In modern workspace, the ability to share a printer over a network is a valuable skill that enhances both efficiency and convenience. Network printer sharing allows multiple computers to access the same printer, eliminating the need for individual connections. It not only reduces clutter but also cuts down on costs. Today, we provide a detailed guide to show you how to set up a shared printer on your network, making printing accessible to everyone without the hassle of direct connections.
Why Choosing To Share A Printer On Network?
Before diving into the technical aspects, it is necessary to know a multitude of advantages that can significantly improve the efficiency and productivity of sharing a printer on a network within an organization or even in a home environment. Its benefits mainly manifested in the following aspects:
✅Cost Efficiency: Only one printer is needed for multiple users, reducing the need to purchase multiple devices. With fewer printers, maintenance and supplies like paper and ink or toner cartridges are centralized, potentially lowering costs.
✅Ease of Access: Users on the same network can print documents from any connected device, which is particularly useful in office settings. For example, IT departments can easily manage the printer, handle updates, troubleshoot issues, and monitor usage from a single point.
✅Space Savings: Fewer printers mean less physical space is needed, which can be particularly valuable in offices with limited room.
However, there are still some drawbacks we should consider:
❎Network Dependency: The printer's availability is tied to the network's reliability. If the network goes down, printing may be interrupted.
❎Security Concerns: Documents sent to a networked printer can be intercepted if proper security measures aren't in place, potentially exposing sensitive information.
❎Print Queue Delays: Multiple users sending print jobs simultaneously can cause print queue congestion, even delays, especially if the printer is handling high-volume or complex jobs.
The decision to share a printer on a network should be based on the specific needs and context of the users involved. Next, we will learn how to share a printer on network with comprehensive instructions of different operation systems.
How To Share A Printer Over The Network?
Prerequisites:
Before setting up printer sharing, ensure the following:
⚠️Network Infrastructure: Ensure that the printer and all devices intended to use it are connected to the same local network. This can be achieved via Ethernet for a stable wired connection or Wi-Fi for flexibility.⚠️Printer Specifications: Verify that your printer supports network sharing. Most modern printers do, like HP LaserJet Enterprise MFP M528f, but it's best to check the manual or manufacturer's website to confirm that.
⚠️Host Computer Configuration: If using a host computer, it must be configured to share the printer. This involves enabling printer sharing in the operating system's settings and ensuring the computer remains powered on and connected to the network when print services are needed.
⚠️Driver Installation: Install the appropriate drivers on all devices that will use the printer. It ensures compatibility and functionality, including access to all printer features.
⚠️Network Security: Properly configure firewall settings and set up necessary permissions to allow devices on the network to access the printer. This may involve setting up user access controls or passwords to prevent unauthorized use.
💻Setting Up Printer Sharing on Windows
Step 1: Change Network Status
The first thing to do: Go to "Settings" > "Network & Internet" > "Ethernet," then click the network connected, in order to change it to "Private."
Step 2: Configure Printer Sharing
- Access Printer Settings: Go to "Settings" > "Devices" > "Printers & scanners."
- Select Printer: Select the printer you want to share and then click on "Printer properties."
- Sharing Settings: Navigate to the "Sharing" tab after opening the Printer properties option. Check the box labeled "Share this printer." You can also give the printer a share name, which others will use to identify it on the network. Then, you can click on "Apply" and "OK."
Note: If you want to share the printer with users using different versions of Windows, click "Additional Drivers" and install the required drivers.
- Open Network and Sharing Center: Click the link with "Network and Sharing Center" as the anchor text, and select "Change advanced sharing options." Here, you will see some checkboxes.
- Private (Current profile): In this area, select "Turn on network discovery" and tick the box under it, then select "Turn on file and printer sharing."
- Guest or Public: Also, select "Turn on network discovery" and "Turn on file and printer sharing."
- All Networks: Check to select "Turn off password protected sharing" in Password protected sharing option. Other settings are chosen by default. Click on "Save Changes" to finish the second step.
Step 3: Connecting to the Shared Printer
On the Other Computers: Go to "Settings" > "Devices" > "Printers & scanners" > "Add a printer or scanner" > "Select a shared printer by name." Windows should automatically detect the shared printer. Whether it is HP, Brother or Canon, you can browse the network printers, select the printer you want to use, and follow the prompts to install the necessary software or drivers.
💻Setting Up Printer Sharing on macOS
Sharing a printer on macOS computer is simpler than on Windows. The following steps you can learn:
- Open Sharing Preferences: In "System Preferences," navigate to "Sharing."
- Enable Printer Sharing: Check the box next to "Printer Sharing" in the list on the left.
- Select Printer to Share: In the Printer Sharing options, check the box next to the printer you want to share.
- Set User Permissions: Specify which users can access the shared printer by setting permissions. You can allow Everyone or specify individual users.
- Connect from Other Devices: If the other computers are also Macs, you can add the shared printer by clicking the "+" button. If it is Windows systems, you should go to "Settings" > "Devices" > "Printers & scanners" > "Add a printer or scanner" > "Select a shared printer by name." Then, you can find this network printer to share printing.
Conclusion
Sharing a printer over a network is a valuable capability that enhances convenience and efficiency in any environment. By following the steps outlined in this guide, you can set up and manage a shared printer. Whether using Windows or macOS, these instructions will help you navigate the process smoothly. If you are interested in knowledge about printing, feel free to follow True Image as we regularly update with useful blog posts and guidance!
