Step-by-Step Guide for Configuring a Windows Print Server and Deploying Network Printers

Step 1: Install the Print and Document Service

Begin by installing the Print and Document Service role on your selected Print Server. Use the following steps to guide you:

1. Launch Server Manager.
2. Select Manage > Add Roles and Features.
3. Click Next repeatedly until you arrive at the Server Roles section.
4. Locate Print and Document Service, check the box, and click Add Features when prompted.
5. Continue clicking Next until you reach the Role Services section, ensuring that the Print Server option is selected.
6. Click Next > Install.

Pro Tip: Wait until the installation process completes successfully.

Step 2: Add the Printer Driver

Next, you need to import the printer driver into your Print Server. Here’s how to accomplish this:

1. Copy the printer driver ZIP file to your server and extract it.
2. Within Server Manager, navigate to Tools > Print Management.
3. Expand the Print Server section, right-click on the local server, and go to Drivers.
4. Right-click in an empty space and select Add Driver.
5. Click Next, select the correct architecture (usually x64), and click Next once more.
6. Browse the preinstalled drivers to add the new one, selecting Have Disk > Browse to find your driver.
7. Click Next to finalize the driver addition.

Pro Tip: Ensure that the printer driver is compatible with your printer model.

Step 3: Configure the Port

Establish a TCP/IP Printer port to connect with your printer. Follow these instructions:

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

Pro Tip: Ensure your printer is powered on and connected to the network before entering the IP address.

Step 4: Connect Your Printer

We will now add a virtual printer associated with the configured port. Follow along:

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. Enter your printer’s specifics, including name, shared name, location, and description.
5. Click Next to complete the installation of the printer.

After adding the printer, right-click on it in the list, select Properties, navigate to the Sharing tab, and confirm that both ‘Share this printer’ and ‘List in the directory’ options are checked. Click Apply > OK afterward.

Step 5: Create a Security Group

It’s crucial to set up a new security group for managing printer deployments effectively. Follow these steps:

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

Pro Tip: Clearly naming your groups helps in better organization and management.

Step 6: Establish a Group Policy

To efficiently deploy the printer, you must create a Group Policy object (GPO).Use 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 policy accordingly, like “Printer”, and right-click it to select Edit.
4. Navigate to User Configuration > Preferences > Control Panel Settings > Printers.
5. Right-click in the Printers interface and select New > Shared Printer.
6. Click the three dots in the Share Path field to access the Active Directory printer list, select the printer, and click OK.
7. Ensure the Action type is set to Updated.
8. In the Common tab, check the Item-level targeting box, and then click Targeting.
9. Select New Items > Security Groups.
10. Click the three dots near Group, input your security group name, and click Check Names.
11. After adding the group, click Apply > OK.

Pro Tip: If you have additional printers, you can include them at this stage as well.

Step 7: Add Users

Finally, you need to add users to your Printers group. Here’s how:

1. In Active Directory Users and Computers, right-click on Printers under Groups.
2. Double-click the policy, type in the user account name, and click Check Names.

After the user account has been added, they can log in with their credentials to access the printer.

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