How to Get the Most from Connected Printer Networks

Modern printer networks offer far more than simple printing. When properly configured, they become powerful productivity tools. Here’s how to maximise the benefits of your connected printer fleet.

What is a connected printer network?

Basic definition

A connected printer network consists of multiple printers/multifunction devices:

Connected to the same network
Centrally managed
Sharing resources and capabilities
Accessible by all authorised users

Components

Printers/MFPs: the hardware devices
Print server: manages queues and jobs (optional)
Management software: monitors and controls fleet
Network infrastructure: switches, cables, Wi-Fi
Workstations: where users print from

Benefits of a well-configured network

For users

Print from any device to any printer
Choose best printer for each job
Automatic routing based on job type
Mobile printing support
Consistent experience across locations

For IT

Centralised management
Remote troubleshooting
Automated updates
Usage monitoring
Simplified support

For finance

Cost tracking and allocation
Resource optimisation
Reduced waste
Better contract negotiation data

Setting up your network

Step 1: Network planning

Assess your needs:

Number of users per area
Print volume by location
Special requirements (colour, A3, finishing)
Security requirements

Map your layout:

Logical printer placement
Network connectivity points
Power availability
User traffic patterns

Step 2: IP addressing

Best practices:

Use static IPs for printers (don’t rely on DHCP)
Create a dedicated IP range (e.g., 192.168.1.200-220)
Document all addresses
Use consistent naming

Example scheme:

Printer	IP Address	Location
MFP-1F-East	192.168.1.201	1st Floor East
MFP-1F-West	192.168.1.202	1st Floor West
MFP-2F-Main	192.168.1.203	2nd Floor Main

Step 3: Driver deployment

Options:

Point and Print (Windows Server)
Group Policy deployment
Print management software
Self-service portal

Key principle: Users shouldn’t manually install drivers.

Step 4: Queue configuration

Consider:

Default printer per location/department
Fallback printers if primary unavailable
Colour vs B&W queue separation
Secure print queues

Advanced features to leverage

Pull printing (Follow-Me)

How it works:

User sends print job from any device
Job held on server
User goes to any printer
Authenticates (badge, code, etc.)
Releases their jobs

Benefits:

Print at most convenient location
No wasted prints (jobs expire if not collected)
Enhanced security
Automatic load balancing

Intelligent routing

Configure rules:

Large jobs → high-capacity printer
Colour jobs → colour printer only
Draft documents → fastest printer
Confidential → secure printer

Example rules:

IF pages > 50 THEN route to ProductionPrinter
IF colour = true AND urgent = false THEN hold for approval
IF user.department = Finance THEN log for billing

Mobile printing

Enable for:

Guests
Remote workers
Mobile employees
BYOD devices

Options:

Email to print (user emails document to printer address)
Cloud print (Google Cloud Print, Mopria)
AirPrint (Apple devices)
Manufacturer apps (HP Smart, Canon PRINT, etc.)

Scan to destinations

Configure shortcuts:

Scan to email
Scan to user folder
Scan to SharePoint/cloud
Scan to workflow

Make it easy:

One-touch shortcuts
Predefined destinations
Automatic naming
OCR enabled

Centralised management

Fleet management tools

Basic monitoring:

Device status (online, offline, error)
Consumable levels
Page counters
Job queues

Advanced management:

Remote configuration
Firmware updates
Clone settings across devices
Automated alerts

Recommended tools

Manufacturer tools:

Canon uniFLOW
HP Web Jetadmin
Ricoh @Remote
Konica Minolta PageScope

Third-party:

PaperCut
PrinterLogic
Printix
YSoft SafeQ

Alert configuration

Set up notifications for:

Event	Alert to
Toner low	Supplies coordinator
Paper empty	Local user + supplies
Error/jam	IT helpdesk
Offline > 15 min	IT helpdesk
High usage anomaly	Finance + IT

Security best practices

Network security

VLAN segregation: Put printers on dedicated network segment
Access control: Limit which IPs can access printers
Encryption: Enable TLS for all communications
Disable unused protocols: Turn off FTP, Telnet, etc.

Device security

Change default passwords: All admin accounts
Firmware updates: Apply regularly
Disable unused features: If not scanning, disable
Hard drive encryption: For stored documents
Secure wipe: When decommissioning

Print security

Authentication required: No anonymous printing
Secure print default: Jobs held until user present
Automatic job deletion: Uncollected jobs purged
Audit logging: All activity recorded

Optimisation strategies

Load balancing

Distribute load across devices:

Monitor usage per device
Identify bottlenecks
Redirect overflow to nearby printers
Consider capacity when routing

Cost optimisation

Implement policies:

B&W by default (colour requires justification)
Duplex by default
N-up for drafts (multiple pages per sheet)
Quotas by department

Track metrics:

Cost per page achieved
Colour ratio
Waste ratio
Device utilisation

User experience

Simplify the experience:

Consistent interface across devices
Clear printer names indicating capabilities
Available printer status visible
Help resources accessible

Troubleshooting network issues

Common problems

Printer offline:

Check physical connection (cable, lights)
Verify IP address hasn’t changed
Test network connectivity (ping)
Restart print spooler
Restart printer

Slow printing:

Check network congestion
Verify print server performance
Reduce print quality for large jobs
Check driver (universal vs specific)

Jobs in queue but not printing:

Check printer status for errors
Clear stuck jobs
Restart print spooler
Check permissions

Diagnostic tools

Ping: Basic connectivity test
Print test page: From printer panel
Event logs: Windows event viewer
Management console: Fleet tool dashboards

Migration and growth

Adding printers

Standardised process:

Physical installation
Network configuration (IP, name)
Add to management system
Deploy drivers to users
Configure defaults and policies
User communication

Removing printers

Proper decommissioning:

Remove from management system
Redirect users to alternatives
Remove drivers (or leave for reinstall)
Secure data wipe
Physical removal/return

Scaling considerations

Start with good foundations (consistent naming, documentation)
Plan for growth in IP ranges
Use templates for configuration
Standardise on fewer models
Document everything

Summary checklist

Basic setup

Static IPs assigned and documented
Consistent naming scheme
Drivers deployed centrally
Default printers configured

Security

Default passwords changed
Unused protocols disabled
Encryption enabled
Access controls in place

Management

Fleet tool deployed
Alerts configured
Usage tracking enabled
Regular firmware updates

Optimisation

Pull printing enabled
Routing rules configured
Policies enforced (duplex, B&W)
User training completed

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