In today’s digital workplace, printing remains an essential function for just about all businesses. However, keeping up with the print infrastructure can be a time-consuming task. Even a single printer malfunctioning can bring work to a standstill. Additionally, managing printer drivers and ensuring firmware updates can be challenging, leaving vulnerabilities that may lead to network malware infections. In response to these issues, Microsoft has developed a solution called Microsoft Universal Print, offering a modern answer to age-old print problems. Let’s explore the benefits and features of Microsoft Universal Print and discover how it can enhance your printing environment.

What Can Microsoft Universal Print Do for You?

Microsoft Universal Print leverages the power of Microsoft 365 and Azure to eliminate the need for complex on-premises print infrastructure. Here are some ways it can improve your document handling:

1. Simplifying Print Management:

By removing the need for on-premises print servers, Microsoft Universal Print simplifies print management. All print-related tasks can be centrally managed from the cloud, eliminating the complexities of print server configurations, driver installations, and print queue management. This results in significant time and cost savings for organizations.

2. Seamless Integration with Microsoft 365:

A key advantage of Universal Print is its seamless integration with Microsoft 365 and Azure Active Directory. This integration ensures a secure and authenticated printing experience for users across different devices and platforms. Whether it’s a Windows PC, Mac, or mobile device, users can print without the need for complex setup or driver installations, enhancing overall productivity.

3. Flexibility and Scalability:

Microsoft Universal Print supports both modern and legacy printers, allowing businesses to leverage their existing printer fleet. The solution offers easy connectivity and management through the cloud, whether it’s a local printer or a network printer. With centralized control and monitoring of printers, scaling up or down based on business needs becomes effortless.

4. Streamlined Printer Deployment:

Deploying printers across an organization can be time-consuming, but Microsoft Universal Print simplifies this process. The centralized portal for printer management allows administrators to add and configure printers, assign them to specific users or groups, and manage printer settings from a single interface. This eliminates the need for manual configuration on individual devices and ensures a consistent printing experience across the organization.

5. Enhanced Security and Compliance:

Security is a critical concern for businesses, and Microsoft Universal Print addresses this with its advanced security capabilities. Leveraging Azure Active Directory for authentication and access control, Universal Print supports secure print release. This means that sensitive documents are only printed when the authorized user is physically present at the printer. Moreover, integration with Microsoft Endpoint Manager enables organizations to enforce security policies and manage print-related settings centrally.

6. Insights and Analytics:

Efficient cost management requires understanding print usage and optimizing print infrastructure. Microsoft Universal Print provides insights and analytics that help organizations gain visibility into print usage patterns, track printing costs, and identify opportunities for optimization. Detailed reporting and analytics enable better print resource allocation and the implementation of strategies to reduce printing costs.

Is Microsoft Universal Print for You?

Microsoft Universal Print offers a modern and efficient approach to print management, streamlining the printing experience and enhancing security. However, whether it’s the right solution for your organization depends on your specific printing needs, print frequency, and number of endpoints. To determine if Microsoft Universal Print is suitable for your organization, it is essential to assess its costs versus the benefits.

Get Cost-Efficient Technology Answers

Making software decisions can be challenging, which is why our experts are here to help! We can sit down with you to discuss your current infrastructure, evaluate solutions like Microsoft Universal Print, and provide insights into what makes the most sense for your organization. Give us a call today to chat about your technology needs and discover the cost-efficient answers that can revolutionize your print management process.