Microsoft Universal Print is a cloud-based print service that allows businesses to manage printers and print jobs securely from any device without relying on traditional print servers. Universal Print integrates with Microsoft 365 and Microsoft Entra ID to provide a seamless printing experience for users, simplifying print management and reducing IT overhead.
In this guide, we will walk you through the process of setting up and managing Microsoft Universal Print, ensuring that your organization can easily configure printers, connect devices, and manage print jobs through the cloud.
What is Microsoft Universal Print?
What is Microsoft Universal Print?
Microsoft Universal Print is a modern cloud-based print management solution designed to replace traditional print servers. It provides organizations with a centralized and secure way to manage printing for all users and devices connected to Microsoft 365.
Universal Print benefits include:
- Cloud Integration: Fully integrated with Microsoft 365 apps and services, including Microsoft Teams, OneDrive, and SharePoint, for seamless printing from documents stored within these platforms.
- Reduced IT Overhead: Eliminates the need for on-premises print servers, saving IT resources and simplifying print management.
Enhanced Security and Compliance: Universal Print enhances the security of print jobs and ensures compliance with organizational policies, such as encryption and secure print queues.
Prerequisites for Using Microsoft Universal Print
Before setting up Universal Print, ensure that your organization meets the following prerequisites:
1. Microsoft 365 Subscription: Universal Print License is available with Microsoft 365 Business Premium, Microsoft 365 Enterprise E3/E5, and Microsoft 365 A3/A5 subscriptions. Ensure your organization has one of these subscriptions.
2. Microsoft Entra ID: Your organization must be using Microsoft Entra ID (formerly Azure Active Directory) for user and device authentication and access control.
3. Printer Compatibility: Ensure the printer is Universal Print-compatible. Modern printers typically have built-in support for Universal Print, but older models require a Universal Print Connector.
4. Device Requirements (Recommended platforms)
- Windows 11 64-bit, Pro or Enterprise, version 22631 or later
- Windows Server 2025 64-bit or later
- Devices can be Azure AD Joined, Hybrid AD Joined, or Azure AD Registered.
5. Universal Print Connector
If your printers are not directly compatible with Universal Print, you will need to install the Universal Print Connector on a Windows machine that can connect to the printers.
- For printers that aren’t Universal Print ready, you’ll need:
- A compatible Windows machine or server.
- .NET Framework 4.8 or later. Download Link
- Access to specific Microsoft endpoints (e.g., *.print.microsoft.com).
6. Internet Access: A stable internet connection is essential as Universal Print operates entirely in the cloud.
Latest Features of Microsoft Universal Print
Microsoft has continued to enhance Universal Print with new features aimed at improving user experience, security, and print management:
- Print Job Authentication: With the latest updates, Universal Print now supports print job authentication, ensuring that only authorized users can release their documents at the printer. This helps secure sensitive documents.
- Hybrid Print Infrastructure: Universal Print now supports hybrid printing, allowing organizations to maintain both cloud-based and on-premises print solutions, making it easier for businesses transitioning to the cloud.
- Multi-Printer Support: The service now supports multi-printer environments, enabling businesses with large fleets of printers to manage all devices seamlessly from a single interface.
- Direct Printing from Microsoft Teams: Users can now print directly from Microsoft Teams, SharePoint/OneDrive, simplifying the process of printing shared documents, meeting notes, and other collaborative materials.
- Improved Print Job Management: Administrators can now track and manage print job usage more effectively through Microsoft Entra ID Admin Center, helping to identify trends and optimize printing resources.
- Secure Print and Pull Printing: Organizations can configure secure print and pull printing capabilities, ensuring that print jobs are only released once the user is physically present at the printer.
Step-by-Step Guide to Configuring Microsoft Universal Print
Step 1: Assign Universal Print Licenses
- Check Your Subscription:
Universal Print is included with Microsoft 365 and Windows 10 subscriptions like Enterprise E3/E5 or Business Premium. You can also purchase standalone licenses.
2. Assign Licenses:
- Log in to the Microsoft 365 Admin Portal.
- Navigate to Billing > Licenses.
Assign licenses to users or groups
Create a Group or Dynamic group for better management.
Step 2: Add a Printer to Microsoft Universal Print
Why You Need It: If your printers are not Universal Print ready, the connector bridges the gap.
Modern printers now directly support Universal Print features, allowing you to configure them directly on the printer console, without the need for a connector. The connector is only required for devices that do not support Universal Print. You can review the list of supported universal printers
- How to Install:
- Download the connector from Microsoft’s website.
