How to Set Up Microsoft Universal Print (Cloud Printing Guide)

Microsoft Universal Print is a cloud-based printing solution that eliminates on-premises print servers. IT administrators can share printers through Azure, enabling users to print from anywhere without VPN connections or complex driver installations.

Prerequisites

Requirement	Details
Licensing	M365 Business Premium, E3/E5, F3, or A3/A5
Identity	Azure AD (Entra ID) tenant
Admin Role	Printer Administrator or Global Administrator
Client Devices	Windows 10 (1903+) or Windows 11, Azure AD joined
Connector (for legacy printers)	Windows 10/11 Pro/Enterprise or Server 2016+

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Step 1: Install the Universal Print Connector

If your printers are "Universal Print ready," they can connect directly. For most existing printers, you'll need the connector.

1. Prepare a host machine:
   • Designate a Windows PC or Server with network access to your printers
   • This machine must stay powered on to process print jobs
2. Download the connector:
   • Download from aka.ms/UPConnector
3. Install:
   • Run UniversalPrintConnectorInstaller.msi as administrator
   • Follow the installation wizard
4. Register the connector:
   • Open the Universal Print Connector application
   • Click Login and sign in with admin credentials
   • Enter a name for the connector (e.g., "Main-Office-Connector")
   • Click Register

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Step 2: Register Printers

Once the connector is registered, add your printers to the cloud:

1. In the Universal Print Connector app, view the list of locally installed printers
2. Select printers by checking the boxes next to each one
3. Click Register
4. Wait for status to change from "Processing" to "Registered"

Note: Ensure printer drivers work locally on the connector machine before registering.

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Step 3: Share Printers and Set Permissions

Registered printers must be shared before users can see them:

1. Go to the Azure Portal and search for Universal Print
2. Navigate to Manage > Printers
3. Click on a printer to open its details
4. Click Share
5. Configure sharing:
   • Share Name: Enter a friendly name (e.g., "Marketing-HP-Color")
   • Members: Select users or groups who can access this printer
6. Click Share Printer

Repeat for each printer you want to deploy.

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Step 4: Add Printers on Client Devices

Manual Addition (User Self-Service)

1. On an Azure AD joined Windows device:
2. Go to Settings > Bluetooth & devices > Printers & scanners
3. Click Add device
4. Universal Print printers appear in the list
5. Click Add device next to the desired printer

Automatic Deployment via Intune

1. Go to Microsoft Endpoint Manager Admin Center
2. Navigate to Devices > Configuration profiles > Create profile
3. Select Windows 10 and later and Settings catalog
4. Search for Printer Provisioning
5. Configure:
   • Action: Install
   • Cloud Device ID: Paste from Azure Portal
   • Printer Name: Friendly name
6. Assign to your user groups

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Troubleshooting

Issue	Solution
Printer shows "Attention Required"	Check physical printer for paper, toner, or jams
Jobs stuck in "Pending"	Verify connector machine is online; restart Print Connector service
"Access Denied" when adding printer	Check user is in the assigned group in Universal Print portal
Printer not appearing for users	Verify printer is both registered AND shared

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