First of all, if I need to briefly talk about what Print Server is and what it does,
Print Server is a service that allows you to use printers without a physical connection between the printers and your PCs in a network where there are many printers on the service.
There are (2) two main types of Printers on the market:
A) Wired
B) Wireless
Print and Document Services Installation
We start the Printer Server configuration process with the installation of Print and Document Services on the Windows Server 2019 system. In Windows Server 2019, you can setup the Print Server service from the Dashboard console on Server Manager.
We choose Add roles and Features from the Windows Server Manager page.
After selecting the Print and Document Services role from the Server Roles page, continue on Add Features from the screen that appears.
Print Server: is the main print service.
Distributed Scan Server: Allows you to collect and manage your scanned documents on the network.
Internet Printing: Allows clients to use print service from remote locations thanks to the Browser.
LPD(line printer deamon) Service: Allows Unix/Linux systems to use the printer service.
All Printers: Shows all printers.
All Drivers: We can see all the printer drivers installed on the server.
Forms: Imports custom page formats and color profiles.
Ports: It shows the existing ports and the IP addresses of the printers we have added/will add.
Deployed Printers: Shows the printers you have deployed with the GPO.
Next, let’s talk about the options we encounter on any printer.
Open Printer Queue: Shows the sequential jobs of the printer.
Pause Printing: Stops all output activity of the printer.
Deploy with Group Policy: Using this option, we can distribute printers with GPO to clients in our Active Directory structure.
Set Printing Defaults: This is where we can check or make changes to the default settings of the selected printer.
List in Directory: Used to add the printer to the active directory.
Manage Sharing: This is where we can make sharing settings.
Print Test Page: It is the area where we print the test page to test the printer we have installed.
Enable Branch Office Direct Printing: Enables direct printing.
Properties: This is the section where we can access the printer properties.
Delete and Rename: we can change the name of the printer or delete it completely.
What are the printer connection types?
Ethernet: Printers with a network card use this connection type. Ethernet technology provides faster and more stable output by using TCP/IP protocol.
Large institutions with a high number of users and printer usage prefer this connection type.
Universal Serial Bus (USB):
It is the most used connection type along with Ethernet. With the latest version of USB 3.0, it has been announced that it reaches a speed of 4.8 Gbit / s. With its Plug and Play feature, it has become the standard connection method not only for printers but also for many other external hardware units.
Serial Communication (Serial Port):
Serial ports get their name from the fact that data is sent from the port in a serial format (1 bit at a time). They are also called COM ports.
Parallel Port (LPT):
Parallel ports are also known as LPT (LinePrinter) ports. This name is given because the data is transmitted in parallel (1 byte at a time) from the port. It is much faster than the serial port. It uses the port named DB25.
FireWire IEEE 1394:
Apple Computer Inc. Developed by It is used in large printers that we call pointers.
After the printer connection types, we can now move on to adding a printer.
Search the network for printers: We can find the printers that exist in the network by scanning.
Add a TCP/IP or Web Services Printer by IP address or hostname: It allows us to find the IP address or hostname of a printer on the network.
Add a new printer using an existing port: Allows adding a printer over existing ports.
Create a new port and add a new printer: You can choose one of the TCP/IP ports.
By saying “Add a TCP/IP or Web Services Printer by IP address or hostname”, I will install over the IP address that I have given to the printer before. «My Printer IP:10.5.8.153»
Let’s fix the ip addresses of the printers in your network, you have to do this from the interface panel of each printer itself, DHCP is not recommended for printers.
If our server can contact the printer, it will automatically detect the model and driver of the printer (if the driver is in the Microsoft catalog).
But if it cannot make contact or if the driver we need is not in the Microsoft catalog, we have to intervene.
By saying “Use an existing printer driver on the computer”, you can show one of the drivers that we have installed on the server before, or by saying “Add driver” you can import the driver from the Microsoft catalog or from outside.
As you can see, the printer named «Kat3_Renkli CANON» has been installed.
