How to setup Windows Print Server and deploy printers

As an IT administrator, you need to make sure resources, such as printers, are distributed correctly. In this article, you will learn how to install Windows Print Server and distribute printers using Group Policy. In this detailed tutorial, we will review the process of installing the printer hardware on your server and enabling the Print and Document Services role.

Implement Windows Print Server and deploy printers

Below are the steps to install printers and set up the Windows Print Server.

Create the document and print service.

Install and Download Printer Drivers

Configure Ports

Connect your printer

Create a perimeter of defense

Write a policy for the whole organization

Add Users

We should explain them in detail.

1: installation of print/document service

First, on the machine that would act like our print server, we are going to install the Print and Document Service. If you want to achieve it, just follow the steps.

Open Server Manager.

In order to add the roles and features, click on Manage > Add Roles.

Keep on clicking until it asks for Server Roles; just click Next.

Add Features when prompted, select Print and Document Service by placing a check in the box. Click Add Features.

After clicking Next, the Print Server should be checked on the Role Services tab

Click Next then click Install

The service is installing onto your PC, so give it a minute or two to complete.

2: printer driver installation

Importing the driver of the printer in the Print server is the next task. You have to download the driver of the printer, extract it from its ZIP and upload it to your server. Then follow the following steps.

Select Print Management under Tools menu in Server Manager.

Print Server -> expand and export local server->Drivers

Right click an empty area -> select "Add Driver".

After you have clicked on Next, select your being used architecture (the most used is x64) and then click Next again.

Now that you have clicked all of the preinstaller drivers, click on Have Disk > Browse. Now head into the folder where you copied drivers to and finally add them in.

After this, proceed and click Next.

The matched printer can be accessed once the driver has been added this way.

Matching printer can be accessed through.

3. Create Port

Now, the next process to get the printer online is adding a TCP/IP Printer port. If you want to do it, follow these steps.

Once you see a blank space, click on Ports, right-click on it, and finally choose Add Ports.

Choose Standard TCP/IP Port to create a new port.

Now, click on the next button.

To continue, select "Print Name" or "IP Address and Port Name" and then specify your printer's IP address.

Continue and click Finish.

Then you can see your built port in the list.

4: Connect your printer

Now we can connect this port to our virtual printer we created. If you wanna do that, just follow those steps.

Find the open area in the Printers tab and right-click to choose Add Printers.

Please select Next, click the drop-down menu to choose the port, to add a new printer with an already installed port.

Please select Use the driver already installed on the computer, then select the appropriate driver, and click Next.

Give the name, shared name, location, and description of your printer.

Click the Next button when you are ready to finish installing the printer.

Even though the printer has been added, it is still not ready for deployment. To do that, highlight the printer in your list of printers and right-click on it. Highlight Properties. Then click on the Sharing tab and check Share this printer and List in the directory. Once all of your settings are appropriate, click Apply > Ok. You can also create multiple printers with various drivers or even with the same one.

5. create a security group.

You need to create a new security group and add people to it for the deployment to be easy. The following steps will guide you on how to do it.

In the Server Manager, select the Tools menu option. Within that, select Active Directory Users and Computers.

Right-click Groups and select Organizational Unit to create a new Organizational Unit. Type in the name of the OU and click the "Ok" button.

Right-click the OU you just created and select "New" then "Group."

Name it and click the "Ok" button.

We also have to include users within this security group, but first, we will create a deployment group policy.

6. Create Group Policies

We have to build a Group Policy object before it is used to deploy the printer. If you desire to achieve it, then simply follow the steps that have been elaborated in a way.

Open Server Manager then Tools, and finally, select Group Policy Management.

Click on the Group Policy Objects under your domain controller and then New from the context menu.

Now, it is time to name it; "Printer" will suffice.

Now, edit the object you just created by right-clicking on it.

Head to the Control Panel's Settings > User Configuration > Preferences > Printers.

Once open, right-click on an empty screen inside the Printers interface and select New > Shared Printer.

Click the three dots in the Share Path column to access the active directory printer list. Now, select the printer and click Ok.

Ensure that the Updated action type is selected

Click on the Common tab and then select Targeting after checking the box for Item-level targeting.

Find the Security Groups option and click it.

Select the Group by clicking on its three dots.

In the security group's name, click "Check Names."

After adding the security group, you can simply click on Apply > Ok.

You can add other printers here if you want to.

After that, connect the GPO to the Users directory. To do this, grab the Printers GPO and drop it into the Users Organizational Unit; a confirmation window will appear; click Ok to proceed.

To learn how to grant users permissions in Active Directory, see this article.

7. Include Users

The final step is the creation of members of the group Printers. This can be done by going to Active Directory Users and Computers and clicking on Groups. After that, right-click on Printers, then double-click on the policy, and lastly, write the name of the user account and click on Check Names.

With that username, you can access the printer once you add the account.

That's all for today; without further ado, we say adiós and wish you the best of luck.