Set Up Azure Universal Print Server, With Example of HP & Ricoh Printer Devices

How to Set Up Universal Print Server

Setting up a universal print server involves a series of steps designed to streamline and centralize the printing process in an organization. This guide will walk you through the process of setting up a universal print server, focusing on two popular printer brands, Ricoh and HP. We will cover everything from understanding what Universal Print is, to configuring the necessary software, and finally, printing from a device. This comprehensive guide ensures that your setup process is smooth and efficient.

What is Universal Print?

Universal Print is a cloud-based printing solution developed by Microsoft. It simplifies printer management by moving key print functionalities to the cloud. This service is particularly beneficial for organizations that have transitioned to remote or hybrid work environments, providing a seamless printing experience across various locations without the need for traditional on-premises print servers.

Universal Print is a Microsoft 365 subscription-based service that organizations use to centralize print management through the Universal Print portal. It’s fully integrated with Microsoft Entra ID and supports single sign-on scenarios.

What is a Universal Print Connector?

The Universal Print connector is a critical component that bridges your existing printers to the Universal Print service. This connector allows printers that do not natively support Universal Print to be used with the service. By installing the Universal Print connector on a Windows machine, you can enable your printers to communicate with Universal Print and receive print jobs from the cloud.

The Role of Universal Print Connector

The connector performs 3 main functions:

1. It enables the admin to register printers with Universal Print.
2. It reports print job status and printer status to Universal Print.
3. It fetches print jobs from Universal Print and delivers them to their target printer.

The connector can be installed on a computer running Windows where printers are installed to connect these printers to Universal Print. Alternatively, Microsoft partners offer different implementations of the Universal Print connector, such as appliances, that might be more suitable to your environment.

How to Download Universal Print Drivers

To ensure compatibility and smooth operation, it is essential to download the correct Universal Print drivers. These drivers allow your computer to communicate effectively with the Universal Print service and the connected printers.

1. Visit the Printer’s website and navigate to the Universal Print section.
2. For HP printers, locate the HP Printer Universal Driver.
3. For Ricoh printers, locate the Ricoh Printer Universal Driver.
4. Locate the driver download page and select the appropriate driver for your Windows system.
5. Download and install the driver on your computer, following the on-screen instructions.

Universal Print Prerequisites

Before setting up Universal Print, ensure you meet the following prerequisites:

• Admin Rights: You must have administrative rights on the Windows machine where you will install the Universal Print connector.
• Microsoft 365 Subscription: Ensure you have a valid Microsoft 365 subscription that includes Universal Print.
• Azure Active Directory (AAD): Your organization should be using Azure Active Directory for user management.
• Internet Connectivity: Reliable internet connection for communication between the Universal Print service and the printers.
• Operating System: Recommended platforms include Windows 11 64-bit, Pro or Enterprise, version 22621 or later, and Windows Server 2022 64-bit or later. Older platforms that are still supported (though not recommended) include Windows 10 64-bit, Pro or Enterprise, version 1809 or later, Windows Server 2019 64-bit, and Windows Server 2016 64-bit.
• .NET Framework: Ensure .NET Framework 4.8 or later is installed on the host PC.
• Host PC Requirements: The host PC should be running 24×7, always connected to the internet.

List of Subscriptions That Include Universal Print

Universal Print is available through several Microsoft 365 subscriptions, including:

• Microsoft 365 E3, E5, Business Premium (100 Jobs/Month)
• Microsoft 365 A3, A5 (100 Jobs/Month)
• Microsoft 365 F3 (5 Jobs/Month)
• Windows 10 Enterprise E3, E5, A3, A5 (5 Jobs/Month)
• Universal Print standalone subscription (5 Jobs/Month)

Ensure you have one of these subscriptions to access Universal Print services.

How to Set Up Universal Print

Setting up Universal Print involves several key steps. Follow these detailed instructions to ensure a successful setup:

Step 1: Launch a VM to Install Print Server Role

1. Launch Windows VM: Launch a Windows VM and choose the right configuration given above in the “Universal Print Prerequisites: section.
2. Install the Print Server Role: Go to Server Manager -> Role & Features -> Select “Print and Document Services”
   

Step 2: Install Universal Print Connector on Windows

1. Download the Connector: From the Universal Print section in the Azure portal, download the Universal Print connector software.
2. Install the Connector: Run the downloaded file and follow the installation wizard to install the Universal Print connector on your Windows machine.
3. Sign in: After installation, sign in with your Microsoft 365 admin account.
4. Register the Connector: Follow the prompts to register the connector with Universal Print.

