Set up Universal Print

This quick start guide explains how to enable Universal Print and set up a printer.

Important

If your organization doesn't already have access to Universal Print, see License Universal Print first.

Assign licenses to users

Access to Universal Print is now included with the eligible subscriptions listed on the License Universal Print page. Universal Print is part of these subscriptions and is listed under the Service Plan Details. To grant users access to Universal Print, assign one of the eligible subscription licenses to the user.

To view the Service Plan Details, go to Azure Active Directory - Licenses - All Products and click the M365 or Windows license. Select "Service Plan Details". You should see "Universal Print" listed as part of the license.

If you have purchased a Universal Print stand-alone subscription, assign the Universal Print licenses to your users.

Prerequisites

• A Universal Print-eligible license is assigned to the user by a Global Administrator or any other license administrator.
• 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.
• To configure and manage Universal Print, the corresponding administrator must also have a Universal Print-eligible license assigned.
• A client device (to install and print from Universal Print) running Windows client OS, version 1903 or beyond. Using the latest OS release will provide the best user experience.
  • Alternatively, users can print from a cloud application (like OneDrive for Business in web browser).
• An Internet connection.

Note

If you run into any issues, please refer to the Universal Print troubleshooting guide. Additionally, there are some service-wide limits that should be kept in mind when planning your deployment.

Step 1: Register Universal Print ready printer(s)

Many current in-market printers can be registered with Universal Print directly allowing you to go serverless.

Learn more about OEM specific Universal Print ready printer models.

Step 1.1: Register a Universal Print ready printer

To register a printer that is ready for Universal Print,

1. Ensure printer's firmware is updated to the latest version.
2. Refer to printer OEM documentation on how to use the Universal Print option. This option is typically under Network/Ports.
3. Some printers offer an application for Universal Print. This application may be installed on the printer device itself (typically via their printer Marketplace or through a dealer).

Step 2: [If required] Set up the Universal Print connector

If your printer cannot communicate with Universal Print directly and does not have a firmware update, they you can register it with Universal Print via a proxy Universal Print connector. For more information, refer to the following:

• What is Universal Print connector?
• Set up Universal Print connector(s)

Step 2.1: Register printers using Universal Print connector

Printers installed on Universal Print connector(s) need to be registered with Universal Print. For more information, see the following:

• Register printers with Universal Print
• How many printers can I register using each connector?

Step 3: Assign permissions and share printer

Registered printers need to have permissions assigned to Azure AD users and security groups. Once the permissions are configured, the printer needs to be shared for the users to be able to add it to their device for printing.

Assign printer permissions and share a printer

Once the printer is shared, it is ready for users to start printing to it!

Step 4: Add a Universal Print printer to a Windows device

Before you try to add a Universal Print printer to a user's device, ensure that:

• 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

Important

Please verify that the user does not have multiple Work Accounts configured. More information about how to verify this can be found here.

• 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.

Note

After you add the license for the user or add them to the printer's permissions, it can take upto 30 minutes before the printer can be added on their device.

To add a Universal Print printer to a Windows client device:

1. Select Settings > Devices > Printers & scanners.

2. Select Add a printer or scanner.

   If the desired printer doesn't show up in the list, select Search for printers in my organization or Search Universal Print for printers. One of these links will appear at the bottom of the printer and scanner search results list, and will open a search page where you can search for the Universal Print printer by typing part of the printer's shared name.

3. Select the desired printer, and then select Add device.

4. Once the printer is added, it will show up in the list of Printers & scanners in Settings.

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.

To test the printer by printing a test page:

1. On the Printers & scanners settings page, select the Universal Print printer.
2. Select Manage.
3. Select Open print queue to monitor the test print job.
4. Select Print a test page. You will see the job in print queue window. If the job is accepted by Universal Print, the status will change to Sent to printer.