How to Install and Configure a Print Server on Windows Server

A Print Server allows centralized management of printers and their drivers across a network. With Windows Server, you can easily set up a print server to serve multiple client machines, making administration more efficient and consistent.

This step-by-step guide shows you how to install and configure a Print Server on Windows Server 2019, 2022, or similar.

✅ Prerequisites

• Windows Server 2016/2019/2022 installed
• Administrator privileges
• Network-connected printer(s)
• Proper network configuration

🔧 Step 1: Install the Print Server Role

1. Open Server Manager.
2. Click Manage > Add Roles and Features.
3. Choose Role-based or feature-based installation.
4. Select your server from the list.
5. Under Server Roles, check Print and Document Services.
6. Expand the role and check Print Server.
   
7. Click Next and install.

⏳ Wait for the installation to complete. A restart is usually not required.

🖥️ Step 2: Add a Printer to the Print Server

1. Open Print Management via:
   • Start Menu > Administrative Tools > Print Management
   • Or: printmanagement.msc in Run
     
2. Right-click on Printers under your server name.
3. Select Add Printer.
4. Choose either:
   • Add a new printer using an existing port (e.g., TCP/IP)
   • Search the network for printers
5. Install the appropriate driver (or provide a driver INF file).
6. Give the printer a share name and description.

🌐 Step 3: Share the Printer with the Network

1. During printer setup, ensure “Share this printer” is checked.
2. Optionally, configure additional settings:
   • List in directory (for Active Directory)
   • Set permissions (who can print, manage, etc.)

🛠️ Step 4: Set Printer Permissions

1. In Print Management, right-click the printer and select Properties.
2. Go to the Security tab.
3. Add users/groups and set appropriate permissions:
   • Print
   • Manage this printer
   • Manage documents

💡 Step 5: Deploy Printer to Clients (Optional)

For domain environments:

1. Use Group Policy to deploy printers to users or computers.
2. Navigate to:
   User Configuration > Policies > Windows Settings > Deployed Printers
3. Add the printer path: \\ServerName\PrinterName

🧼 Step 6: Maintain the Print Server

• Regularly update drivers
• Monitor printer queues
• Check event logs for errors
• Use quotas (via third-party tools) if needed

✅ Conclusion

Setting up a print server on Windows Server is a practical way to centralize printing in any networked environment. It reduces overhead and simplifies printer deployment, especially in enterprise settings.

Whether you’re supporting a few printers or dozens, this setup ensures a smooth, scalable print environment.

How to Install and Configure a Print Server on Windows Server (F.A.Q)