Setting up a print server on Windows Server 2012 can greatly simplify your organization’s printing infrastructure. By centralizing all your printers on a single server, you can streamline printer management, increase print security, and improve overall efficiency. In this blog post, we will explore the various methods for configuring a print server on Windows Server 2012 and provide step-by-step instructions for each method.
Video Tutorial:
Why You Need to Configure a Print Server
There are several reasons why configuring a print server is beneficial for organizations. First and foremost, it allows for centralized printer management. Rather than individually managing each printer on separate computers, a print server enables administrators to centrally manage all printers from a single console. This simplifies tasks such as driver management, printer deployment, and print queue monitoring.
Secondly, configuring a print server enhances print security. By implementing print policies and deploying secure print queues, organizations can ensure that confidential documents are only printed by authorized individuals. Print servers also provide audit trails and tracking capabilities, allowing administrators to monitor print activity and identify potential security breaches.
Thirdly, a print server improves overall efficiency. Users can easily locate and connect to printers on the network, eliminating the need for manual printer installations on individual machines. Centralized management also enables users to easily switch between printers and select printing options, such as duplex or color printing, without needing to configure each printer separately.
Method 1: Using the Print Management Console
The Print Management Console is a built-in feature of Windows Server 2012 that provides a graphical interface for managing printers and print servers. Here’s how to configure a print server using the Print Management Console:
Step 1: Open the Print Management Console by clicking on the Start menu, selecting Administrative Tools, and then clicking on Print Management.
Step 2: In the Print Management Console, right-click on the Print Servers node and select Add/Remove Servers.
Step 3: On the Add or Remove Servers dialog, click on Add and enter the name of the server you want to configure as a print server.
Step 4: Once the server is added, right-click on it and select Manage Sharing.
Step 5: In the Printer Sharing dialog, click on the Share this printer checkbox and enter a share name for the printer.
Step 6: Optionally, you can configure additional printer properties such as printer permissions, priority, and location.
Step 7: Click OK to save the changes and share the printer on the network.
Pros:
1. Easy and straightforward process to configure a print server using the Print Management Console.
2. Provides a user-friendly graphical interface for managing printers and print servers.
3. Allows for centralized management and control of printers on the network.
Cons:
1. Requires administrative privileges to access and use the Print Management Console.
2. Limited advanced configuration options compared to other methods.
Method 2: Using PowerShell
PowerShell is a powerful scripting language and automation framework that can be used to configure a print server. Here’s how to configure a print server using PowerShell:
Step 1: Open PowerShell with administrative privileges.
Step 2: Use the following command to install the Print and Document Services role on the server:
"`powershell
Install-WindowsFeature -Name Print-Services
"`
Step 3: Use the following command to add a printer to the print server:
"`powershell
Add-Printer -ConnectionName \\PrintServer\PrinterName
"`
Step 4: Optionally, you can configure additional printer properties such as printer name, driver, and port using the Set-Printer cmdlet.
Step 5: Use the following command to share the printer on the network:
"`powershell
Set-Printer -Name PrinterName -ShareName "Printer Share Name" -Shared $true
"`
Pros:
1. Offers advanced scripting capabilities for automating the configuration of a print server.
2. Allows for precise control and customization of printer settings.
3. Can be used to configure multiple printers simultaneously.
Cons:
1. Requires familiarity with PowerShell scripting language.
2. May be more complex and time-consuming compared to other methods.
Method 3: Using Group Policy
Group Policy is a powerful tool for managing and configuring network resources in an Active Directory environment. Here’s how to configure a print server using Group Policy:
Step 1: Open the Group Policy Management Console on a domain controller.
Step 2: Create a new Group Policy Object (GPO) or edit an existing one.
Step 3: Navigate to the following path within the GPO: Computer Configuration > Policies > Administrative Templates > Printers.
Step 4: Enable the policy settings for managing printers, such as "Point and Print Restrictions" and "Allow Print Spooler to Accept Client Connections".