Deploy with Group Policy (GPO) For Print Services
You can use Group Policies (GPOs) to bind shared printers to specific users, computers, and groups in an Active Directory domain. In this article, we will look at how to automatically connect a shared printer for a domain user when they log on to a Windows computer.
Edit the GPO and browse to Computer Configuration > Preferences > Control Panel Settings > Printers
«kat_3_printers»
You must create a security group named «kat_3_printers».
Next, let’s add the computers to which we want to distribute our printer to this security group.
Check the box “Run in logged-on user’s security context (user policy option)
Select item-level targeting and select the security group «kat_3_printers».
Run the gpupdate /force command and restart your computer.
Saygılarımla. – Best regards.
The print server centralizes printer control and brings efficiency to the whole printing process, making the business operation run more smoothly.
In this article, you learn how to set up Windows Print Server on your Windows Server.
What is a Print Server?
A print server is a server that connects printers to the network. It enables users to share their printers with other computers on the network while also connecting to a single printer or multiple printers.
Print servers are frequently utilized in businesses to streamline their printing resources. It saves money and time.
Print servers provide several benefits over utilizing separate printers for each PC. It saves money on hardware and configuration and provides access control for the organization, leading to better security of the organization’s sensitive information.
Follow this post to learn how to set up Windows Print Server on Windows Server 2016 / 2019 / 2022.
How to Setup Windows Print Server on Windows Server 2016 / 2019 / 2022
Prerequisites
You will require the following:
- A non root user with administrator level access.
- Freshly updated Windows server with the static IP configured.
- IIS web server.
- A printer
Azure Print Server
AWS Print Server
Google Print Server
Install Windows Print Server on Windows Server 2016 / 2019 / 2022
2. Next, click the Manage option in the top right corner and select Add Roles and Features from the drop menu.
3. You see a new window open up; click on Next.
4. In the Select installation type window, select the Role-based or feature-based installation option. Click on Next.
5. Choose the server that will host the print server as the destination server and click on Next.
6. Scroll to Print and Document Services in the Select server roles window and check the box next to it.
7. The next window of the Add Roles and Features Wizard recommends installing dependency features. Click on the Add Features option at the bottom. Then press Next in the Select server role window.
8. Select Next in the Select features window.
9. It takes you to Print and Document Services, explaining the requirements and some service disclaimers. Click on Next to proceed.
10. In the Select role services, make sure that the check box next to the Print Server option is checked and proceed by clicking on Next.
11. Go over the installation details in the Confirm installation selections step, as it decides what role and features are installed in the next step. If you need to change anything, click on Previous to go back and modify. Otherwise, proceed by selecting the Install option.
12. The installation process starts and takes a short while to complete. Once the installation is complete, it shows the Installation succeeded on the server message under the installation progress bar.
13. Finally, click on Close.
Open Print Management
Now that you have installed the print server on your Windows server. Open it through the Server manager. Go to the Tools option in the window’s top right corner. It will open a drop down menu, scroll to the Print Management option and click on it.
You can use this console to add printers to the print servers or do further configuration of the print servers.
Add Printers to the Print Server on Windows Server
To do this, open the Print Management console, as mentioned above. Next, navigate to the Print Servers in the left pane and expand it.
Right click on your server under it and click on the Add Printer option.
As a result, the Network Printer Installation Wizard will pop up. Ensure the Add a TCP/IP or Web Services Printer by IP address or hostname option is selected, and click Next.
In the Printer Address window, change the Type of Device setting to TCP/IP Device. And add the network IP of your printer as both the Host name or IP address and Port name.
Check the Standard option and select Generic Network Card from the drop down in the next window. Click on Next.
The following window prompts to install the printer driver. Select the Install a new driver option and proceed with Next.
In the Printer Installation window, select the Microsoft option in the left pane and then select the Microsoft XPS Class Driver option in the right pane. Click on Next.
Modify the printer name in the Printer Name and Sharing Settings and check the Share this printer option. Click on Next.
Click on Next again after confirming installation details.
Once the printer and driver are installed, click on Finish.
