Here’s some good news: you don’t necessarily need to replace an old printer to make it cloud-ready. If an older printer can connect to your local network or can be accessed through a compatible local print queue, cloud printing software can often make it available to authorized users.
Cloud printing software can connect legacy printers to modern cloud-based workflows, allowing users to print from Windows, Macs, Chromebooks, and other devices (without buying shiny, new, cloud-enabled hardware). The right approach depends on your printer, network and remote-printing requirements.
Let’s break it down.
What is cloud printing?
Cloud printing lets users send print jobs to printers through an internet-connected service (rather than relying entirely on a local computer-to-printer server connection). It can make printing easier across offices, remote locations and different types of devices.
Old-school printers usually weren’t designed for cloud printing, so they might lack capabilities like:
- Internet connectivity
- Modern cloud-printing protocols
- Cloud authentication
- Print drivers compatible with newer operating systems
- The software needed to communicate with cloud-based print services
But here’s the cool bit: the printer itself doesn’t necessarily need to have these capabilities. A software layer can act as the bridge between the cloud and the printer.
This means a business can extend the working life of their printers, instead of replacing perfectly functional hardware to add cloud connectivity.
Can you make an old printer cloud-ready?
Not every older printer can be made cloud-ready but often the answer is yes. There are a few ways to do this.
Option 1: Use cloud print management software
Cloud print management software provides a layer between users and existing printers.
For example, PaperCut Pocket can connect cloud-based print management with printers already installed in your environment. Users can then print from supported devices, while admins manage printers and users from one central place.
If you’re looking for a free way to make network printers available across different devices, PaperCut Mobility Print is another great option, especially when you have a mixed-up jumble of old and new printers.
Cloud print management software acts as a central bridge between existing printers and modern cloud workflows, supporting modern identity providers like Microsoft Entra ID and Google Workspace for easier authentication.
CTA: Want to make your existing printers cloud-ready? Try PaperCut Mobility Print for free.
Option 2: Use a print server with a cloud or remote-printing solution
A traditional print server can provide the local connection between cloud-printing software and older printers. The server manages printer queues and drivers, while the cloud or remote-printing layer connects users outside the local network.
The basic setup is:
Cloud or remote user > cloud/remote-printing service > print server > legacy printer
The printer connects to the server over your local network, and the server manages the printer queues and driver configurations.
This is great if your business already has a Windows print server, but on the flip side, it does introduce another piece of infrastructure that needs to be maintained and secured.
Option 3: Use a cloud connector or gateway
A cloud connector works in a similar way to a print server, but it’s designed specifically to bridge cloud-based print management with printers on a local network.
The connector communicates with the cloud service while maintaining a connection to local printers, .including those running on Windows on ARM64 architecture. This can be useful when you want cloud-based management without exposing your printers directly to the internet.
Should you replace an old printer or add cloud printing software?
If an existing printer is still printing to the standard you need, replacing it solely for cloud connectivity is usually unnecessary.
Consideration | Keep existing printer + software | Replace printer |
Hardware cost | Cheaper | More expensive |
Cloud functionality | Added through software | Probably comes built in |
Existing printer investment | Investment preserved | Investment lost |
Setup | Requires configuration | Requires installation and migration |
Printer age | Works best with supported hardware | You’re going to need new hardware |
Long-term support | Depends on printer and software | Generally easier to support |
Sustainability | Extends hardware lifespan | More trash in landfill |
As you can see, there’s a bunch of factors to consider. If a printer is already approaching the end of its useful life, replacement may make more sense. But if the hardware is reliable, a software overlay can be a cost-effective way to modernize your print environment.
How do you make a legacy printer cloud-ready?
The basic process is relatively straightforward.
1. Check the printer’s network connection
Determine whether the printer can connect to your local network. Ethernet is usually straightforward, but some older models will support Wi-Fi.
2. Confirm that computers can print to it
Before introducing cloud management, make sure the printer works correctly from at least one computer or print server.
3. Choose your cloud-printing approach
Decide whether you need:
- A free tool for cross-platform printing (like Mobility Print)
- Cloud-based print management
- A traditional print server
- A cloud connector or gateway
4. Install and configure the software
Follow the provider’s instructions to connect your existing printers.
5. Configure users and permissions
Decide who can print to each printer. For business environments, avoid making every printer automatically available to every user. More tips over here.
6. Test remote and local printing
Test the setup from the devices your employees actually use, including Windows PCs, Macs and Chromebooks.
Is cloud printing secure for old printers?
Cloud printing can be secure, but that security comes from your overall setup – not just the printer. Use authenticated users, encrypted connections, appropriate permissions and secure print-release to create an overlapping web of security protocols. The old castle-and-moat approach is pretty much dead these days. Zero trust all the way.
Secure cloud printing keeps your printers safe by using zero-trust rules, encrypted connections, secure print release, and trusted sign-in platforms like Microsoft Entra ID and Google Workspace.
FAQs about cloud printing with old printers
Q Can any printer become a cloud printer?
Not literally every printer. But most, yeah. The printer just needs to be accessible through a supported local connection, and the cloud-printing software has to support its operating system, driver or printing protocol.
Q Can I cloud print to a USB printer?
Potentially, yep. A USB printer can be shared through a connected computer or print server, which then acts as the bridge to the cloud service.
Q Does cloud printing work with Windows and Macs?
It does! The specific experience depends on your cloud-print platform and printer configuration (or you could ignore all that stuff with a cross-platform solution like Mobility Print).
Q Can I print from a Chromebook to an old printer?
Yes, provided the printer can be made available through a compatible printing solution.
Q Can I print remotely to an old printer?
Usually, yes. A cloud print management solution can allow an authorized remote user to send a job to a printer at another location, even an old one.
Q Is it cheaper to upgrade an old printer or replace it?
That depends, but generally it’s going to be cheaper to introduce a software layer, rather than shell out for an entirely new printer fleet.
Q What's the best way to make an old printer cloud-ready?
You don't necessarily need a new printer to take advantage of cloud printing. Software can bridge the gap between legacy hardware and modern cloud workflows, allowing businesses to extend the life of dusty, old legacy printers.
For simple cross-platform printing, try PaperCut Mobility Print for free. For organizations looking for broader cloud-based print management, check out PaperCut Pocket.
