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 10 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 license to your users.

Prerequisites

  • 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. Using the latest OS release will provide the best user experience.
  • An Internet connection.

Step 1: Set up the Universal Print connector

Current in-market printers cannot communicate with Universal Print directly, and require a proxy Universal Print connector. For more information, see the following:

What is Universal Print connector?

Set up Universal Print connector(s)

Step 2: 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

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:

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.