10 Windows Print Server Best Practices

Windows Print Server is a server role in Windows Server that allows you to share printers and manage print jobs. Print servers are used to centralize printing in an organization and offer many benefits, such as reduced costs, improved efficiency, and increased security.

However, print servers can also be complex to set up and manage. In this article, we will discuss 10 best practices for setting up and managing a Windows Print Server. By following these best practices, you can ensure that your print server is running smoothly and efficiently.

1. Print Server Hardware

Print servers are often one of the busiest devices on a network, and as such, they need to be able to handle a lot of traffic. That means having a fast processor, plenty of RAM, and a solid network connection.

Additionally, print servers usually have a lot of storage because they need to be able to store print jobs until they can be printed. So, make sure you have a print server with plenty of storage space.

Finally, it’s important to have a backup plan for your print server. That means having a second print server that can take over if the first one goes down.

2. Print Server Operating System

The Windows print server role is a resource-intensive service. By dedicating a server to this task, you can ensure that other important services are not impacted by any performance issues.

Additionally, a dedicated print server will be easier to manage and troubleshoot. Any problems with the print server will not impact other parts of your network, and you can more easily isolate and fix any issues.

3. Printer Drivers

Printer drivers are the software that allows Windows to communicate with a printer. Without the proper driver installed, the printer will not work correctly. In some cases, the printer may not work at all.

There are two types of printer drivers:

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The first type is a manufacturer-provided driver. These drivers are created by the printer’s manufacturer and are designed to work specifically with that make and model of printer.

The second type is a generic driver. These drivers are not created by the printer’s manufacturer, but they are designed to work with a wide variety of printers.

Generic drivers are often used when a manufacturer-provided driver is not available. For example, if you have an older printer that is no longer supported by the manufacturer, you may need to use a generic driver.

It is important to note that generic drivers may not provide all of the features that a manufacturer-provided driver would offer. Therefore, it is always best to use a manufacturer-provided driver when possible.

4. Print Queues and Ports

Print queues and ports allow you to manage print jobs more effectively. By using print queues, you can prioritize print jobs so that the most important ones are printed first. This is especially useful if you have a lot of users printing to the same printer.

Ports also give you more control over how data is sent to the printer. For example, you can use a USB port to send data directly to the printer, or you can use an IP address to send data to the printer over the network.

Using print queues and ports can help you improve the efficiency of your print server, and it can also help you reduce the amount of time that users have to wait for their print jobs to be processed.

5. User Permissions

By default, the Everyone group has Read and Execute permissions to the print server. This means that any user on the network can view and run files on the server.

While this may not be a problem for small networks, it can be a security risk for larger ones. To mitigate this risk, it’s best to remove the Everyone group from the print server and add only the specific groups or users that need access.

Additionally, you should also consider setting up auditing on the print server. This will allow you to track who is accessing the server and what they’re doing. Auditing can be helpful in troubleshooting issues and can also be used to detect unauthorized activity.

6. Security

Print servers are often left unsecured, which can lead to sensitive data being leaked. To prevent this, it’s important to set up security measures such as user authentication and data encryption.

User authentication ensures that only authorized users can access the print server, while data encryption protects the data stored on the server from being accessed by unauthorized individuals.

Both of these security measures should be implemented to ensure that the print server is secure and that sensitive data is not leaked.

7. Monitoring

Print servers are often left unmonitored, which can lead to a number of problems. For example, if the print server is down, users will be unable to print. This can lead to productivity losses and may even result in missed deadlines.

Additionally, if the print server is not being monitored, it may be difficult to tell when it is having performance issues. This can result in slow printing speeds and poor print quality.

Finally, if the print server is not being monitored, it may be difficult to tell when it is low on toner or paper. This can result in users having to wait for new supplies, which can again lead to productivity losses.

Monitoring the print server can help avoid all of these problems. There are a number of different ways to monitor a print server, such as using System Center Operations Manager or Microsoft Operations Management Suite.

8. Troubleshooting

If you’re not troubleshooting your server on a regular basis, you could be missing out on potential performance issues. By taking the time to troubleshoot your server, you can identify and fix any problems that may be causing it to run slowly or inefficiently.

There are a few different ways to troubleshoot your Windows print server. One way is to use the Event Viewer tool. This tool will show you any events that have occurred on your server, which can help you identify any potential problems.

Another way to troubleshoot your server is to use the Performance Monitor tool. This tool will allow you to see how your server is performing and identify any areas where it may be struggling.

Finally, you can also use the Task Manager tool to troubleshoot your server. This tool will show you any processes that are currently running on your server, which can help you identify any that may be causing problems.

By taking the time to troubleshoot your Windows print server on a regular basis, you can ensure that it’s running as efficiently as possible.

9. Backup & Recovery

Print servers are often mission-critical systems, and if they go down, it can have a major impact on productivity. That’s why it’s important to have a robust backup and recovery plan in place in case of an unexpected outage.

There are a few different ways to back up a print server, but one of the most effective is to use a tool like Microsoft’s System Center Data Protection Manager (DPM). DPM is designed specifically for backing up and recovering Windows servers, and it offers a number of features that make it well-suited for print servers, such as the ability to back up to disk or tape, and the ability to recover individual files or folders.

Another important best practice for Windows print servers is to keep the system up to date with the latest security patches and service packs. Print servers are often targeted by attackers, so it’s important to make sure the system is as secure as possible. Applying the latest security patches is one of the best ways to do this.

10. Maintenance

Print servers, like any other server, need to be patched and updated on a regular basis. Not only do new features and security updates become available, but manufacturers also release hotfixes for specific problems.

It’s important to stay on top of these updates, because a print server that falls behind can quickly become a liability. Out-of-date software is one of the most common ways that hackers gain access to systems, so it’s crucial to keep everything up-to-date.

The best way to do this is to set up automatic updates, so you don’t have to remember to do it manually. Windows Server 2016 includes a feature called Automatic Updates, which can be configured to download and install updates automatically.

Additionally, it’s a good idea to create a backup of your print server before installing any updates. That way, if something goes wrong, you can restore the server to its previous state.