Configuring Print and Document Services in Windows Server 2016

A printer is a hardware device which translates the soft copies into hard copies. A single printer can be shared on a network and then it can be accessed by multiple clients to send the print jobs. Once you shared a printer on a network, you need to connect it on each client in order to send the print jobs. However, in a large enterprise network, where multiple printers are used to handle a number of thousand print jobs, you may need to configure the printer pool for ease print management. In this post, we will explain how to install and configure a network printer on a Windows-based network. For this, you need to use Print and Document Services of Windows Server 2016.

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In order to demonstrate how to install and configure Print and Document Services, we will use as server named SERVER1 and a client named CLIENT1. The server is running on Windows Server 2016 and acts as Domain controller. The client is running on Windows 10 and acts as Domain member.

Installing Print and Document Services

To install the Print and Document Services server role in Windows Server 2016, you need to perform the following steps:

  1. On your server, launch the Add Roles and Features Wizard, and navigate to the Select Server Roles page.
  2. Select the Print and Document Services check box. If the Add Roles and Features Wizard dialog box displays, click Add Features, and then click Next.Installing Print and Document Services Server Role
  3. On the rest of the pages, click Next until the Confirm Installation Selections page displays.
  4. Click Install to install the required role services. Click Close once the installation completes.

Adding a New Printer to the Print Server

After installing the Print and Document Services server role, you can add printer and fax devices to your server. To add a new printer to your print server, you need to perform the following steps:

  1. On the Server Manager console, click Tools and select Print Management.
  2. On the Print Management console, expand Printer Servers, and then click your server name.
  3. Select and right-click Printers and then click Add Printer to add a new printer.Adding Printers in Windows Server 2016
  4. On the Network Printer Installation Wizard page, select the Add a new printer using an existing port radio button and then click Next.Adding Printers to Print Server
  5. On the Printer Driver page, make sure that the Install a new printer radio button is selected, and then click Next.
  6. On the Printer Installation page, select the Manufacture and printer model.Installing Print Drivers
  7. Click Next and complete the wizard.

Sharing Network Printer

You can also share your printer on the network so the other clients can also send their print jobs. To share a printer, you need to perform the following steps:

  1. On the Print Management console, select and right-click the recently added printer, and then click Properties.
  2. On the printer properties dialog box, click the Sharing tab, select the List in the directory check box and then click Apply.

Sharing a Printer in Windows

Note: Optionally, you can also change the Printer Share name.

Configuring Printer Pooling

If there are multiple printers on your network, you can create a printer pool for ease of the management. To configure printer pooling, you need to perform the following steps:

  1. On the printer properties dialog box, click the Ports tab, select the Enable printer pooling option, and then select the LPT2: check box as an additional port. Configuring Print Pooling in Windows Server

    We assume that our second printer is connected to LPT2 port. However, we don’t have such another printer.

  2. Click OK to close the printer properties dialog box.

Connecting Network Printer from Windows Client

Now, you print server is ready to accept print jobs from clients. However, first, you need to connect your network printer on domain members before you can use it. To do so, you need to perform the following steps:

  1. On your client machine, open Control Panel and click the Add a device link under Hardware and Sound.
  2. On the Add a device window, your network printer should be displayed. Select the discovered printer and then click Next.Connecting Network Printer from Windows Client
  3. To verify that you network printer is added, click the View devices and printers link under Hardware and Sound.
  4. Make sure that the recently added network printer is listed.

That’s all we need to do to install and configure Print and Document Services in Windows machines. If you have something to say us or want to help us to improve the article, please drop your queries and suggestions in the comments box.

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