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Print Server

Printing may appear simple, but behind every document is a complex system. On this page, you’ll discover what a print server is, how it manages print jobs across various networks, and the different types available – from hardware to cloud-based solutions. We’ll also introduce you to modern alternatives, such as serverless printing, which offers greater flexibility and scalability for companies of all sizes.

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What is a print server?

Unless you’re a system administrator in an IT department, printing is something most of us probably take for granted; we press print and watch and wait for our document to appear in the printer document tray. But, in a busy, complex organisation with multiple users printing multiple documents to multiple printers, how does our document get to the printer we expect it to? The answer: a print server.

What does a print server do?

A print server is effectively an intermediary server role that connects printers to end-user devices over a network (a network print server). In a traditional IT set-up, a print server is a physical or virtual device that sits in a server room on the organisation’s premises; it could also be a software application on a computer.

One of the main functions of a print server is to manage print jobs, organising them into queues for whichever printer the device is assigned to. In situations where multiple devices are connected to a single printer, all with documents to print, the print server ensures that jobs are printed in the order in which they were received, helping to prevent bottlenecks in the system. IT administrators can also monitor print servers, deleting or prioritising print jobs as necessary.

Large enterprises may have multiple print servers to manage the large number of printers and users; this can also support high availability printing – should one server fall over the others can take up the slack.

Types of print server

There are different types of print server to meet the needs of various kinds of printing environments, from single-device at-home users to large global enterprises.

• Software print server – this is a program installed on a computer that enables it to function as a server

• Windows print server – usually set up and optimised for Windows clients

• Linux print server – when used in combination with Common UNIX Printing System (CUPS), a regular Linux computer can be turned into a print server

• Cloud print server – connects user devices and printers through the cloud

• Virtual print server – print server software is loaded onto existing server hardware

Over recent years, as remote and hybrid working has increasingly become the norm, we have seen a shift to serverless printing – essentially a print server in the cloud.

Print server alternatives

A cloud-based print server is a serverless solution which eliminates the need for on-premises physical or virtual print servers and all the associated investment costs and maintenance they entail.

Serverless printing or cloud printing as it is commonly known, offers numerous advantages over traditional print servers for modern workplaces, including:

• Greater flexibility – users can send documents to print from any device (laptop, phone or tablet), wherever they are; they can also choose to only release the document to print the next time they are on site

• Reduced environmental impact – users have more control over what, where and when they print, helping to minimise paper waste from abandoned printouts

• Scalability – add or remove users and print quotas with ease

FAQ

What is a print server?

A print server is a device or software that links printers to client computers across a network. It handles print jobs, making printing simpler and more efficient.

What is the use of a print server?

A print server streamlines management by centralising control of printing tasks, enhancing security, and eliminating the need to install printer drivers on each individual device.

How does a print server work?

A print server works by receiving print jobs from client computers, processing them, and sending them to the designated printer. It can function as a dedicated hardware device or as a software application.

Are there different types of print servers?

Yes, print servers come in two main types: hardware devices and software applications. Some are built into printers, while others are separate devices that connect to the network.

What happens if the print server fails?

If a print server fails, printing tasks won’t be processed until the server is repaired or replaced. To minimise disruptions, it’s beneficial to have redundancy or backup systems in place.

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