Printing can be a hassle when your IT infrastructure is entirely cloud based. However, with Microsoft Universal Print that need not be the case! This cloud-based printing solution is designed to streamline your printing experience and make it as seamless as possible. In this article, we’ll explore some top tips for using Microsoft Universal Print, making your life easier and your printing endeavors a breeze.
Microsoft Universal Print: A New Era of Printing
Embracing the Cloud
The most significant selling point of Microsoft Universal Print is its Office 365 and Microsoft 365 cloud-based functionality. By connecting your printers to the cloud (and thus Office 365), you’ll unlock a wealth of benefits, including:
- Easy printer management
- Device-independent printing
- Enhanced security and compliance
To make the most of these cloud-powered perks, you’ll first need to ensure that your printers are compatible with Universal Print or the Universal Print connector. If they are, then you’re all set to dive into our tips for using Microsoft Universal Print!
Top Tips for Using Microsoft Universal Print
Simplify Printer Management
Managing multiple printers across various locations can be a headache – especially if your organization no longer has on-premise servers. With Microsoft Universal Print, you can easily centralize your printer management on Microsoft 365, keeping everything in one place. To do this:
- License Universal Print and assign users a license. Universal Print is a paid service and is licensed per print job, but the licensing is included in many M365 subscription plans. As outlined by this article, you can confirm your subscription to Universal Print from the Azure Active Directory console.
- Register your printers with Universal Print in the Azure management portal. Many newer business-class printers support Microsoft Universal Print. Note that if you want your printer directly connected to the Universal Print service, some printers require authentication for every print job (the user enters a PIN or password at the printer and then the printer prints – secure, but frustrating for the users who just want to print).
You can also use the less secure but more user-friendly Universal Print connector (see next step).
- Set up a Universal Print connector. This software is designed to run on an always-on computer, and it talks to the Universal Print cloud service and your local printers.
- Configure printer shares, user access, and permissions in the Azure portal.
- Deploy the printer to your computers. Note that all computers using Universal Print need to be Azure AD Joined, Azure AD Registered, or Hybrid Azure AD joined.
- Enjoy centralized printer management in the Azure portal!
Utilize the Print Queue Feature
With the print queue feature in Microsoft Universal Print portal, you can effortlessly manage your printing tasks. This function allows you to:
- Prioritize urgent print jobs
- Pause or cancel print jobs
- View the progress of print jobs
- Monitor printer usage
Make use of the print queue to stay on top of your printing tasks and keep your workflow smooth. Administrators can also grant supervisors or department heads rights to manage printers – delegating some IT management down to the end users.
Optimize Print Settings
Optimizing your print settings is essential to achieve the best results. Here are some handy tips:
- Choose the right paper size and orientation
- Set the appropriate print resolution
- Adjust the print layout
- Enable duplex printing for double-sided prints
Taking the time to fine-tune your print settings will ensure you get the perfect print every time.
Microsoft Universal Print has revolutionized the printing experience, making it more efficient, convenient, and user-friendly than ever before. By following our top tips for using Microsoft Universal Print, you’ll be able to streamline your printing process, manage your print tasks with ease, and make the most of this powerful new technology. So, what are you waiting for? Dive in and start mastering the art of Microsoft Universal Print today!
Looking for help with Microsoft Universal Print? As always, we’re here to help.