Productivity
Have You Tried Microsoft Universal Print? Learn What It Can Do for You
In today's digital workplace, printing remains an essential function for just about all businesses. But keeping up with your print infrastructure can be a time-consuming task. One printer down can mean work comes to a standstill.
In today's digital workplace, printing remains an essential function for just about all businesses. But keeping up with your print infrastructure can be a time-consuming task. One printer down can mean work comes to a standstill. Another ongoing challenge is keeping up with printer drivers and firmware. Printers are network devices, and one that misses firmware updates can give an attacker a foothold that is easy to overlook.
Microsoft has come up with a solution to streamline print management called Microsoft Universal Print. It offers a modern answer to age-old print problems. Here is what it can do for your organization.
What Can Microsoft Universal Print Do for You?
Microsoft Universal Print is a Microsoft 365 cloud print service that runs on Azure. It can replace much of the on-premises print server infrastructure that many offices still maintain. Here are some of the ways it can improve your document handling.
Simplifying Print Management. Microsoft Universal Print removes the need for on-premises Windows print servers. Organizations manage printers, shares, and permissions from the cloud, and Windows 10 and Windows 11 devices print to Universal Print printers without installing a vendor driver. That reduces the time spent on print server configuration, driver packages, and print queue maintenance.
Integration with Microsoft 365. A key advantage of Universal Print is that it is part of Microsoft 365. Users sign in with their Microsoft Entra ID (formerly Azure Active Directory) account, so every print job is tied to an authenticated user. Windows 10 and Windows 11 devices print natively, and Macs running macOS Sonoma 14.6.1 or later can print after installing the free Universal Print app from the Mac App Store. Microsoft does not yet support printing from iOS, so check the platforms your team actually uses before you plan a rollout.
Flexibility and Scalability. Universal Print works with both modern and older printers, so many businesses can keep their existing fleet. Printers labeled Universal Print ready connect to the service directly. Older printers connect through the Universal Print connector, a small piece of software installed on a Windows computer or server on the same network. Centralized control and monitoring make it easier to add or retire printers as the business changes.
Streamlined Printer Deployment. Deploying printers across an organization can be a time-consuming task. Microsoft Universal Print simplifies this process by providing a centralized portal for printer management. Administrators can easily add and configure printers, assign them to specific users or groups, and manage printer settings from a single interface. This eliminates the need for manual configuration on individual devices and ensures a consistent printing experience across the organization.
Enhanced Security and Compliance. Print security is a critical concern for businesses, especially in today's threat landscape. Microsoft Universal Print uses Microsoft Entra ID for authentication and access control, and printers are shared only with the users or groups you choose. It also supports secure release, so a sensitive document prints only when the user is at the printer and releases it, for example by scanning a QR code with a phone. Universal Print also works with Microsoft Intune (formerly Microsoft Endpoint Manager), which can deploy Universal Print printers to Windows devices and the Universal Print app to Macs from one place.
Insights and Analytics. Understanding print usage and optimizing print infrastructure is essential for efficient cost management. Microsoft Universal Print includes usage reports that show print volume by user and by printer, which helps organizations see usage patterns and identify opportunities for optimization. With that visibility, businesses can make informed decisions about where printers are needed and how to reduce printing costs.
Is Microsoft Universal Print for You?
Microsoft Universal Print offers a modern and efficient approach to print management. It simplifies printing for organizations, reduces on-premises print infrastructure, and ties every job to a signed-in user. It is included in Microsoft 365 Business Premium and in Microsoft 365 E3, E5, and F3, among other plans, and each license adds a monthly allowance of print jobs that is pooled across the organization; it can also be bought on its own. Whether it is right for you will depend on your printing needs, how much you print, which licenses you already own, and the devices your team uses. Microsoft's Universal Print documentation lists the current eligible licenses.
The team at Cyber One Solutions can help you understand the full capabilities of Microsoft Universal Print, including the costs versus the benefits. Contact us today to chat about your technology needs.