB cable temporarily if HP Smart offers that option; it uses USB to push Wi‑Fi settings, then switches back to wireless.

Method 2: WPS Push‑Button Setup

If your router supports WPS, you can pair without typing a password:

1. Press and hold the printer’s Wireless button until it blinks.
2. Within two minutes, press the router’s WPS button.
3. Wait for the wireless light to turn solid.

WPS is often disabled on mesh systems, so if it fails, go back to HP Smart.

Add the Printer on Windows

After Wi‑Fi pairing, go to Settings > Bluetooth & devices > Printers & scanners and click Add device. Select the DeskJet 2540 series. If Windows doesn’t find it, choose The printer that I want isn’t listed and add by IP using the address from a network report or your router’s client list. Install HP’s full feature driver or HP Smart so you keep ink and maintenance tools.

Add the Printer on macOS

On macOS, open System Settings > Printers & Scanners, click plus, and select the printer when it appears. If it doesn't appear, add by IP with protocol IPP. Choose the HP driver or HP Smart in Use when offered. Print a test page after adding.

Mobile Printing

Once on Wi‑Fi, iPhone and iPad users can print via AirPrint from any app using Share > Print. Android users can print through HP Smart or enable the HP Print Service Plugin/Mopria. If AirPrint doesn’t show the printer, disable VPN/Private Relay and ensure your phone is on the same Wi‑Fi.

Fixing “Printer Offline”

Offline errors are usually a port mismatch. Print a wireless test report to find the printer’s IP, then:

• On Windows, check Printer properties > Ports and select the port matching the IP, not an old WSD entry.
• Uncheck Use Printer Offline in the queue window.
• Reserve the printer IP in your router so it doesn’t change.

On macOS, remove and re‑add the printer if it stays offline.

Other Common Issues

Blinking wireless light forever: The printer never received credentials; rerun HP Smart and verify password. Connection fails on WPA3: Switch router security to WPA2 or mixed WPA2/WPA3. Printer disappears after sleep: Wake the printer, wait 20 seconds, then retry; firmware updates in HP Smart can improve wake reliability.

Maintenance After Setup

Print a quality diagnostic page from HP Smart to confirm black and color output. If text is faint, run Clean Printhead and print a few pages to re‑prime ink. Keep paper dry and flat; feed slips can look like wireless failures when jobs cancel.

Quick Checklist

• Restore network defaults and confirm blinking wireless light.
• Use HP Smart (preferred) or WPS to join 2.4 GHz Wi‑Fi.
• Add the printer on Windows/macOS with HP drivers.
• Reserve the IP to prevent repeat offline errors.

With this setup sequence, your HP DeskJet 2540 should connect wirelessly and remain visible to every device on your network.