Why printer deployment still matters
As organizations transition to Microsoft Intune, Microsoft Entra ID, and cloud‑managed endpoints, printer deployment often becomes an overlooked design decision. Traditional print servers and Group Policy assumptions do not always align with Entra‑joined devices, hybrid work, or cloud‑first operating models.
Two primary approaches now dominate modern Microsoft environments: deploying printers directly to endpoints using Intune, or centrally managing printers using Microsoft Universal Print. Each approach is valid, but optimized for different scenarios.
Direct‑to‑IP printer deployment using Intune
Direct‑to‑IP deployment uses Microsoft Intune Win32 app packaging to install printers locally on Windows devices. The Intune package typically includes the extracted manufacturer driver, an INF file, and a PowerShell installation script that stages the driver, creates a TCP/IP printer port, and installs the printer object.
From Intune’s perspective, these printers are simply applications with detection rules. This approach does not require Microsoft Universal Print licensing, but it does require ongoing maintenance of drivers, scripts, and IP address consistency.
Advantages
- No Universal Print licensing required
- Full vendor driver support and advanced print features
- Works with most traditional network printers
- Ideal for specialty printers such as labels, checks, or barcodes
Limitations
- Driver lifecycle and versioning must be maintained
- Printer IP changes require package updates
- Scales poorly as printer counts grow
- Endpoints must be on a network that can reach the printer
Microsoft Universal Print
Microsoft Universal Print is a cloud‑based print management service integrated with Microsoft Entra ID. Printers are registered with the Universal Print service and shared to users or security groups without traditional print servers.
Universal Print supports both cloud‑ready printers that register directly and legacy printers that connect through the Universal Print Connector. Access is centrally governed, and users can discover printers automatically based on their identity.
Advantages
- Cloud‑native, identity‑based printer access
- No traditional print servers required
- Centralized management across multiple locations
- Supports hybrid and remote work scenarios
Limitations
- Requires eligible Universal Print licensing
- Monthly print‑job volume must be monitored
- Legacy printers may require a connector host
- Some specialty drivers and features may not be supported
Licensing and cost considerations
Direct‑to‑IP deployment relies solely on Microsoft Intune licensing, commonly included in Microsoft 365 Business Premium or Enterprise plans. Universal Print requires eligible licenses and operates on a pooled monthly print‑job model.
For low‑volume environments, this is rarely an issue. For organizations with high print usage, usage should be monitored closely and additional print capacity planned where necessary.
Best‑practice scenarios
Direct‑to‑IP deployment works best for small offices, static environments, and specialty printers where driver fidelity is critical. Universal Print is better suited for cloud‑first, multi‑site organizations that want centralized governance and reduced infrastructure.
In many real‑world environments, the most effective design is a hybrid approach: Universal Print for modern shared printers, and Direct‑to‑IP packages for legacy or specialty devices.
Final recommendation
There is no single “correct” printer deployment model. Direct‑to‑IP Intune deployments prioritize control and compatibility, while Microsoft Universal Print prioritizes scalability, identity integration, and cloud governance.
The best outcomes come from aligning printer deployment strategy with user behavior, licensing realities, and long‑term modernization goals.