Printer management can often be a tedious task for system administrators. From paper jams to network configurations, printers can be a source of constant frustration. However, with the right planning and practices, managing printers can become a streamlined and efficient part of your IT operations.
This guide covers everything from setting up centralized print servers to reducing consumable waste, ensuring your printer infrastructure runs smoothly and cost-effectively.
1. Assess the Need for a Centralized Print Server
Start by evaluating whether your environment requires a centralized print server. Ask yourself:
- How many users and printers are on the network?
- Do you need to control access to certain printers?
- Do you already have a server that can handle print services?
In larger environments, a dedicated print server improves manageability, enables easier troubleshooting, and centralizes deployment. For high availability, consider clustering print servers.
2. Set Up the Print Server
On a Windows Server machine:
- Install the Print and Document Services role.
- This will open the necessary firewall ports and install the Print Management Console (MMC).
Download and install printer drivers in advance. Use PCL6 drivers where possible and install both 32-bit and 64-bit versions to avoid compatibility issues. When adding a printer:
- Always choose TCP/IP manually instead of auto-detect.
- Avoid WSD ports, which are less reliable and harder to manage.
3. Use a Consistent Naming Convention
Choose a naming convention that includes location and department, e.g., MELB-FIN-PRT01. Avoid using printer make or model in names so you can replace devices without affecting users. Always label physical printers accordingly.
4. Control Printer Access
Use Group Policy to deploy printers and assign default printers to users based on location or department. For tighter control:
- Install separate virtual printers for color and B&W printing.
- Force duplex printing by default to reduce paper usage.
5. Enable Secure Print Release
New multi-function printers allow secure print release, requiring users to release jobs at the device. This reduces:
- Forgotten or uncollected jobs
- Sensitive data exposure
- Paper and toner waste
6. Improve Color Accuracy for Professional Use
If precise color printing is needed (e.g., marketing departments):
- Use PostScript drivers instead of PCL6.
- Explore application-specific drivers (e.g., Adobe) for color-critical work.
7. Handle Print Queue Issues
A common problem is stalled jobs clogging the print queue. To resolve:
- Stop the Print Spooler service.
- Delete problematic or duplicate jobs.
- Restart the spooler.
Follow up with the user who caused the issue to prevent recurrence.
8. Support Mobile and Wireless Printing
Ensure modern printers support:
- AirPrint
- WiFi Direct
- Cloud Print
Make sure wireless and LAN segments can communicate and necessary ports are open.
9. Maintain Scan-to-Email Address Books
Keep printer address books current:
- Remove departed users
- Add new users proactively
Standardize address books across devices for consistency.
10. Monitor Printers Proactively
Use network monitoring tools to:
- Ping printers for availability
- Track consumable levels (e.g., toner below 10%)
This ensures timely maintenance and reduces downtime.
11. Document Everything
Maintain a central inventory of:
- Printer models and locations
- IP addresses
- Driver versions
This documentation simplifies support, audits, and future upgrades.
Conclusion
With these printer management best practices, system administrators can significantly improve uptime, reduce support calls, and lower operating costs. Centralized control, proper configuration, and proactive maintenance are the keys to a robust printing environment.
