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Universal Print Setup

Audience: IT administrators with Printer Administrator role

Purpose: Deploy cloud-based printing without on-premises print servers

Quick Reference​

TL;DR
  • Cloud Integration — Always prefer manufacturer cloud integration over print connectors
  • Printer Shares — End users see printer shares, not raw printer entries
  • Secure Print — QR code release requires Microsoft 365 app only
  • Conditional Access — Theoretically possible via Enterprise Application

Prerequisites​

RequirementDetails
Azure Portal AccessSign in at portal.azure.com
PIM RolePrinter Administrator (activate via PIM if needed)
Printer InventoryList of printers to enroll
Connection TypeDetermine cloud integration vs. print connector

Determining Printer Type​

Cloud Integration Preferred

Always choose cloud integration over print connector when available. Cloud connections are manufacturer-designed and support more features.

Check if your printer supports cloud connection:

Connection TypeDescriptionBest For
Cloud IntegrationDirect manufacturer integrationModern printers with support
Print ConnectorWindows service bridges legacy printersOlder printers

Setup Procedure​

Step 1: Sign in to Azure Portal​

  1. Navigate to Azure Portal
  2. Sign in with credentials
  3. (If needed) Activate Printer Administrator via PIM portal

Step 2: Add Print Connector (If Required)​

For printers without cloud integration:

  1. Follow Install Universal Print connector on Windows
  2. Once configured, connector appears automatically in Universal Print portal
  3. All printers on connector server will be enumerated

Step 3: Add Printers​

Cloud Connector Printers

Follow manufacturer instructions for enrolling the printer directly with Universal Print.

Print Connector Printers
  1. Add printer to Windows on the connector server (standard process)
  2. Printer will appear in Universal Print portal automatically

Step 4: Configure Printer Properties​

  1. In Universal Print portal, go to Printers tab
  2. Select your printer → Properties
  3. Add location information (building, floor, room)

Step 5: Create Printer Shares​

User-Facing Names

Printer shares are what end users see. Create one share per printer with a user-friendly name.

  1. In Universal Print portal, go to Printer Shares
  2. Click Add new share
  3. Enter display name for users
  4. Select target printer
  5. Add users/groups with access

Known Issues​

Secure Print Limitations​

IssueDetails
QR Code OnlySecure Print currently only supports QR code release
M365 App RequiredQR codes only work with the Microsoft 365 app
All-or-NothingPrinter uses either secure release OR normal release, not both
Implication

If you configure secure release, that printer will always require the M365 app to release prints—no exceptions.

Advanced Management​

Enterprise Application​

Universal Print registers as an Enterprise Application in Entra ID:

  • Used for user authentication via non-interactive sign-ins
  • Conditional Access policies are theoretically possible
  • Not generally recommended but available for advanced scenarios

Integration with Intune​

Deploy printers to devices via Intune:

  1. Configure printer shares in Universal Print
  2. Create Intune configuration profile
  3. Deploy to device groups
  4. Printers appear automatically for targeted users