Step 3: Install Universal Print Drivers on Windows VM

For Ricoh Printer Device:

1. Install the UP Drivers: Right click on Drivers and click on “Run as Administrator”.
2. Select a device: It option will search Printer device, if Printer device is not visible here, Click on -> “Click if you can’t find the Device.
   
   
3. Select a Search Method: Here you need to select “Specify device IP Address”. And then Enter IP Address of Printer Device.
   
   
4. Complete Installation: Follow the prompts to complete the installation and click “Finish.”.
   
5. Setup Print Manager: Go to Print Manager, navigate to “Print Server,” select the Ricoh printer, and enter the printer name under “Properties” > “General.” Then, click on “Sharing” and check the box “Share the Printer.”
   
   Then, click on Sharing -> and mark the checkbox – “Share the Printer”.

For HP Printer Device:

1. Install the HP Drivers: Right-click on HP drivers and select “Run as Administrator.”
2. Select Installation Mode: Choose “Traditional Mode,” which will create a regular print object in your Printers Folder.
   
   
3. Find a printer by other option: Select “Add a Printer using IP Address or hostname.”
   
   
4. Enter Printer Hostname or IP Address: Enter the IP address of the printer and set the device type to “Autodetect.”
5. Complete Installation: Follow the prompts to complete the installation and click “Finish.”

Step 4: Add Printers to the Connector

1. Open Universal Print Connector: Launch the Universal Print connector application.
2. Add Printers: Click “Refresh printers” and select the Ricoh and HP printers you registered earlier.
3. Register Printers: Register the printers to the Universal Print service through the connector interface.
   

Step 5: Register Printers with Universal Print

1. Sign in to Azure Portal: Use your admin credentials to sign in to the Azure portal.
2. Navigate to Universal Print: In the left-hand menu, select “Universal Print.”
3. Register Printer: Click on “Register printer” and follow the prompts to register your Ricoh and HP printers with Universal Print.

How to Add a Universal Print Printer to a Windows Client Device

1. Open Settings: On the Windows client device, open “Settings” and navigate to “Devices” > “Printers & scanners.”
2. Add a Printer: Click “Add a printer or scanner” and wait for the list to populate.
3. Select Universal Print Printer: Choose the Universal Print printer from the list and click “Add device.”
4. Install Drivers: If prompted, install the necessary drivers for the printer.

How to Get a Print on Printer Device

1. Open Document: Open the document or file you wish to print.
2. Select Print: Choose the print option from the application menu.
3. Choose Printer: From the list of available printers, select the Universal Print printer you added earlier.
4. Print: Adjust print settings as needed and click “Print” to send the job to the printer.

FAQs

What is Universal Print? Universal Print is a cloud-based printing solution by Microsoft that moves key print functionalities to the cloud, simplifying printer management.

What is a Universal Print connector? The Universal Print connector is software that allows non-Universal Print native printers to communicate with the Universal Print service.

How do I download Universal Print drivers? Visit the Microsoft website, navigate to the Universal Print section, and download the appropriate drivers for your operating system.

What subscriptions include Universal Print? Universal Print is included in subscriptions such as Microsoft 365 Business Premium, Microsoft 365 A3/A5, Microsoft 365 Enterprise E3/E5, Windows 10 Enterprise E3/E5, and Universal Print standalone subscription.

What are the prerequisites for setting up Universal Print? Prerequisites include admin rights on the Windows machine, a valid Microsoft 365 subscription, Azure Active Directory, and reliable internet connectivity.

How do I add a Universal Print printer to a Windows client device? Open “Settings” on the Windows client device, navigate to “Devices” > “Printers & scanners,” and add the Universal Print printer from the populated list.

Conclusion

Setting up a universal print server with Ricoh and HP printers is a structured process that can significantly enhance printing management within your organization. By following the detailed steps provided, you can ensure a seamless setup, enabling efficient and centralized printing operations. With Universal Print, you harness the power of cloud technology, simplifying printer management, and providing a consistent printing experience across various locations.