Configure Windows Print Server on Windows Server 2016 / 2019 / 2022
You have deployed the printer server and can use it as is. But a few specific configurations can boost efficiency and reduce performance overhead.
Enable Branch Office Direct Printing
Branch office direct printing directs a printing job to a print device instead of a server print queue, reducing WLAN usage.
To enable branch office direct printing, go to the Print Management console, select Printers in the left pane, and right click on your printer in the right side pane. Select the Enable Branch Office Direct Printing option.
Add Ports
Ports determine how the print server will interact with the rest of the organization. Additionally, they are required for printer pooling.
You can navigate to the Ports option in the left pane and right click on it. Select the Add Port option from the menu.
This will make the Printer Ports dialog box pop up. Click on the Standard TCP/IP Port, and then New Port.
Click Next in the Add Standard TCP/IP Printer Port Wizard.
Next, enter the IP address and name of the printer in the respective fields and proceed.
Click Next in the Additional port information required dialog box.
Close the Add Standard TCP/IP Printer Port Wizard by clicking Finish.
Click Close in the Printer Port dialog.
Enable Printer Pooling
Printer pooling is a practice where multiple printers are linked together so as to appear as a cohesive unit and reduce server configuration.
To enable printer pooling, go to your main printer in the right side pane and right click on it. Select Properties from the menu.
Go to the ports tab in the printer properties dialog box. And check the boxes next to the printers you want to link and pool together. Next, check the Enable printer pooling option at the end of the dialog. Check the box next to it.
It will make all printers seem like one unit, and they will distribute printing jobs among themselves. You can use a client PC to connect directly to the printer using its IP and port numbers.
That’s it for setting up Windows Print Server on Windows Server 2016 / 2019 / 2022.
How to Setup Windows Print Server on Windows Server 2016 / 2019 / 2022 Conclusion
A print server is important in an organization since it helps to manage, regulate, and monitor all users’ printing activity.
It enables several users in your business to share resources and printers. It also provides better overall security due to access control implementation.
This article explains how you can set up your print server and configure it to get the best results.
Follow our Printing section to learn more.
Introduction
In this article, we will show you how to set up a Print Server in Windows Server 2022. Print Server is a service that allows you to share printers and print jobs with other computers on your network. Setting up a Print Server is a relatively simple process, and we will walk you through each step of the process.
Step 1: Install the Print Server Role
The first step is to install the Print Server role. To do this, open the Server Manager console and click on “Add Roles and Features”.
On the “Before you begin” page, click “Next”. On the “Select installation type” page, select “Role-based or feature-based installation” and click “Next”. On the “Select destination server” page, select the server on which you want to install the Print Server role and click “Next”.
On the “Select server roles” page, select the “Print Server” role and click “Next”. On the “Confirm installation selections” page, click “Install”.
On the “Results” page, you should see that the Print Server role has been installed successfully.
Step 2: Configuring the Print Server
Now that the Print Server role has been installed, we need to configure it. To do this, open the Print Management console. This can be done by going to Start > Administrative Tools > Print Management.
In the Print Management console, expand the “Print Servers” node and then select the server on which you installed the Print Server role. In the right pane, you should see a list of all the printers that are installed on the server. Right-click on the printer that you want to share and select “Share”.
In the “Share this printer” dialog box, enter a share name for the printer and click “OK”.
Now that the printer has been shared, we need to add it to the list of printers that the Print Server will manage. To do this, right-click on the “Print Servers” node and select “Add/Remove Servers”.
In the “Add or Remove Servers” dialog box, click “Add”. In the “Add Servers” dialog box, enter the name of the server on which you installed the Print Server role and click “OK”.
You should now see the server in the “Print Servers” list. Select the server and click “Add >”. Click “OK”.
The server should now be added to the list of servers that the Print Server manages. You can now close the Print Management console.
Step 3: Adding Printers to the Print Server
Now that the Print Server is configured, we need to add the printers that we want to share. To do this, open the Devices and Printers control panel. This can be done by going to Start > Devices and Printers.
