Adding a printer to your Google Workspace primarily involves configuring it through the Google Admin console, making it available to your organization's managed devices, especially Chrome OS devices. This process allows administrators to centralize printer management, ensuring users have access to necessary printing resources without manual setup on each device.
How to Add a Printer to Your Google Workspace
To effectively add and manage printers for your Google Workspace users and devices, follow these steps within the Google Admin console:
Step-by-Step Guide to Adding a Printer
Making a printer available across your managed Google Workspace environment, particularly for Chrome OS devices, is straightforward using the Admin console:
- Access Your Google Admin Console: Begin by signing in to your Google Admin console using an administrator account. This is the central hub for managing all aspects of your Google Workspace.
- Navigate to Printer Settings: In the Admin console, go to Menu > Devices > Chrome > Printers. This section is dedicated to managing printing resources for your Chrome OS fleet.
- Select Organizational Unit (OU): Choose the specific organizational unit or group for which you want to add and deploy the printer. This allows for granular control, ensuring only relevant users or devices have access to certain printers. You can select an OU from the left-hand navigation pane.
- Initiate Printer Addition: At the bottom right of the page, you will find an "Add" button, typically represented by a plus sign (
+). Click on it and then select Add printer. - Configure Printer Details: A dialog box will appear, prompting you to enter the printer's information:
- Printer Name: A descriptive name for the printer (e.g., "Main Office Color Printer").
- Description: Optional, but useful for providing more context (e.g., "Located on 2nd floor, Marketing Department").
- Model/PPD: If available, select the printer model from the list or upload a PostScript Printer Description (PPD) file. PPD files ensure the correct drivers and features are used.
- IP Address/Hostname: Enter the printer's static IP address or hostname. Ensure the printer is accessible on your network.
- Protocols: Choose the appropriate printing protocol (e.g., LPD, IPP, RAW). IPP (Internet Printing Protocol) is generally recommended for modern network printers.
- Save the Printer: After entering all necessary details, click Add printer to save the configuration. The printer will now be available to devices within the selected organizational unit.
Printer Management Options and Considerations
Beyond the basic setup, understanding various printer management strategies can optimize your Google Workspace environment:
- Network Printers (Recommended): Most enterprise environments rely on network-connected printers with static IP addresses. This method offers reliability and easy management through the Admin console.
- PPD Files for Advanced Features: For advanced printer features like duplex printing, stapling, or specific paper trays, using a correct PPD file is crucial. If your printer model isn't listed, you can often obtain the PPD file from the manufacturer's website.
- Google Cloud Print Alternatives: Google Cloud Print was deprecated in December 2020. For cloud-based printing solutions, consider:
- Google Workspace Native Printing: The Admin console method described above is the primary way to manage printers for Chrome OS devices directly.
- Print Servers with IPP: Many organizations use local print servers that support IPP for managed Windows, Mac, or Linux clients, which can then be accessed by Chrome OS devices if properly configured on the network.
- Third-Party Cloud Print Services: Explore third-party solutions that integrate with Google Workspace, offering advanced features like print analytics, secure release, and driverless printing across various OS platforms. Examples include PaperCut Mobility Print or direct integrations with Universal Print.
- Microsoft Universal Print: For organizations using a hybrid environment (Windows and Chrome OS), Microsoft Universal Print can be an option. It's a cloud-based printing solution that eliminates the need for on-premises print servers.
- Local Printers (USB): While less common in managed environments, users can connect USB printers directly to their Chrome OS devices. These are typically managed at the user level, not centrally via the Admin console.
Best Practices for Printer Deployment
To ensure a smooth printing experience for your Google Workspace users:
- Assign Static IP Addresses: Always assign static IP addresses to network printers to avoid connectivity issues.
- Test Thoroughly: After adding a printer, test it from a managed Chrome OS device within the assigned organizational unit to confirm functionality.
- Organize OUs: Leverage organizational units effectively to deploy printers to specific departments or groups, minimizing clutter and ensuring relevant access.
- Provide Clear Instructions: For users, provide simple guides on how to select and use available printers, especially if multiple options exist.
- Monitor Network Connectivity: Ensure printers have stable network connections and are not blocked by firewalls from your Chrome OS devices or Google's services.
Troubleshooting Common Printer Issues
| Issue | Possible Cause | Solution |
|---|---|---|
| Printer not appearing | Incorrect OU assignment, network issue | Verify the printer is assigned to the correct OU. Check network connectivity (ping printer IP). Ensure the printer is powered on. |
| Prints not going through | Incorrect IP/hostname, firewall, invalid PPD | Double-check the IP address/hostname in the Admin console. Review firewall rules. Try re-uploading the correct PPD file if applicable. |
| Limited features (e.g., no duplex) | Generic PPD or missing PPD file | Upload the manufacturer-specific PPD file to unlock all features. |
| Slow or unresponsive printing | Network congestion, outdated firmware, incorrect protocol | Check network bandwidth. Update printer firmware. Try different printing protocols (e.g., LPD vs. IPP) in the Admin console. |
By following these guidelines, you can efficiently manage and deploy printers within your Google Workspace environment, enhancing productivity for your users.
