A print server is the thing that connects printers to a network and lets multiple users access shared print queues from their computers. That’s basically it. It’s great for enterprise businesses, but for a small office it also provides a handy, central way to manage printers, drivers and access. The process (usually) goes like this: connect the printer to the network, install it on the server, share the queue, and then let users connect to it. Job done.
What is a print server?
The best way to think of a print server is as a system that manages print jobs between users and printers on a network. So instead of configuring every computer to communicate with every printer individually, users can connect to shared queues hosted by the print server.
Here’s the typical setup:
1. The user’s computer connects to…
2. Print server, which links up with…
3. Network printer, which prints your job.
A print server can help small businesses:
- Install and manage printer drivers
- Create shared print queues
- Control printer access
- Centralize printer settings
- Troubleshoot printing problems
A traditional, on-prem print server isn’t the only option, of course. Cloud-based print management can do similar stuff without the need for server racks, which may be good for businesses with hybrid workers. We’ve broken down the pros and cons of server vs cloud over here.
What do you need to set up a print server?
Before adding your first printer, you’ll need:
- A computer or server: Windows Print Server is most people’s go-to.
- A network-connected printer: Connect the printer to your office network using Ethernet or Wi-Fi.
- The correct printer driver: Check that the driver supports both your printer model and server operating system. For Find-Me printing across a mixed printer fleet a global print driver can simplify driver management.
- Administrator access: You’ll need permission to install printers, drivers and shared queues.
- Some kind of naming system: Use clear, easy-to-understand names like ‘Office-Colour’, rather than a string of numerical gibberish.
Hot tip: For network printers, using a predictable IP address or DHCP reservation can also help prevent queues from breaking (if the printer’s address changes).
How do you add a printer to a Windows Print Server?
Windows is the go-to print server for most offices these days. While the exact screens vary (depending on your version of Windows) the process for adding a printer to a server generally goes like this.
1. Connect the printer to the network
Connect the printer and confirm that it can talk to the office network. Find its IP address using the printer’s display (or network configuration page).
2. Install the printer on the server
Open the printer management tools on your Windows server and add a network printer using its address.
Select your printer driver. If Windows doesn’t have the correct driver, download one from the manufacturer’s website and install it on the server.
3. Configure the printer
Open the printer’s properties and check for stuff like:
- Paper size
- Colour or monochrome
- Duplex printing
- Paper trays
- Finishing options
Setting appropriate defaults server-side helps give users with a consistent configuration (not to mention cutting down on costs).
4. Share the printer
Enable printer sharing and give your queue a name. Users will typically access it using a path like:
\\PrintServer\Office-Printer
5. Connect users to the shared printer
On a user’s Windows computer, add a printer and select the option to connect to a shared printer. Enter the network path above (your exact path might be different).
Windows should connect the computer to the shared queue and install the required configuration.
6. Print a test page
Test the queue before rolling it out to everyone. Check that the job reaches the correct printer and that settings like paper size, colour and duplex printing are all working smoothly.
How do you connect a Mac to a print server?
Macs can use network printers but is slightly different from Windows. Depending on your environment, the print queue may be shared using SMB, LPD, or deployed using print-management software such as Mobility Print or Print Deploy.
On macOS, open System Settings > Printers & Scanners, click Add Printer, and choose the appropriate network printer.
Depending on your printer and network configuration, macOS may automatically identify a suitable driver or printing protocol (this makes life easier). If it doesn’t, no worries, you’ll just need to download some software from the printer manufacturer.
If your office has both Windows and Mac users, test the shared printing setup on both platforms before deploying it company-wide.
How do you secure a print server?
A print server centralizes printing, that’s its job. But it also becomes an important part of your IT environment. Especially when employees work remotely or print confidential documents.
We’ve covered print security in extensive detail elsewhere, but here are some basics to start with:
- Restrict admin access to users who actually need it.
- Always keep your server, drivers and printer firmware updated**.**
- Control network access and don’t expose the print server directly to the internet.
- Use printer permissions to restrict access where appropriate.
- Protect confidential documents with secure print release.
- Remove unused queues, users and drivers every quarter or so.
Want more than basic print-server functionality? Check out PaperCut print management.
What are the most common print server problems?
Problem | What to check |
Printer isn't showing | Network connection and IP address |
Jobs won't print | Driver, port and queue configuration |
Users can't connect | Sharing, permissions and network access |
Printer works on server but not PCs | Client connection and driver |
Printer disappears | Whether its IP address has changed |
Mac users can't print | macOS driver and protocol compatibility |
Documents are left at printer | Secure print release or authentication |
Is a print server really necessary for a small business?
This depends on what you mean by ‘necessary’. A traditional print server can make sense if you already have Windows server infrastructure and want more centralized control. But a lot of businesses are going cloud-based now, for various reasons.
The choice depends on things like the number of printers you’ve got, their locations, your operating systems, remote workers, security requirements and available IT resources.
FAQs about adding a print server
Q Can I use a Windows print server with Mac computers?
Yes, but compatibility depends on the printer, sharing method, protocol and available drivers. More info over here.
Q Does a print server need to be a dedicated server?
Nope. A print server can just be a computer that manages shared printers. It just needs to be reliable so that it’s available whenever users need to print.
Q Does a print server work remotely?
Traditional print servers generally rely on network access to the server and printers. Supporting remote users is possible, but it might require additional network configuration, like VPN access. If remote’s your thing, cloud print could be the better option.
Q Is a print server secure?
A print server can be very secure but simply using one doesn't make printing safe. Here’s a guide to get you started.
Q How do you choose the right print management solution?
A basic print server is a handy starting point, but growing businesses may need additional capabilities. Things like secure print release, print tracking, automated queue deployment and support for hybrid or mixed-device environments. That’s where PaperCut comes in.
Not sure which approach is right for your business? Compare PaperCut’s print management solutions to find the solution that fits.