In the Devices and Printers control panel, click “Add a printer”. In the “Add a printer” wizard, select “Add a network, wireless or Bluetooth printer”.
On the “Choose a printer” page, select the printer that you want to add and click “Next”. On the “Install the printer driver” page, select the driver for the printer and click “Next”.
On the “Choose a printer port” page, select the port for the printer and click “Next”. On the “Install the printer driver” page, click “Finish”.
The printer should now be added to the Print Server. You can now close the Devices and Printers control panel.
Step 4: Testing the Print Server
To test the Print Server, we will try to print a document from a client computer. To do this, open the document that you want to print and select the “Print” option. In the “Print” dialog box, select the printer that you want to use and click “Print”.
The document should now be sent to the Print Server and should start printing. If the document does not print, check the printer queue on the Print Server to see if the document is stuck in the queue.
Conclusion
In this article, we showed you how to set up a Print Server in Windows Server 2022. We also showed you how to add printers to the Print Server and how to test the Print Server. If you have any questions or feedback, please feel free to leave a comment.
In order to set up a print server in Windows Server 2022, you will need to perform the following steps:
1. Install the Print and Document Services role.
2. Configure the Print and Document Services role.
3. Add the printers that you want to make available to the server.
4. Configure the printers.
5. Configure the printer permissions.
6. Test the print server.
1. Installing the Print and Document Services role
To install the Print and Document Services role, open the Server Manager console and click on the “Add Roles and Features” link. On the “Before you begin” page, click on the “Next” button. On the “Select installation type” page, select the “Role-based or feature-based installation” option and click on the “Next” button. On the “Select destination server” page, select the server on which you want to install the Print and Document Services role and click on the “Next” button.
On the “Select server roles” page, select the “Print and Document Services” role and click on the “Next” button. On the “Print and Document Services” page, click on the “Next” button. On the “Confirm installation selections” page, click on the “Install” button. On the “Results” page, click on the “Close” button.
2. Configuring the Print and Document Services role
After you have installed the Print and Document Services role, you need to configure it. To do this, open the Server Manager console and click on the “Tools” menu. In the “Tools” menu, select the “Print Management” option.
In the Print Management console, expand the “Print Servers” node and select the server on which you have installed the Print and Document Services role. In the “Actions” pane, click on the “Configure Server” link.
On the “Welcome to the Configuration Wizard for Print and Document Services” page, click on the “Next” button. On the “Select Role Services” page, select the “Print Server” and “Internet Printing” role services and click on the “Next” button. On the “Confirm Selections” page, click on the “Next” button.
On the “Results” page, click on the “Close” button.
3. Adding the printers to the server
After you have installed and configured the Print and Document Services role, you need to add the printers that you want to make available to the server. To do this, open the Print Management console and expand the “Print Servers” node.
In the “Actions” pane, click on the “Add Printer” link. On the “Add Printer” page, select the “Local printer” option and click on the “Next” button. On the “Choose a printer port” page, select the “Create a new port” option and click on the “Next” button.
On the “Type a port name” page, enter the name of the printer port and click on the “Next” button. On the “Configure Port” page, select the “Standard TCP/IP Port” option and click on the “Next” button.
On the “Add Standard TCP/IP Printer Port Wizard” page, enter the IP address of the printer and click on the “Next” button. On the “Completing the Add Standard TCP/IP Printer Port Wizard” page, click on the “Finish” button.
4. Configuring the printers
After you have added the printers to the server, you need to configure them. To do this, open the Print Management console and expand the “Print Servers” node.
In the “Actions” pane, click on the “Manage Printers” link. In the “Printers” list, right-click on the printer that you want to configure and select the “Properties” option.
In the “Printer properties” dialog box, select the “Ports” tab. In the “Ports” list, select the printer port that you have created and click on the “Configure Port” button.
In the “Configure Port” dialog box, select the “Printer pooling” option and click on the “OK” button.
5. Configuring the printer permissions
After you have configured the printers, you need to configure the printer permissions. To do this, open the Print Management console and expand the “Print Servers” node.
