What is Universal Print
Universal Print is a modern print solution that organisations can use to manage their perhaps infrastructure through cloud services from Microsoft.
The solution runs entirely on Microsoft Azure. When deployed with compatible printers, it doesn’t require any on-premises infrastructure.
For non-compatible printers you can use the Universal Print connector software which will allow these devices to be connected to Universal Print.
Do I need a License for Universal Print.
Yes, in order to use Universal Print, user will require one of the following license in Microsoft 365 which has the feature.
List of subscriptions that include Universal Print.
- A Universal Print-eligible license is assigned to the user by a Global Administrator.
- To configure and manage Universal Print, the corresponding administrator must have a Universal Print-eligible license assigned.
- To configure and manage Universal Print, an administrator must be assigned either of the following two Azure Active Directory (Azure AD) roles: Printer Administrator or Global Administrator.
- A client device (to install and print from Universal Print) running Windows client OS, version 1903 or beyond.
- An Internet connection.
Where to start
To get started we need to start with installing the Universal print connector. Current In-Market printers cannot communicate with Universal print directly and require the use of a proxy Universal print connector.
Steps 1: How to Install the Universal print Connector
Universal Print Connector Perquisites
- Universal Print is enabled in your Azure tenant
- Your user account has the role Printer Administrator or Global Administrator
- Your user account is assigned a Universal Print license
- Windows 10 64-bit, Pro or Enterprise, version 1809 or later
Windows Server 2016 64-bit or later (Windows Server 2019 64-bit or later is recommended)
- .NET Framework 4.7.2 or later
- A host PC that meets the following requirements
- Running 24×7 (e.g. sleep/Hibernate are disabled).
- Always has a connection to the internet.
- Has access to the following internet endpoint
Installing the Connector
Download the Universal print Connector from the following link: https://aka.ms/UPConnector
- Run the installer
- Once install is complete , click on Launch to start the registration process of the Universal Print Connector
Click on “Login”
Once sign in completed , scroll down and provide a name for the connector and then click “register”
Wait for the registration process to complete.
Once the registering process is complete, you will then see a list of available printers.
- Select the printer you want to register from the list of Available Printers and click “register”
The print will now be available in the “registered Printers” List
Step 3: Sharing Printers using the Universal Print Portal
In the Universal Print portal, the sharing makes the printers accessible to users. Before a user can print to a printer, it must be shared and that user must be granted access.
To share a print, navigate to the Universal Print Portal: https://portal.azure.com/#blade/Universal_Print/MainMenuBlade/Printers
From the “Printer” blade, you will now be able to see the newly registered printer. However you will notice that its “share status” is current as not “shared”.
To share the printer , select the printer and click on “Share on the top menu.
Once you click on the share option, you will notice a blade opening on the right hand side, here you can select who has permission to print to this printer or you can select “Allow access to everyone in my organizations” for the purpose of this DEMO I will select “Allow Everyone in my organisation”
Click on “Share Pinter” at the bottom of the page.
Step 4: Add a Universal Print printer to a windows device
Before we can add a Universal Print printer to a user’s device, you will have to ensure the following:
- The user’s device is connected to internet.
- The user’s device is either:
- Azure AD joined,
- Azure AD registered, or
- Hybrid Azure AD joined
- The Universal Print printer has been shared.
- The user has been added to the permissions of Universal Print printer that is to be added on the device.
- The user has been assigned the license to use Universal Print. For more information about assigning licenses, see Assign or remove licenses in the Azure Active Directory portal.
To add a Universal Print printer to a Windows client device
- Select Settings > Devices > Printers & Scanners
- Click on Add a printer or scanner
Click on “Add Device” to add the Universal Print Printer
Ps. For Universal Print printers, the driver selected on user’s Windows device is “Universal Print Class Driver”. Do not change the driver for Universal Print printers.
If you have trouble locating the Universal print printer, then you can have a look at installing the Windows 10 Version 20H2 update. This will give you the option for “Search Universal Print for Printers”