Guide to Setting Up a Windows Print Server and Deploying Network Printers

For IT administrators, effectively managing resources like printers is crucial. This comprehensive guide will walk you through the process of setting up the Print and Document Services role on your server and subsequently deploying printer hardware.

Setting Up Windows Print Server and Deploying Printers

To establish the Windows Print Server and get your printers up and running, adhere to the following steps:

1. Install the Print and Document Service
2. Add the Printer Driver
3. Configure the Port
4. Connect Your Printer
5. Create a Security Group
6. Establish a Group Policy
7. Add Users

Now, let’s delve into each step in detail.

1] Installing Print and Document Service

The first step involves installing the Print and Document Service on the machine designated as your Print Server. Here’s how to do it:

1. Launch Server Manager.
2. Select Manage > Add Roles and Features.
3. Click Next multiple times until you reach the Server Roles section.
4. Find Print and Document Service, check the box next to it, and when prompted, click on Add Features.
5. Continue to click Next until you reach the Role Services section, ensuring that the Print Server option is selected.
6. Click Next > Install.

Wait a moment while the installation process completes.

2] Adding the Printer Driver

Next, you need to import the printer driver into the Print server. Start by copying the ZIP file with the printer driver to your server and extracting it to a designated folder. Follow these steps:

1. Within Server Manager, navigate to Tools > Print Management.
2. Expand the Print Server section, then right-click on the local server and select Drivers.
3. Right-click in an empty area and choose Add Driver.
4. Click Next, select the correct architecture (typically x64), and click Next again.
5. Browse the preinstalled drivers to add the new one, then click on Have Disk > Browse to locate your driver.
6. Click Next to finish the addition of the driver.

Now you have successfully added the printer driver, enabling access to the printer.

3] Configuring the Port

The next step involves creating a TCP/IP Printer port to establish a connection with your printer. Here’s how:

1. Click Ports, then right-click in an empty area and select Add Ports.
2. Choose Standard TCP/IP Port and click on New Port.
3. Press Next.
4. Input the printer’s IP address in the Print Name or IP Address and Port Name fields, then click Next.
5. Press Next > Finish.

Your newly created port will now be visible in the list.

4] Connecting Your Printer

Next, we will set up a virtual printer connected to this port. Please follow these steps:

1. In the Printers tab, right-click in an empty area and select Add Printers.
2. Choose to Add a new printer using an existing port and select the appropriate port from the dropdown; click Next.
3. Select Use an existing print driver on the computer, ensure the correct driver is selected, and click Next.
4. Provide the printer’s details including name, shared name, location, and description.
5. Click Next to complete the printer’s installation.

While the printer is now added, it isn’t ready for use just yet. To finalize the deployment, right-click on the printer in the list and select Properties. In the Sharing tab, confirm that both ‘Share this printer’ and ‘List in the directory’ options are enabled. Click Apply > OK once done. You can also configure multiple printers using the same or different drivers.

5] Creating a Security Group

It’s necessary to set up a new security group for deployment purposes and to add users to it. To accomplish this, follow these steps:

1. Open Server Manager, navigate to Tools > Active Directory Users and Computers.
2. Right-click on Groups to create a new Organizational Unit (OU), assign it a name, and click OK.
3. Right-click on the new OU and select New > Group.
4. Assign a name to the group and click OK.

This security group needs users added, but let’s first create a Group Policy for deployment.

6] Creating a Group Policy

To deploy the printer efficiently, a Group Policy object must be created and adjusted. Follow these steps:

1. In Server Manager, go to Tools > Group Policy Management.
2. Under your domain controller, right-click Group Policy Objects, and select New.
3. Name the new policy, such as “Printer”.
4. Right-click the newly created policy and select Edit.
5. Navigate to User Configuration > Preferences > Control Panel Settings > Printers.
6. Right-click in the Printers interface and choose New > Shared Printer.
7. Click the three dots in the Share Path field to access the active directory printer list, select the printer, and click OK.
8. Ensure the Action type is set to Updated.
9. Under the Common tab, check Item-level targeting and then click Targeting.
10. Select New Items > Security Groups.
11. Click the three dots near Group, input the name of the security group, and click Check Names.
12. After adding the group, click Apply > OK.

If you have additional printers, this is the place to include them too.

Next, link this GPO to the Users folder by holding the Printers GPO and dragging it to the Users Organizational Unit. A prompt will appear; click OK to confirm your action.

7] Adding Users

Lastly, add users to the Printers group. To do this, navigate to Active Directory Users and Computers, right-click on Printers under Groups, double-click the policy, type in the user account name, and click Check Names.

After adding the user account, that user can log in with their credentials and utilize the printer.

How to Deploy a Printer in Windows Server?

To deploy a printer in Windows Server, begin by installing the Print and Document Service role, create a security group, add users to the group, establish a Group Policy object, allocate the printer hardware, and connect everything.

How to Create a Group Policy for Printers?

To create a Group Policy for a printer, open Group Policy Management, navigate to your Domain Controller, right-click on Group Policy Objects, and click on New.

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