How to Set Up a Windows Server Print Server

A Windows Server print server centralises printer management — users connect to shared printers via the server, drivers are deployed automatically, and you manage everything from one console. This is far more practical than managing individual printers across dozens of PCs. This guide covers how to set up and manage a Windows Server print server.

Install the Print and Document Services Role

1. Open Server Manager → Manage → Add Roles and Features
2. Select Print and Document Services
3. Under role services, ensure Print Server is ticked
4. Install and restart if prompted

Install-WindowsFeature -Name Print-Server -IncludeManagementTools

After installation, Print Management is available under Server Manager → Tools.

Add a Printer to the Print Server

1. Open Print Management (printmanagement.msc)
2. Expand the server name → right-click Printers → Add Printer
3. Choose how the printer connects:
   • TCP/IP or Web Services Device: for network printers — enter the printer’s IP address
   • Existing port: for a printer already configured on the server
   • Create a new port (Local Port): for USB-connected printers
4. Install the driver — either select from the built-in list or browse to a downloaded driver package
5. Set the printer name and share name (the share name is what users see when browsing \\printserver)
6. Optionally list the printer in Active Directory so users can find it

Install Printer Drivers for 32-bit and 64-bit Clients

If your network has a mix of 64-bit and 32-bit Windows clients (or different Windows versions), the print server needs drivers for both. Install additional drivers via Print Management:

1. Right-click the printer → Properties → Sharing tab
2. Click Additional Drivers
3. Tick the architectures you need (x86, x64) and install

When a client connects to the shared printer, it automatically downloads the correct driver from the server — no need to install drivers on individual PCs.

Deploy Printers via Group Policy

Rather than asking users to connect to printers manually, push them automatically using Group Policy:

1. In Print Management, right-click the shared printer → Deploy with Group Policy
2. Click Browse and select the GPO to add the printer to
3. Choose whether to deploy to users (printer follows the user to any PC) or computers (printer is installed on the machine regardless of who logs in)
4. Click Add then OK

Users get the printer automatically at next login or gpupdate /force. No helpdesk calls, no manual installation.

Manage Print Queues

# List all print queues on the server
Get-Printer -ComputerName PRINTSERVER | Select-Object Name, PrinterStatus, JobCount

# List jobs in a specific queue
Get-PrintJob -ComputerName PRINTSERVER -PrinterName "HP LaserJet Finance"

# Remove a stuck print job
Remove-PrintJob -ComputerName PRINTSERVER -PrinterName "HP LaserJet Finance" -ID 5

# Clear all jobs from a queue
Get-PrintJob -ComputerName PRINTSERVER -PrinterName "HP LaserJet Finance" | Remove-PrintJob

Restart the Print Spooler Service

When a print queue becomes stuck and jobs will not process, restarting the Print Spooler service usually clears it:

Restart-Service -Name Spooler -Force

If jobs persist after restarting the spooler, manually delete the spool files:

1. Stop the Spooler service: Stop-Service Spooler
2. Delete files in C:\Windows\System32\spool\PRINTERS\ (not the folder itself)
3. Start the Spooler service: Start-Service Spooler

Monitor Printer Status

# Check all printers for any in an error state
Get-Printer -ComputerName PRINTSERVER | Where-Object {$_.PrinterStatus -ne 'Normal'} | Select-Object Name, PrinterStatus

Printer statuses include: Normal, Error, Offline, NoToner, PaperJam, OutOfPaper. Any non-Normal status should be investigated.

Printer Permissions

By default, everyone can print but only admins can manage the queue. To restrict who can use a printer:

1. Right-click the printer in Print Management → Properties → Security tab
2. Remove Everyone from the Print permission
3. Add specific users or groups with Print permission

Grant Manage Documents to team leaders or department heads who need to manage their own queue without full admin access.

Related Guides

• How to Configure Group Policy on Windows Server
• How to Manage Services on Windows Server
• How to Install Roles and Features on Windows Server