Why the print server is often the last thing left
When moving to the cloud, files, email and accounts usually go first. Printing stays behind because it simply works: the printers were once installed on the server, the drivers come from the server and laptops get the printers through a logon script or group policy. As long as that stays the case, the server cannot be switched off. That server then still has to be updated and secured, and print services have been a well-known target for attackers in the past. If you retire the server, printing has to be part of the plan.
Two ways to print without a print server
- Universal Print: the printer is registered in Microsoft 365. Print jobs go to the printer via the cloud, so staff can print from anywhere with internet, without a VPN. Permissions are set per printer with users or groups, and via Intune the right printers appear automatically on the right laptops. This suits offices with several printers, several locations or staff who work in different places.
- Directly via IP: the laptop prints straight to the printer’s network address, using the manufacturer’s driver. Via Intune you deploy the printer and driver, so nobody has to install anything themselves. This is simple and cheap, but only works on the office network and needs a fixed IP address for the printer.
What you need for Universal Print
- A suitable licence: Universal Print is included in several Microsoft 365 plans, including Business Premium. If you have a different plan, check first whether it is included. See also our article on choosing a Microsoft 365 plan.
- Suitable printers: many newer printers and multifunction devices can register with Universal Print themselves. Older printers can join through the Universal Print connector, a small program on a Windows computer that is always on. That means you again have a device that must keep running; for old printers, replacing them is sometimes the better choice.
- Managed laptops: with laptops in Intune, you set up printers centrally. Without central management, every employee has to add the printer themselves, which leads to questions.
The switch step by step
- Take stock: which printers and multifunction devices are there, who uses which printer, and which trays, paper sizes or fixed settings matter, such as black and white by default or a separate tray for letterhead.
- Firmware and security: update the printers, change the default admin password and turn off services you do not need. Printers are often forgotten in updates; see also our article on firmware updates.
- Pilot group: let a few colleagues print through the new route for a week before the whole office switches.
- Roll out and clean up: deploy the printers to all laptops via Intune, then remove the old server printers so staff do not keep picking the old printer by accident.
- Do not forget scanning: a multifunction device that scans to a folder on the server has to change too. See our article on scan to email with Microsoft 365.
How Floor ICT handles this
Floor ICT takes stock of all printers and scanners, checks which are suitable for Universal Print and advises per location whether Universal Print or direct printing via Intune fits best. We update the printers, set up printers and permissions centrally, test with a pilot group and then roll out to everyone. Only when printing and scanning demonstrably work without the old server do we switch off the print server. That way the server can really go, and staff mainly notice that printing works the same way at home and at the office.