In the “Actions” pane, click on the “Manage Printers” link. In the “Printers” list, right-click on the printer for which you want to configure the permissions and select the “Manage sharing” option.
In the “Printer sharing” dialog box, select the “Share this printer” option and click on the “OK” button.
6. Testing the print server
After you have configured the print server, you need to test it. To do this, open the Control Panel and select the “View devices and printers” option.
In the “Devices and Printers” window, double-click on the printer that you have configured. In the “Printing Preferences” dialog box, select the “Print Test Page” option and click on the “OK” button.
If the test page is printed successfully, then the print server is working correctly.
If you are an IT administrator, it is essential to allocate your resources, such as Printers, properly. In this post, we are going to learn how you can setup Windows Print Server and deploy printers using the Group Policy. This will be a detailed tutorial, where we will see how you can the Print and document services role on your server and then deploy the printer hardware.
In order to set up the Windows Print Server and deploy printers, follow the steps mentioned below.
- Install Print and Document Service
- Add Printer Driver
- Set up the Port
- Connect your Printer
- Create a security group
- Create a Group Policy
- Add Users
Let us talk about them in detail.
1] Install Print and Document Service
First of all, we need to install the Print and Document Service on the computer that will be our Print Server. To do so, follow the steps mentioned below.
- Open Server Manager.
- Click on Manage > Add Roles and Features.
- Keep clicking on Next until you reach the Server Roles tab.
- Look for Print and Document Service, tick its checkbox, a prompt will ask you to install features, click on Add Features.
- Click Next until you reach the Role Services tab, make sure that the Print Server is checked.
- Then click on Next > Install.
Wait for a few seconds as the service is getting installed on your computer.
2] Add Printer Driver
Next up, we are required to import the printer driver to the Print server. Before doing this, you need to copy the ZIP file that contains the printer driver to your server, then extract it to a folder. Once done, follow the steps mentioned below.
- In Server Manager, go to Tools > Print Management.
- Expand Print Server, then export the local server, then go to Drivers.
- Right-click on an empty place and then select Add Driver.
- Click on Next, then select the architecture you are using, most probably, it will x64, then, click on Next again.
- Now, traverse through all the preinstaller drivers, in order to add the copied driver, click on Have Disk > Browse, go to the location where you have copied the drivers, and then add them.
- Then, click on Next.
This is how the driver will be added, allowing you to access the corresponding printer.
3] Set up the Port
Now, we need to add a TCP/IP Printer port so the printer can form a connection. To do so, follow the steps mentioned below.
- Click on Ports, right-click on an empty space, and then select Add Ports.
- Select Standard TCP/IP Port and click on New Port.
- Click on Next.
- Enter the IP address of your printer in the Print Name or IP Address and Port Name field; click Next.
- Click Next > Finish.
You will be able to see the newly created port in the list.
4] Connect your Printer
We are now going to create a virtual printer, that we will connect to this port. To do so, follow the steps mentioned below.
- Go to the Printers tab, right-click on the empty section, and click on Add Printers.
- Select Add a new printer using an existing port, now, select the port from the drop-down menu; click Next.
- Select Use an existing print driver on the computer, make sure that the correct driver is selected, and click on Next.
- Enter the details of your printer such as its name, shared name, location, and description.
- Click on Next and finish the installation of the printer.
Even though the printer is added, it’s not ready for deployment. To do that, you need to right-click on the printer (from the list of printers) and select Properties. Now, go to the Sharing tab, and make sure that the Share this printer and List in the directory options are checked. Click on Apply > Ok once you have configured everything. You can also setup multiple printers using the same driver or various other drivers.
5] Create a security group
We need to create a new security group for the deployment purposes and add users to it. To do so, we recommend you follow the steps mentioned below.
- In the Server Manager, go to Tools > Active Directory Users and Computers.
- You can create a new Organizational Unit, by right-clicking on Groups and selecting Organizational Unit. Give the OU a name and click on Ok.
