What is a Print Server

A print server is a network device or software tool that sorts printing tasks sent from various computers into
an organized queue. Print servers do so by connecting to a local network as opposed to a single computer.
This tool allows multiple computers to share a single professional printer without overloading it with print
tasks.
 
A print server can be an application that is integrated within a printer, a separate adapter, or a router. Once
connected to a print server, a printer then becomes a network printer that can be accessed by multiple
devices. Print servers are excellent tools for any workplace.

For example, it could be great for dealing with multiple workloads on one or many new or used Xerox
production printers.

Functions of a Print Server

Print servers, or printer servers, are devices or programs that connect printers to computers over a
network. They act as an intermediary between computers and printers, accepting printing jobs from
computers and sending them on to the right printer.
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1. Provide client access
2. Administrate print jobs
 Storing jobs in a queue until the print device is ready, and then feeding or spooling the print
information to the printer.
3. Provide feedback to the users
 Notification that a print job is finished, or an error message.

How does a print server work?

 Print servers, or printer servers, are devices or programs that connect printers to computers
over a network. They act as an intermediary between computers and printers, accepting
printing jobs from computers and sending them on to the right printer. They do this by
storing and queuing print requests locally and to avoid overloading a busy printing device.
 Put simply, print servers connect printers to client devices like laptops over a network.
The server accepts print jobs and sends them to the designated printer. Direct IP printing is the
most common alternative to print servers. In this method, users send print jobs from their own
devices straight to a printer.
  Whether a person is at work or home, using a print server, he or she can send all the print jobs to
the correct destination. These networked devices allow a person to assign direct printing jobs to
specific printers as per requirements.

How does a printer connect to a server?

Printer Connections- dedicated, network, print-server hardware devices connect directly to a printer via

a parallel or USB connection and to the network wirelessly or by using an RJ45, Ethernet
cable connection. Printers with built-in print-server hardware have wireless or Ethernet connections to
the network as well.

Types of Print Servers

 External print servers can connect to the printers using any USB or parallel port. These printing
servers can operate based on a variety of options depending on user specifications and may be
used as printers for small business or domestic users. Most of these networked servers are
compatible with printers of other brands or those that are manufactured by different companies.
 An embedded network print is used to handle a broad range of printers installed in a comparatively
large work environment. The embedded server works in co ordination with a company’s network to
monitor laser, inkjet and digital imaging projects.
 A Wireless print server is connected to wireless router and can be used for assigning printing jobs
to a variety of printers. The wireless speeds can be achieved up to 54 Mbps over a 2.4 GHz
bandwidth. These types of wireless servers are best used for residential purposes for family
members to send print documents to any nearby room or to share photos in an expedient fashion. It
will be plugged using an Ethernet or a USB cable.
 The internal print servers provide radically heightened speeds to the printer. They are small
devices that connect via an enhanced I/O or EIO slot for any of the EIO enabled printers. Security
protocols and password protection form an important part of any internal printing server or software.

Advantages of Print server

1. Capable of handling complex environments

Unlike direct printing, print server systems scale well as companies grow. You can manage group
settings, add new users and update print permissions at need. A server can also handle increased
print load: rather than users independently sending jobs to the same printer, a server distributes or
prioritizes jobs to prevent backlogs. Trice rat’s servers can even connect to remote print servers
across a WAN .

2. Straightforward to set up and run

Computer operating systems have made server setup easy to manage. As long as you follow the
steps laid out in your OS, you can get a new print server up and running quickly.

Your IT staff will also be able to maintain and update the server directly without the hassle of
updating settings on each network computer.

3. Centralized print management- Servers consolidate print management  into one system.

Responsibility shifts from scattered end-users to the IT department, reducing the frequency of user
error. The system admin controls all print settings: job processing and prioritization, print policies like
watermarks or color, even deleting jobs that don't meet print criteria. Central servers also enable print
reporting and auditing, so you can know where your money and resources are being used and
reassess your print policies.

4. Easy for end users- Servers reduce the need for handholding. They no longer have to add printers
or update settings themselves, eliminating both stress and the potential for problems. The system
admin creates print policies; the user simply opens up their desktop. Some print server solutions
even have map views , allowing users to add nearby printers easily based on a map of the building.

Disadvantages of Print server

1. Cost

- While there are a number of variables that determine what it costs to print a document, the
simple fact of the matter is that printing costs money. While the toner or ink for a black-and-
white page is frequently in the range of 1 to 2 cents, you also need to pay for paper and for the
printer itself. Color printing is even more expensive. Electronic documents, on the other hand,
cost essentially nothing to create and to send. You could send an entire high-definition movie,
which is roughly equivalent in size to hundreds of pages, over the Internet for less than the
cost of printing a single color page.
2. Environmental concerns
- Printers kill trees. On average, a smaller office with 10 to 15 employees will consume enough
paper to necessitate cutting down 18 trees a year. Toner and ink are made with chemicals that
can cause environmental damage. The paper and toner or ink get delivered to your office
generates carbon, and the garbage gets hauled away, which generates more material in
landfills and more carbon for the delivery process. Printers also consume a great deal of
power, with the fusers in laser printers consuming hundreds of watts when they run.
 Implementing Security for the Print Server Role
A few measures of implementing security for the print server role are listed here:
 When deciding on a print server, consider implementing a print server cluster if your enterprise
needs exceptional reliability and performance when it comes to printing.
 For physical security, printers which are used for printing of confidential data should be placed in
secure locations. Access to these printers should be limited to only those individuals authorized to view the
confidential data.
 IPSec can be used to secure data as it being transmitted over the network to your printers.
 Configure the appropriate print permissions. Print permissions are used to manage printing and
specify those users which are allowed to print to the printer.