Sharp and Microsoft Universal Print

First we will describe the advantages of using Microsoft Universal Print, then we’ll explain how to activate it in your Sharp multi-function printer.

As organizations continue to embrace cloud-first and hybrid work models, traditional print infrastructure is increasingly becoming a bottleneck. Managing on-premises print servers, drivers, and security policies can be complex, costly, and difficult to scale. Microsoft Universal Print offers a modern, cloud-based alternative designed to simplify printing while improving security and manageability.

Below, we explore the key advantages of using Microsoft Universal Print and why it’s an excellent choice for today’s businesses.

What Is Microsoft Universal Print?

Microsoft Universal Print is a cloud-based print service built into Microsoft 365 and Azure. It eliminates the need for on-premises print servers by allowing organizations to manage printers and print jobs securely through the Microsoft cloud. Users can print from anywhere using Azure Active Directory (Azure AD) identities, without installing traditional printer drivers.

1. Elimination of On-Premises Print Servers

One of the biggest advantages of Universal Print is removing the need for print servers.

Benefits include:

• Reduced hardware and maintenance costs

• No server patching or lifecycle management

• Fewer points of failure in your IT environment

By moving print infrastructure to the cloud, IT teams can focus on higher-value initiatives rather than keeping legacy systems running.

2. Simplified Printer Management

Universal Print centralizes printer management through the Microsoft 365 admin center.

Key management advantages:

• Easy printer registration and deployment

• Centralized control of printer access and permissions

• Seamless integration with Azure AD groups

This approach makes it much easier to manage printers across multiple locations or departments, especially in large or distributed organizations.

3. Enhanced Security and Identity-Based Printing

Security is a core strength of Microsoft Universal Print.

Security features include:

• Azure AD–based authentication and authorization

• No reliance on unsecured print servers

• Support for Zero Trust security principles

Print jobs are associated with user identities, reducing the risk of unauthorized access and improving accountability.

4. Seamless Integration with Microsoft 365

Universal Print integrates natively with Microsoft 365 and Windows devices.

Integration benefits:

• Built-in support for Windows 10 and Windows 11

• Compatible with Microsoft Endpoint Manager (Intune)

• No need to install or manage printer drivers

This tight integration results in a smoother user experience and easier IT administration.

5. Ideal for Hybrid and Remote Work Environments

As remote and hybrid work become the norm, Universal Print supports printing from virtually anywhere.

Why this matters:

• Users can print securely without VPN connections

• Printers can be easily assigned based on location or role

• IT teams can support mobile users with minimal effort

This flexibility makes Universal Print well-suited for modern work environments.

6. Scalable and Cloud-First by Design

Universal Print is designed to scale with your organization.

Scalability advantages:

• Easy onboarding of new users and printers

• Consistent printing experience across locations

• No need to redesign infrastructure as the business grows

Organizations can start small and expand their print environment without significant complexity.

7. Reduced IT Overhead and Support Tickets

With fewer drivers, servers, and configuration issues, IT teams typically see a reduction in print-related support requests.

Results include:

• Faster printer deployment

• Fewer compatibility issues

• Improved end-user satisfaction

This leads to lower operational costs and a more efficient IT department.

How To Setup Microsoft Universal Print on your Sharp Multi-function Printer

REGISTERING THE MACHINE WITH THE Universal Print SERVICE

To view a full device manual, click HERE.

To register the machine with the Universal Print Service, follow the procedure below from the web administration screen.

1. Open “Universal Print Settings” in System Settings.
2. Check the printer name and click “Execute” under “Register with Universal Print”. You will be presented with a registration code and a URL for registering your code. The registration code is valid for 15 minutes. If you register after 15 minutes, you will have to start from the beginning.
3. Click on the URL for code registration. A separate window will open in which you can enter your registration code.
4. Follow the instructions on the screen to enter the registration code.
5. Access Azure Portal with a web browser to display the Universal Print management screen.
6. Select the registered printer and click [Share Printer].
7. Click [Members], and then click [Add].
8. Select a member or group from the list to use the machine. To use the machine with the Universal Print service, continue with “Registering the machine with each client PC” below.

REGISTERING THE MACHINE WITH EACH CLIENT PC

To register the machine with each client PC, follow the procedure below on your computer.

1. Click the [Start] button, select [Settings] 􀄺 [Accounts].
2. Click [Connect] under [Access work or school]. If necessary, follow the prompts to sign in with your Microsoft 365 account.
3. Click [Home], and then click [Bluetooth & devices]. In WIndows 10, Click [Home], and then click [Devices].
4. Click [Printers & Scanners], and then click [Add Printer or Scanner].
5. Select a registered machine from the list. When you have completed this operation, the unit is ready to be used on the client PC.

DELETE THE MACHINE FROM THE Universal Print SERVICE

This setting is available when the machine has already been registered for the Universal Print Service. To delete the machine from the Universal Print Service, in the web page (administrator), click [System Settings] 􀄺 [Universal Print Settings], and then click the [Delete] key.

While Skelton Business Equipment, a Division of Platinum Copier Solutions, is based in Houston, we offer sales nationwide and have a partner for service in all major US markets. Your company interfaces with one vendor to handle it all!