Setting up Universal Print for Windows

Issue description

Users can use the Universal Print feature on their printers by enabling and setting up the Microsoft Universal Print feature in their devices.

This article is divided into the following sections:

• Universal Print Ready Printers
• Prerequisites
• How to check/enable Universal Print
• How to register your device to Universal Print
• How to share your printer from the Microsoft Azure AD Portal
• How to add a printer from the Windows 10 client
• Non‑Universal Print Ready Printers
• Prerequisites
• How to setup the Universal Print Proxy Connector

Note:  Click here to view the list of Universal Print Ready printers. For printers that are not Universal Print Ready and therefore cannot directly register to Universal Print, please refer to the Universal Print Support for Not Universal Print Ready Printers section.

Solution

Prerequisites

1. Firmware xx.074.027 or higher



2. 82M6098-002 Enable Universal Print Configuration Bundle



3. Microsoft Azure AD Account



4. Windows 10 Client version 1903 or higher



5. Make sure that device’ date and time is set correctly. See article How to change Date and Time & NTP server, on how to change Date and Time & NTP server.

How to check/enable Universal Print

1. Update to required firmware.



2. From EWS (embedded web server), go to Network/Ports and check if the Universal Print section is available.

   • To enable Universal Print, import 82M6098-002 Enable Universal Print from EWS.
   • Reboot the device.

How to register your device to Universal Print

1. From EWS, go to Network/Ports > Universal Print and click Register.



2. Copy the code and open the link. The link brings you to a Microsoft-managed web page. Click here to view image.



3. Enter the code and click Next.



4. Sign in to your Microsoft Azure AD Account. Make sure to log in as administrator, printer administrator, or printer technician to manage printers in Universal Print. Click here to view sign in image.



5. Wait for registration to finish.



6. Verify that registration is complete.

How to share your printer from the Microsoft Azure AD Portal:

1. Log in to Microsoft Azure Portal.



2. Go to printers.



3. Look for a newly registered printer. Click the printer name.



4. Click Share Printer.



5. Enter the Printer Share Name and click the Share Printer button.



6. Verify Share status.



7. Add members to the shared printer to make it available to the users. Users without admin rights can only discover the printer if the user is added to the list of members.

How to add a printer from the Windows 10 client:

1. Log in to your Windows 10 Client using your Microsoft Azure AD account.

   • Other option: Go to Settings > Accounts > Access Work or School and connect to your Microsoft Azure AD account.


2. Go to Settings > Printer & Scanners and click Add a printer or scanner.

   • If the printer does not appear on the initial list, go to "Search for printers in my organization."
   • Type the registered name on the text field and click Search. Once the printer appears on the list, click "Add Device".

Universal Print Support for NOT Universal Print Ready printers

Printers that are not "Universal Print Ready" cannot directly register to Universal Print. It is instead supported using the Proxy Connector application from Microsoft.

Prerequisites

1. Latest Microsoft Proxy Connector Application



2. Windows 10 Client version 1903 or higher as the Universal Print connector host

How to set up the Universal Print Proxy Connector

1. Set up the Universal Print Proxy Connector as detailed in the Microsoft documentation here.

   Note:  User must have role assigned as Administrator, Printer Administrator or, Printer Technician in the Azure AD to register the connector application to the Universal Print and manage printers in the Microsoft Azure Portal for Universal Print. For details on privileges and how to enable roles "Printer Administrator" and "Printer Technician", please check the Microsoft documentation here.



2. Register installed printers in the host to Universal Print using the Universal Print connector.

   

   1. Select the printers (Print queues) connected to physical printers over TCP/IP from the "Available printer list" and click the "Register" button.

   

   2. After "Registration" is complete, the printers will be listed under the "Registered Printers" list. The printer registration completion status and progress can now be monitored from the Operations list.



3. Share the registered printers and add members for permissions. Registered printers are available in the Microsoft Universal Print portal and available to be shared to selected client users as required. To share the registered printers, follow the same steps given for the Universal Print Ready printers.



4. Install the shared printers and Print from Windows 10 Print client user. To discover and install the printers from Windows 10 clients to print, follow the same steps already detailed for the Universal Print Ready printers.

If the issue persists, search for more information related to this issue or contact support for further assistance.