- Install it on a Windows 10 or Print Server machine that can access your printers.
- Register the connector in your Azure tenant using a Global Admin or Printer Administrator account.
Step 3: Register Your Printers
Open the Universal Print Connector interface.
- Login on the Universal Print connector with Global Admin or Printer Admin.
- Give the connector Name and register the printer connector.
- Select the printers you want to use and register them with Azure. (for me I have only one but you may have multiple)
Note: Only printers recognized as “local printers” can be registered.
- Select the all printer which you want to share with Users. You can track the progress below Operation List.
- Once the registration is completed you should see the printer under the Registered Printers.
Step 4: Share Printers
1. Go to the Azure Portal and Search for Universal Print > Manage > Printers.
2. Choose a printer and click Share.
3. Assign access to specific users or groups.
Step 5: Add Printers on User Devices
Once the printers are added, users can print from their devices via Universal Print:
- Print from Microsoft 365 Apps: Users can print directly from apps such as Word, Excel, or PowerPoint by selecting a Universal Print-enabled printer.
- Windows Devices: Users on Windows 10/11 can access Universal Print from the Print dialog by selecting a Universal Print-enabled printer.
- Mobile Devices: On iOS and Android, users can print through Microsoft Office apps or the Universal Print app.
Here are steps for Windows Devices
- On a Windows 11 device, go to Settings > Bluetooth & Devices > Printers & Scanners.
- Click Add a printer or scanner to discover shared printers.
- Select the desired printer and click Add Device (These are just examples for the printers)
Recommendation: Deploy these printers using an Intune configuration profile to all Intune-enrolled devices for better management and assign the correct printer for right user.
Step 5: Troubleshooting and Maintenance
Here are some common issues and troubleshooting steps for Universal Print:
-
- Printer Not Showing in Print Dialog: Ensure the printer is properly registered, and access is granted to the right users or groups.
- Print Jobs Not Reaching Printer: Check the Universal Print Connector and verify that the network connection is stable.
- Print Job Failures: Review the print queue in the Admin Center to identify and resolve any stuck or failed print jobs.
Check out the Microsoft Universal Print Troubleshooting guide if you are having some issue with the Universal Print
Best Practices for Managing Microsoft Universal Print
To optimize the use of Universal Print, follow these best practices:
- Implement Secure Print: Enable secure printing to ensure that sensitive documents are only printed when users are authenticated at the printer.
- Limit Printer Access: Assign printers only to users and groups who need access to minimize the risk of unauthorized printing.
- Monitor Print Usage: Regularly review print usage data to identify trends, manage resources, and reduce waste.
- Keep Printer Firmware Updated: Ensure that all printers are running the latest firmware to maintain compatibility with Universal Print and ensure optimal performance.
Conclusion
Microsoft Universal Print is a powerful cloud-based print management solution that simplifies the process of managing and securing print infrastructure within your organization. By leveraging Microsoft Entra ID for authentication, Universal Print integrates seamlessly with Microsoft 365 to provide a reliable, secure, and scalable printing solution.
With the latest features such as print job authentication, hybrid print infrastructure, and direct printing from Teams, Universal Print continues to enhance the printing experience for businesses. By following this guide, your organization can easily set up, manage, and troubleshoot Universal Print to streamline operations and reduce IT overhead.
FAQs
- What is Microsoft Universal Print?
Microsoft Universal Print is a cloud-based printing solution that allows organizations to manage printers and print jobs from any device without the need for traditional print servers. - Do all printers support Microsoft Universal Print?
No, only modern printers with built-in Universal Print support can be directly configured. Older printers require the Universal Print Connector. - Can I use Universal Print with my mobile device?
Yes, users can print from iOS and Android devices via Microsoft Office apps or the Universal Print app. - What subscriptions are required for Universal Print?
Universal Print is available with Microsoft 365 Business Premium, Microsoft 365 Enterprise E3/E5, and Microsoft 365 A3/A5 subscriptions. - How do I manage printers with Universal Print?
Printers can be managed via the Microsoft 365 Admin Center, where administrators can configure printers, assign access, and monitor print jobs.
Explore More from MS Cloud Explorers
- Microsoft Entra ID Global Secure Access: A Comprehensive Guide
- Understanding Microsoft Entra ID Dynamic Groups: A Complete Guide
- Microsoft Entra ID Conditional Access Policies: All in one Place
- Microsoft Entra ID: Complete Guide, Features, Security, and Subscriptions
- Microsoft Intune Implementation: Streamlining Mobile Device Management for Your Business
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