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How to set up Universal Print

Determining if you have Universal Print licenses as part of one of your Microsoft subscriptions

N.B. You will need a Universal Print licence for each user that will need to print to your printer(s) via Universal Print.

Open the Microsoft Azure Admin Console with an administrative account (https://portal.azure.com).

Search for ‘Universal Print’

Azure Admin Home - Universal Print

If Universal Print appears then you already have the functionality for some, if not all of your users and it can be configured. If Universal Print does not appear then you will need to purchase the Universal Print subscription add-on for the number of users required.

Purchasing Universal Print licenses

Log on to the Microsoft 365 Admin centre with an administrative account (https://portal.office365.com).

Click Show All.. and go to the Billing and then Purchase Services tabs.

Search for ‘Universal Print’.

Office 365 Purchase Licenses

You can then buy licenses by going to Details and following the prompts.

Assigning Universal Print licenses

If you have Universal Print licenses you must then assign them to users in order for them to use the Universal Print functionality.

N.B. You do not have to licence every user in the organisation, only those that will be using Universal Print.

Log on to the Microsoft 365 Admin centre with an administrative account (https://portal.office365.com).

Open the Users and then Active Users tabs

Select the user that you would like to assign a Universal Print licence to, go to Licenses and Apps.

Tick the Universal Print licence and click Save Changes.

Assign Universal Print Licence

Connecting a Canon printer to Universal Print

Open the printer/MFD’s web interface by typing its IP address into a web browser and log in as Administrator.

Canon RUI Login

Click on Settings/Registration.

Canon Settings/Registration

Click on Network Settings and then Settings for Universal Print.

Click Edit and enable Universal Print using the tick box.

Assign the printer a name to easily identify the printer and click OK.

Enable Universal Print

Under Registration Status click Register…

Wait a while and click the Refresh button to display the registration details.

Refresh Status

Click the URL for Registration link.

Register Device With Universal Print

Enter the assigned registration code when prompted and click Next.

Enter Registration Code

Sign into your Office 365 tenant using administrative credentials when prompted.

Read and accept the permissions request to join the printer to Universal Print.

Log out of the printer’s web interface.

Open the Microsoft Azure Admin Console with an administrative account (https://portal.azure.com), search for ‘Universal Print’ and open the Universal Print blade

Azure Admin Home - Universal Print

Verify that the printer is now listed under the Printers tab.

Universal Print - Printers

By clicking on the printer and selecting the Printer Defaults tab you are able to apply printing defaults to the printer as you would with a traditional local printer.

Universal Print - Printers - Printer Defaults

Sharing a Universal Print printer to users

Open the Microsoft Azure Admin Console (https://portal.azure.com), search for ‘Universal Print’ and open the Universal Print blade.

Open the Printer Shares tab.

Click Add.

Add

Enter a descriptive share name for the printer and select the required connected Universal Print printer from the list.

Select who can access the printer by user or group or select to allow access to everyone.

Configure Universal Print Share

Click Share Printer to publish the printer to your users.

Share Printer

Printing to a Universal Print printer

N.B. Printing to Universal Print printers is only currently supported by Windows 10 and Server 2016 and later.

On the end user’s PC go to Start and type ‘Printers’, then open Printers & Scanners.

Click Add a Printer or Scanner.

Select the Universal Print printer that is required, this will be listed as a ‘Cloud Printer’.

Add Cloud Printer

Click Add Device to add the printer to the PC.

The printer can now be used wherever the user is connected to the internet, inside or outside the network where the printer is located.

Last modified: 2021-04-13

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