Streamlined cloud workflows, enhanced security, and cost savings define the future of printing.
The cloud has fast become a key enabler for digital transformation as organisations look to realise resilience, cost savings, and the flexibility to support a hybrid workforce without compromising security. Print infrastructure modernisation is increasingly becoming cloud enabled. Universal Print from Microsoft is a cloud-based printing platform that runs entirely on Microsoft Azure. This article highlights the features and capabilities of Universal Print and how it helps organisations overcome the complexity and risk associated with a legacy, on-premise print infrastructure.
Growing cloud print momentum
Traditionally, the print environment has been slower than other areas of IT infrastructure in its move to the cloud. However, Quocirca’s Cloud Print Services, 2023 report shows that the adoption of cloud print management is gathering pace as businesses seek to lessen reliance on on-premise print servers, address common print management pain points, and empower a hybrid workforce.
Overall, 21% of IT decision-makers surveyed say they expect their IT infrastructure to be fully in the cloud by 2025, a rise from 5% today. A further 36% expect it to be mostly in the cloud, a rise from 29% today.
This is creating momentum in the cloud print services market. Just under one-third (31%) of respondents report that their print environment is managed mostly or fully in the cloud today, and over half (55%) expect to be managing print fully or mostly in the cloud by 2025.
Universal Print: A modern cloud print solution
Universal Print is a Microsoft 365 subscription-based service designed to simplify printing and eliminate the need for print servers. It runs entirely on Microsoft Azure, and when deployed with Universal Print-compatible printers, requires no on-premise infrastructure.
The centralised Universal Print portal simplifies printer deployment, management, and access control. Universal Print also provides a seamless printing experience with advanced finishing options on compatible devices, regardless of location or client operating system.
As part of the Microsoft 365 suite, Universal Print offers tight integration with the broader Microsoft ecosystem. It is fully integrated with Microsoft Entra ID (formerly Azure Active Directory) and supports single sign-on (SSO) – which makes it an attractive option for businesses already invested in Microsoft’s suite of productivity tools.
Universal Print-ready printers
Solution and hardware vendors can integrate their products with Universal Print, and major manufacturers currently offer a wide range of Universal Print-ready printers. Universal Print can also be deployed with non-compatible printers with Universal Print connector software.
The use of print support apps (PSAs) and Mopria standard support enables Universal Print-ready printers to have custom features without the need for custom drivers, while the Universal Print connector supports printers without native Universal Print support. In September 2023, Microsoft announced its legacy third-party printer driver for Windows end-of-servicing plan. With print manufacturers now consistently supporting Mopria and standardised drivers, this is a good move, as users will no longer have access to third-party drivers and a means to roll them out to all clients.
Microsoft’s move to the use of IPP print drivers also addresses the security risk of legacy drivers, and manufacturers will now need to supply third-party drivers via brand-specific support portals – and continue to provide their own support from them. Universal Print also supports customers that want to continue using print servers but reduce dependency on custom drivers. It achieves this by using internet print protocol (IPP) drivers on the server and PSAs on Windows. Universal Print is adding macOS support, allowing users to also print from any Mac app without installing third-party drivers or software.
Licensing
Along with Microsoft 365 E5/E5 licences, Microsoft 365 Business Premium subscriptions now include 100 print jobs per licenced user per month, compared to the previous offering of five print jobs per user per month, which addresses past concerns around licensing. However, those with Windows 10/11 Enterprise E3/E5 licences or Microsoft 365 Enterprise F3 licences are still limited to five print jobs per licence. Extra print jobs can be purchased in packs of 500 or 10,000 – administrators are notified if print jobs surpass the licenced amount. The print jobs are pooled: this is not a hard limit per user, but based on the aggregate number of jobs allowed across all users.
Robust security
Universal Print is designed with a robust set of measures to ensure the confidentiality and integrity of print jobs, has Office 365 FedRamp certification, is GDPR compliant, and conforms to the HITRUST, ISO 27017, ISO 27001/2, and ISO 27018 security certifications.
The service enforces strong authentication of users and printers, using the Azure AD identity platform to provide enterprise-level security such as SSO and multi-factor authentication services. Print data is stored in the same way as other Microsoft Office data to meet regulatory requirements and offer demonstrative security to customers.
Encryption is on by default – print jobs are encrypted in transit and at rest. Data stored in Universal Print is automatically encrypted, with keys managed by Microsoft (service-managed keys), and an option for tenant-provided encryption keys is offered.
Universal Print supports pull printing (Universal Print anywhere), which enables users to print from any device or app without having to choose a printer in advance, and then authenticate at any printer to release the document. Such a secure release approach supports authentication through the Microsoft 365 mobile app, a QR code, a PIN code, or an employee badge.
Universal Print deploys as a zero-trust environment. Each printer is assigned an identity by Azure AD when it is registered with Universal Print. The printer uses this assigned identity to authenticate and establish an HTTPS TLS 1.2 connection to Universal Print, as is required across all Azure and Microsoft 365 platforms.
Additionally, Microsoft’s move to the use of internet print protocol (IPP) print drivers addresses the security risk of legacy drivers. Manufacturers now need to provide third-party drivers via brand-specific support portals – and continue to provide their own support from them. The company is also adding macOS support, allowing users to print from any Mac app without installing third-party drivers or software.
Notably, Universal Print also integrates with other Microsoft Services. For instance, if a document has information that is marked as sensitive through Endpoint Data Loss Prevention, Universal Print will stop it from being printed.
Quocirca opinion
Universal Print is an ideal solution for organisations that want to overcome the challenges of managing a legacy print infrastructure that relies on print servers and reduce the administrative burden associated with managing and deploying print drivers.
Tightly integrated with Microsoft Azure, and with enhanced support for secure pull printing, Universal Print is a compelling option for organisations that want a print environment that is secure, resilient, and adaptable to the changing demands of a hybrid workplace.
To find out more, please click here to access Quocirca’s podcast interview with Issa Khoury of Microsoft.
