How to Setup Windows Print Server on Windows Server 2016 / 2019 / 2022

How to Setup Windows Print Server on Windows Server 2016 / 2019 / 2022. A print server is a computer system that allows computers connected to a network to deliver print jobs to shared printers.

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

Install Windows Print Server on Windows Server 2016 / 2019 / 2022

1.Login to the web server directly or via any remote desktop protocol and open the server manager.

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.

Click Apply and then OK.

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.

Avatar for Sobia Arshad
Sobia Arshad

Information Security professional with 4+ years of experience. I am interested in learning about new technologies and loves working with all kinds of infrastructures.

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