Save Money On Color Printing Cost: How to setup your print server for efficient control of color printing

Title: How to save money on color printing costs

 

Learn how to cut down on color printing expenses with our comprehensive guide. Regardless of the size of your company, color printing costs can add up quickly. But fear not, there are effective strategies to tackle these expenses head-on! In this guide, you'll discover essential steps to take control of your color printing costs. As an IT professional in our company, I implemented steps to save over $2,000 per month in wasted color printing. "I am sharing these steps with you so you can save as well!"

 

Step 1: Creating a local Print Server for shared printers

The first step in the process of reducing your color printing costs is creating a local print server. With a print server, you install each printer from an IP address with a TCP/IP port on the print server. These printers then get shared with each user on the network. Below are the outlined steps for creating the server and installing the printers.

 

  • Choose a computer for the print server:

When selecting a computer for your print server, ensure that it has a minimum of 16GB of RAM and at least a 250GB hard drive. You can run either Windows 10 or 11 Pro; it doesn't have to be a server version of Windows.

 

  1. Install print and document services on the server

This must be installed in order for print management console to function properly.

Step 1: Enable Print and Document Services

  1. Open Control Panel:
    • Press Windows Key + R, type control, and press Enter.
  2. Go to Programs and Features:
    • Click on "Programs" then "Programs and Features".
  3. Turn Windows Features on or off:
    • In the left pane, click on "Turn Windows features on or off".
  4. Enable Print and Document Services:
    • In the Windows Features dialog, scroll down and find "Print and Document Services".
    • Expand the node and check "Print Management Console".
    • Click "OK" to install the features.

Step 2: Access the Print Management Console

  1. Open the Run Dialog:
    • Press Windows Key + R.
  2. Launch Print Management:
    • Type printmanagement.msc and press Enter.

The Print Management Console should now open, allowing you to manage printers and print servers.

Additional Notes:

  • Administrative Privileges: You may need administrative privileges to enable these features and access the Print Management Console.
  • Network Printers: Ensure your network printers are properly configured and discoverable within your network.

By following these steps, you can successfully add Print and Document Services and access the Print Management Console on Windows 10 Pro.

 

Step 2: Install printers by TCP/IP onto print server through Print Management Console

Step 1: Open Print Management Console

  1. Open Run Dialog:
    • Press Windows Key + R.
  2. Launch Print Management:
    • Type printmanagement.msc and press Enter.

Step 2: Add a New Printer

  1. Navigate to Print Servers:
    • In the left pane, expand "Print Servers" and select your local server.
  2. Add Printer:
    • Right-click on "Printers" under your print server and select "Add Printer".

Step 3: Add a TCP/IP Port

  1. Start the Add Printer Wizard:
    • In the Add Printer Wizard, choose "Add a new printer using an existing port" and select "Create a new port".
    • Choose "Standard TCP/IP Port" from the drop-down menu and click "Next".
  2. Enter Printer Port Information:
    • Enter the IP address of the network printer in the "Hostname or IP address" field.
    • The "Port name" field will auto-populate based on the IP address. Click "Next".
  3. Detect TCP/IP Port:
    • The wizard will attempt to detect the TCP/IP port. If successful, proceed to the next step. If not, you may need to manually specify the device type or use the "Custom" settings.

Step 4: Install Printer Driver

  1. Select Printer Driver:
    • Choose to "Install the printer driver from the provided list" or "Provide a driver disk".
    • If your printer's driver is not listed, click "Have Disk" and browse to the location of your printer driver.
  2. Complete Driver Installation:
    • Follow the prompts to complete the driver installation.
    • You may be asked to provide a name for the printer and choose whether to share the printer.

Step 5: Complete the Installation

  1. Finalize Setup:
    • Review the summary of your printer settings and click "Finish" to complete the installation.

Additional Notes:

  • Admin Rights: Ensure you have administrative privileges to add printers and install drivers.
  • Driver Download: It’s a good idea to download the latest driver from the printer manufacturer's website before starting the installation process.

By following these steps, you can successfully add a network printer using a TCP/IP port in the Print Management Console.

 

I recommend installing two drivers for each printer. One should be set for black and white printing only, while the other should have default settings for black and white printing. This setup will be helpful later on. When deploying the printers to all workstations, set the black and white driver as the default printer using the Workstation Configurator. Then, set the regular driver as a standard printer in the workstation configurator.

 

Make sure to enter the details in the printer properties window, including a share name that is easy to identify, the location, and a description. Our Print Management software will use this information to pull printer details within Print Manager Software.

 

Complete these steps for each printer that you want to install. Once you are satsified you can continue to deploy the printers with Workstation Configurator. Get it here: Download Workstation Configurator

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