- Right-click on new OU and select New > Group.
- Give it a name and select Ok.
Our work with this security group is not done, we will have to add users to it, but before that, let us create a group policy for the deployment.
6] Create a Group Policy
In order to deploy the printer, we need to create a Group Policy object and alter its parameter to make the deployment work. To do so, follow the steps mentioned below.
- In Server Manager, click on Tools > Group Policy Management.
- Under your domain controller, right-click on the Group Policy Objects, and select New.
- Now, give it a name, you can just call it a “Printer”.
- Then, right-click on the object that you just created and select Edit.
- Now, navigate to User Configuration > Preferences > Control Panel Settings > Printers.
- Once the Printers interface comes up, right-click on an empty screen inside the interface and select New > Shared Printer.
- In the Share Path field, click on the three dots, this will open the active directory printer list, you need to select the printer, and click on Ok.
- Make sure that the Action type is Updated.
- Go to the Common tab, tick Item-level targeting, and click on Targeting.
- Click on New Items> Security Groups.
- Click on the three dots associated with the Group.
- Type the name of the security group and click on Check Names.
- Once the security group is added, just click on Apply > Ok.
If you want to list more printers, you can add them as well here.
Now, you need to link the GPO to the Users folder. For that, just hold Printers GPO and drag it to the Users Organizational Unit, you will get a prompt asking you to acknowledge your actions, just click Ok to do that.
Read: How to set Permissions in Active Directory for Users
7] Add Users
Finally, we are going to add users to the Printers group. For that, go to Active Directory Users and Computers, under Groups, right-click on Printers, double-click on the policy, type the user account name, and click on Check Names.
Once you have added the account, you can log in with that particular user name and use the printer.
Read: Windows Server Editions compared and discussed
How do I deploy a printer in Windows server?
In order to deploy a Printer in Windows Server, we first need to install the Print and Document Service role, then create a security group, add users to it, create a GP object, allocate printer hardware, and link them. To know more, we recommend you check out the aforementioned post.
Read: How to migrate WDS and MDT to a new Windows Server
How to create a GPO for printer?
To create a GPO for the Printer, open the Group Policy Management utility, go to your Domain Controller, right-click on Group Policy Objects, and click on New. You can create an object for the printer from the interface, check out the sixth step in the aforementioned tutorial to know more.
Also Read: Configure Data Deduplication on Windows Server.
Ultimate Guide to Configuring Network Printing in Windows Server 2025
Printing remains an essential function in many business environments, and Windows Server 2025 offers robust print management capabilities that simplify administration and enhance efficiency. Instead of configuring printers individually on each computer, organizations can set up centralized print management using a Windows print server.
This guide walks you through installing, configuring, and deploying network printers using Windows Server 2025, leveraging Group Policy for automation.
1. Understanding Network Printing
Before setting up a print server, it’s important to understand the two primary ways to print over a network:
- Direct Printing (Client-to-Printer)
- The client computer installs the printer and prints directly to it.
- Best suited for home users or small offices.
- Each computer needs individual printer configuration.
- Print Server-Based Printing (Client-to-Server-to-Printer)
- The printer is installed on a Windows Server 2025 print server.
- The server queues, processes, and manages print jobs for multiple users.
- Administrators can centrally manage drivers, permissions, and settings.
✅ Why Use a Print Server?
- Centralized Management – No need to manually install printers on each PC.
- Easy Deployment – Automatically assign printers to users via Group Policy.
- Efficient Troubleshooting – All print jobs are logged and managed in one place.
- Driver Control – The server ensures that clients always have the correct drivers.
2. Installing the Print and Document Services Role
To use Windows Server 2025 as a print server, you must install the Print and Document Services role.
Step-by-Step Installation
- Open Server Manager on Windows Server 2025.
- Click Manage > Add Roles and Features.
- Choose Role-based or Feature-based Installation.
- Select your server from the list and click Next.
- Under Server Roles, check Print and Document Services.
- Expand the role and select the following features:
- ✅ Print Server – The core printing functionality.