Step 5: Configure additional printer settings, such as printer deployment and printer preferences, using the Group Policy settings.
Step 6: Apply the GPO to the appropriate organizational units (OU) or security groups.
Pros:
1. Allows for centralized and consistent printer configuration across the organization.
2. Provides granular control over printer settings through Group Policy settings.
3. Simplifies printer deployment and management in an Active Directory environment.
Cons:
1. Requires Active Directory infrastructure and domain controller.
2. Printer configuration changes may take some time to propagate across the network.
Method 4: Via Printer Properties
The last method involves configuring a print server directly through the printer properties on the server. Here’s how to configure a print server via printer properties:
Step 1: Open the Devices and Printers window on the print server.
Step 2: Right-click on the printer you want to configure and select Printer Properties.
Step 3: In the Printer Properties dialog, navigate to the Sharing tab.
Step 4: Click on the Share this printer checkbox and enter a share name for the printer.
Step 5: Optionally, you can configure additional printer properties such as printer location and comment.
Step 6: Click Apply and OK to save the changes and share the printer on the network.
Pros:
1. Simple and straightforward method using the built-in printer properties.
2. Does not require any additional tools or configuration.
Cons:
1. Limited configuration options compared to other methods.
2. Changes need to be made directly on the print server machine.
What to Do If You Can’t Configure a Print Server
If you are unable to configure a print server using the methods described above, here are a few potential fixes:
1. Check your permissions: Ensure that you have the necessary administrative privileges to configure a print server. If not, contact your system administrator for assistance.
2. Verify network connectivity: Make sure that the print server is properly connected to the network and accessible from your computer. Test network connectivity by pinging the print server’s IP address or hostname.
3. Restart the print spooler service: Sometimes restarting the print spooler service can resolve issues with printer configuration. Open the Services console, locate the Print Spooler service, and restart it.
Bonus Tips
Here are three bonus tips to enhance your print server configuration experience:
1. Regularly update printer drivers: Periodically update the printer drivers on your print server to ensure compatibility and performance improvements. Check the printer manufacturer’s website or use Windows Update to install the latest drivers.
2. Implement printer pooling: If you have multiple printers of the same model, you can create a printer pool to improve printing performance and reliability. Print jobs will be automatically distributed among the available printers in the pool.
3. Enable print auditing: Enable print auditing on your print server to track print activity and generate reports. This can help identify excessive printing, track printing costs, and enforce print policies.
5 FAQs
Q1: Can I configure a print server on a non-Windows operating system?
A1: While Windows Server is the most common platform for configuring a print server, other operating systems, such as Linux, also offer print server capabilities. However, the configuration steps and tools may vary.
Q2: Can I use a Windows client machine as a print server?
A2: Yes, you can configure a Windows client machine as a print server by enabling printer sharing and managing printers through the Printer Properties dialog. However, using a dedicated Windows Server is recommended for better performance and scalability.
Q3: How many printers can a print server support?
A3: The number of printers a print server can support depends on various factors, such as the server’s hardware specifications, network bandwidth, and print job volume. Windows Server 2012 has a default limit of 2000 printers per print server.
Q4: Can I configure printer permissions on a print server?
A4: Yes, you can configure printer permissions on a print server to control who can print, manage printers, and manage documents. These permissions can be set through the printer’s Security tab in the Printer Properties dialog.
Q5: How can I troubleshoot printer connectivity issues?
A5: If you are experiencing printer connectivity issues, check the network cables, ensure the printer is powered on, and verify that the printer is connected to the correct network. You can also try restarting the print spooler service or reinstalling the printer drivers.
Final Thoughts
Configuring a print server on Windows Server 2012 can greatly improve your organization’s printing infrastructure. Whether you choose to use the Print Management Console, PowerShell, Group Policy, or printer properties, the methods described above provide different levels of control and flexibility. By centralizing printer management, implementing print policies, and leveraging the power of automation, you can streamline printing operations and enhance overall efficiency in your organization.