If your business is moving print to the cloud with universal print, the setup process can either be smooth… or turn into a week of “Why won’t this thing show up for users?” The difference usually comes down to planning: checking prerequisites, assigning the right licenses, and avoiding a few common pitfalls. At Carolina Business Technologies, Inc., we’ve seen all three make or break a rollout.
Below is a plain-language guide to getting Universal Print set up the right way the first time.
What Is Universal Print (and Why Use It)?
Universal Print is Microsoft’s cloud-based print solution for Microsoft 365. Instead of managing print servers and drivers on every device, printing is handled through Azure. Users sign in with their work account, pick a printer, and print—whether they’re in the office or working remotely on a joined device.
Big benefits:
No on-prem print servers to maintain
Centralized management in the Microsoft 365 admin center
Better control over who can print where
Easier support for hybrid and remote teams
But those benefits only show up if the foundation is right.
Step 1: Check the Technical Prerequisites
Before you even think about licenses, make sure your environment is ready.
1. Azure AD joined or hybrid devices
Universal Print is built around Azure Active Directory (now Entra ID). That means:
Windows devices need to be Azure AD joined or hybrid Azure AD joined
Users must sign in with their work or school account
If your devices are still only domain-joined with no hybrid or cloud join, you’ll hit roadblocks immediately.
2. Supported operating systems
Most modern Windows 10 and Windows 11 versions support Universal Print natively, but older or unmanaged machines may require the Universal Print connector or won’t be supported at all.
Before rollout, inventory your environment:
Which OS versions are in use?
Are they updated to a supported build?
Are there shared or kiosk devices with special needs?
3. Network and connectivity
Because print queues live in the cloud, your environment needs:
Reliable internet access from clients and the connector servers
Ability to reach Microsoft 365 endpoints (no over-aggressive firewall blocking)
If your network is flaky, printing will be flaky.
Step 2: Understand Universal Print Licensing
Universal Print isn’t just “turned on” for everyone automatically. You’ll need the right licenses assigned to the right users.
Typical options include Microsoft 365 plans that include Universal Print (certain Business and Enterprise SKUs) or specific add-on licenses. Each licensed user gets a set number of print jobs per month.
Key things to think through:
Who actually needs to print?
Don’t blindly license everyone. Start with roles that rely on printing: front desk, accounting, warehouse, etc.How many jobs do they realistically generate?
Heavy print environments (like accounting or production areas) may need extra job capacity.Are external or shared users involved?
If contractors or temporary staff print frequently, make sure they’re covered as well.
If you’re unsure which Microsoft 365 licenses include Universal Print or how job quotas work, Microsoft keeps an up-to-date breakdown here:
Universal Print overview (Microsoft)
At Carolina Business Technologies, Inc., we typically review current print volumes and Microsoft 365 licensing together so you’re not overspending or under-licensed.
Step 3: Plan Your Printer and Connector Strategy
Most real-world environments still have traditional printers that aren’t natively Universal Print–ready. That’s where the Universal Print connector comes in.
Native versus connector-based printers
You’ll likely use a mix of:
Universal Print–ready devices
These can register directly with Universal Print. No print server needed.Legacy printers using the connector
Installed on a Windows server or PC that acts as the bridge between your on-prem printers and the cloud.
Decide:
Which printers can be upgraded or replaced with Universal Print–ready models
Which will stay legacy and need the connector
Where the connector will live (we usually recommend a reliable server, not someone’s desktop)
Redundancy and availability
If that single connector server goes down, printing to those legacy devices stops. For critical areas (front desk, shipping, finance), consider:
Multiple connectors for redundancy
Clear monitoring and alerting if the connector service fails
Step 4: Configure Printers and Assign Permissions
Once the backend is ready, you’ll publish printers and control who sees what.
Register printers in Universal Print
For each printer:
Register the printer (either directly or via connector)
Name it in a way that makes sense to end users (e.g., “2nd Floor – HR – Color” instead of “HP-G5-01”)
Set default settings (color vs. B&W, duplex, etc.) based on department needs
Assign access using groups
Avoid managing permissions printer by printer, user by user. Instead:
Create Azure AD groups like “Accounting Printers”, “Warehouse Printers”, etc.
Assign printers to groups
Add users to the appropriate groups
This keeps things cleaner and makes it easy to adjust access when someone moves departments.
Step 5: Communicate with End Users
The fastest way to turn a good technical rollout into a mess is not telling users what’s changing.
Before switching production over:
Let users know print servers are going away and how they will now find printers
Provide a simple “How to add a printer” walkthrough for Windows 10/11
Clarify any changes in available printers (for example, if you’re standardizing and removing some underused devices)
We often recommend a short internal FAQ or a quick Loom-style video to reduce IT ticket volume.
Common Pitfalls (and How to Avoid Them)
Here are the issues we see most often when businesses try to deploy Universal Print on their own.
1. Licensing after the fact
Pitfall: Devices are set up, printers registered… and users still can’t print because they don’t have the right license.
Fix: Map licenses to roles and assign them before rollout. Test with real user accounts in each department.
2. Ignoring legacy line-of-business apps
Pitfall: That old ERP or line-of-business system still expects a specific print queue installed on a server, and Universal Print breaks that workflow.
Fix:
Identify any critical applications that print directly to server queues
Test Universal Print with each one
Where needed, keep a small on-prem queue or use the connector carefully to preserve compatibility
3. Confusing printer names
Pitfall: Users see a long list of printers with cryptic names and pick the wrong one, then blame Universal Print.
Fix: Use clear, location-based names. For large sites, standardize a naming convention across all printers.
4. No rollout phases or pilot group
Pitfall: Switching everyone at once increases risk. Any small misconfiguration turns into a companywide problem.
Fix: Start with a pilot group—one department or one floor. Validate:
Printer availability
Performance
Ease of use
Then roll out to the rest of the organization.
5. Underestimating training and support
Pitfall: “It’s just printing, how hard can it be?” Then the help desk is flooded on day one.
Fix:
Prepare short, simple how-to guides
Show users where to find printers and how to set defaults
Make sure your support team understands the new workflow and admin tools
Ready to Set Up Universal Print the Right Way?
Universal Print can absolutely simplify your print environment—especially if you’re moving away from aging print servers or supporting a hybrid workforce. But it’s not a magic switch. Success comes from:
Verifying prerequisites
Assigning the right licenses
Planning your connector and printer strategy
Rolling out in phases
Avoiding the common pitfalls above
If you’d like expert help designing or deploying a Universal Print environment that fits your business, Carolina Business Technologies, Inc. can walk you through every step—from licensing and hardware choices to configuration, training, and ongoing support.