- ✅ Internet Printing (Optional) – Allows remote users to print via a web portal.
- ✅ LPD Service (Optional) – Supports UNIX/Linux devices.
- Click Next > Install and wait for the process to complete.
- Restart the server to apply changes.
Accessing the Print Management Tool
Once installed, go to:
- Server Manager > Tools > Print Management.
3. Configuring the Print Server
After installing the role, you need to configure printers, drivers, and ports.
Step 1: Adding a Network Printer
- Open Print Management from Server Manager.
- Expand Print Servers > Your Server Name > Printers.
- Right-click Printers and select Add Printer.
- Choose one of the following methods:
- Find a Network Printer – The server scans and adds available printers.
- Add by IP Address – Recommended for direct network printer setup.
- Add Using an Existing Port – Use an existing configuration.
Step 2: Configuring the Printer Port
If using TCP/IP printing:
- Choose Create a New Port > Standard TCP/IP Port.
- Enter the printer’s IP address.
- Select Autodetect Printer Type or manually choose TCP/IP Device.
- Click Next to complete the setup.
Step 3: Installing the Printer Driver
- Choose Install a New Driver.
- Select the printer model from the list, or click Have Disk to manually add drivers.
- Assign a Printer Name and optionally specify its Location (e.g., “East Wing Printer”).
- Click Next to install the driver.
Step 4: Configuring Printer Sharing
- Right-click the printer and choose Printer Properties.
- Go to the Sharing tab.
- Check Share this printer and provide a descriptive Share Name.
- Click OK to apply the changes.
✅ Best Practices for Printer Names
- Use clear, consistent names (e.g., HQ-Floor1-HPColor).
- Include location details in the description field.
4. Deploying Printers via Group Policy
Instead of manually installing printers for users, Group Policy allows you to automatically assign printers based on user or computer policies.
Step 1: Deploying a Printer
- Open Print Management.
- Right-click the installed printer and select Deploy with Group Policy.
- Choose a Group Policy Object (GPO) or create a new one (e.g., Printing Policy).
- Choose how to deploy:
- Per User – The printer follows the user, regardless of which computer they log into.
- Per Computer – The printer is assigned to a specific machine.
- Click OK to apply the policy.
Step 2: Linking the Policy in Group Policy Management
- Open Group Policy Management.
- Locate the Printing Policy GPO.
- Right-click and select Edit.
- Navigate to:
- User Configuration > Policies > Printers
- Computer Configuration > Policies > Printers
- Ensure that Point and Print Restrictions is set to Disabled (to allow auto-installation).
- Apply the policy and force an update with:
gpupdate /force
Step 3: Verifying Deployment
- Users should automatically see the printer under Devices and Printers.
- If the printer doesn’t appear, restart the client device or manually add it using:
rundll32 printui.dll,PrintUIEntry /ga /n "\\ServerName\PrinterName"
5. Troubleshooting Network Printing Issues
Common Issues and Fixes
| Issue | Solution |
|---|---|
| Printer not detected | Ensure the printer is online and has a valid IP address. |
| Driver installation fails | Download the latest driver from the printer manufacturer’s website. |
| Print jobs stuck in queue | Restart the Print Spooler service: net stop spooler && net start spooler |
| Users can’t print | Verify Group Policy deployment and Active Directory permissions. |
| Printer settings not applying | Run gpupdate /force and reboot client machines. |
Checking Print Server Logs
Use Event Viewer:
- Navigate to Applications and Services Logs > Microsoft > Windows > PrintService.
- Review Operational Logs for errors.
6. Advanced Print Server Features in Windows Server 2025
- Universal Print Integration – Cloud-based printing with Microsoft 365.
- Print Job Prioritization – Assign priority levels to specific users or departments.
- High-Availability Printing – Redundant print queues for failover protection.
Final Thoughts
Using Windows Server 2025 as a print server provides centralized management, streamlined deployments, and enhanced security. By leveraging Group Policy, you can automate printer assignments, making network printing more efficient.