It’s hard to explain to kids who grew up in the age of cloud computing just what a pain printer drivers used to be. It meant juggling multiple drivers and legacy printers, having to manually update drivers on every machine, rolling out ad hoc firmware updates and driver patches. It was…a lot. The good news is that we now live in a world with universal print drivers (UPD).
A UPD is basically a software solution designed to work across a wide range of printer models and brands. Instead of installing a unique driver for every printer in your fleet, a universal print driver offers a single, standardized interface that simplifies the whole config, streamlines deployment, and improves compatibility. Super handy when you need to figure out how to print remotely, or in BYOD environments.
So, what is a remote printer driver?
A remote printer driver is essentially the same thing: a software component that allows your device – even if it’s not directly connected to a printer’s local network – to send print jobs to that printer. These drivers are often used in remote desktop environments, VPN-based setups, or cloud print infrastructures. Places where the physical printer is off-site.
Remote printer drivers basically ‘trick’ your operating system into thinking the printer is local. They compress, package and route the print job to the remote location, where it’s rendered just as it would be locally.
The big benefit of universal print drivers: simplification
So why do we need universal drivers? Well, the main benefit of a UPD is that it simplifies the chaotic world of driver management. Instead of having dozens, or even hundreds, of drivers installed across your system, you can deploy a single, adaptable driver that works with most printer models.
This is particularly cool for IT teams managing hybrid or BYOD environments. UPDs can auto-detect printer capabilities, offer consistent print dialog experiences, and reduce the overhead caused by driver updates and compatibility issues. Plus, they’re a great asset for remote users who need to print on unfamiliar hardware.
If you need some help configuring your UPD, we’ve built a handy FAQ for global print driver queues .
Remote vs. cloud print drivers: What’s the difference?
Okay, so just to complicate things further, while the terms ‘remote printer driver’ and ‘cloud print driver’ are sometimes used interchangeably, they aren’t exactly the same thing.
A remote printer driver typically operates over an internal network or VPN, connecting directly to the printer using traditional driver protocols.
On the other hand, a cloud print driver relies on cloud infrastructure to submit and route print jobs via the internet. It doesn’t need direct access to the printer, and often doesn’t require a full driver install at all.
And here’s the cool bit: cloud print solutions can integrate with universal print drivers to offer even broader compatibility and reach.
Virtual desktops and remote environments
[body] For companies using Virtual Desktop Infrastructure (VDI) or Remote Desktop Services (RDS), remote print driver functionality is absolutely critical. It’s the glue that holds the whole system together.
Users might be printing from a virtual session hosted in one data center to a printer located in a different region. And in those environments, universal print drivers are the thing that helps bridge the gap by offering driverless printing or using printer redirection. They make sure the print dialog reflects local device capabilities, even when the software session is remote.
Securing remote printing with encrypted drivers
Security is usually people’s biggest concern when it comes to how to print remotely . Print jobs can contain sensitive information, and sending them across networks always introduces risks. There’s no getting around it. The good news is that modern universal and remote print drivers support encryption protocols to keep your data safe in transit.
When shopping around, look for drivers and solutions that use SSL/TLS, IPSec, or end-to-end job encryption. For example, PaperCut’s Global Print Driver . In high-security environments, audit trails and access controls are also critical to prevent data leaks or misuse.
Real-world pros and cons of universal print drivers
Despite the name, universal print drivers won’t be the answer for everybody. Like any tech, they come with their pros and cons.
Pros:
- UPDs reduce IT workload by eliminating the need for multiple drivers
- They ensure consistent print behavior across devices and brands
- Simplify support for remote and mobile workers
- Improves compatibility in virtual environments
Cons:
- UPDs may not handle every printer-specific feature (stuff like advanced finishing or tray options)
- Some older printers may have limited support for UPDs
- Graphics-heavy documents don’t always render exactly as intended across all devices
For most organizations, the benefits tend to outweigh these limitations, especially when paired with strong print management software.
Maintaining quality and speed
A common concern we often hear is that remote printing will sacrifice output quality or speed. And while that can happen when things aren’t configured correctly, with modern remote and cloud drivers, this doesn’t have to be the case. Print job compression, smart spooling, and pre-rendering technologies mean you don’t have to suffer any loss of job quality.
To optimize your remote print performance, we usually recommend the following:
- Use universal drivers that support advanced rendering
- Avoid using scanned PDFs or unnecessarily large file formats
- Configure your remote driver to match printer capabilities
If you do run into some common problems, like missing paper sizes or unavailable tray options, incorrect print resolution, or unsupported color settings, it’s usually a good idea to update your printer firmware and drivers. And make sure to pair your UPD with print server software that translates these features for legacy models.
Supporting hybrid teams with cloud print drivers
Remote and hybrid work is here to stay, and in these environments, the ability to print without being tethered to the office is a must. Cloud print platforms, like PaperCut Mobility Print , leverage cloud print drivers to allow printing from anywhere.
Mobility Print integrates with UPDs to make deployment seamless. Really, users just log in, find a nearby or cloud-registered printer, and hit print. That’s it. There’s no VPN or local driver installation required.
If you want to learn more about PaperCut’s Global Print Driver , or how to setup Mobility Print, just give us a call. We’re always happy to help.
