Adding a network printer to Windows Server 2016 is a straightforward process, essential for enabling print services across your organization. This guide will walk you through the most common methods, ensuring your users can reliably access printing resources.
Preparing for Printer Installation
Before you begin, gather the necessary information to ensure a smooth installation process:
- Printer IP Address or Hostname: The unique identifier for your network printer.
- Printer Drivers: Download the correct 64-bit drivers for Windows Server 2016 from the manufacturer's website. It's crucial to have these ready before starting the installation.
- Network Connectivity: Ensure the server can communicate with the printer (e.g., ping the printer's IP address).
Method 1: Using the Add Printer Wizard (Standard TCP/IP Port)
This method is ideal for directly connecting to a network printer using its IP address or hostname.
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Access Printer Settings:
- Click the Start button, then select Settings (the gear icon).
- Navigate to Devices, then click Printers & scanners.
- Click Add a printer or scanner. Windows will attempt to find available printers.
- If your printer is not automatically detected, click the link that says "The printer that I want isn't listed."
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Initiate Manual Setup:
- In the "Add Printer" wizard, select the option "Add a local printer or network printer with manual settings," and then click Next.
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Create a New Port:
- On the "Choose a printer port" screen, select "Create a new port."
- From the "Type of port" dropdown menu, choose Standard TCP/IP Port, then click Next.
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Enter Printer Information:
- In the "Hostname or IP address" field, enter the IP address or hostname of your network printer.
- The "Port name" will usually auto-populate. You can leave the "Query the printer and automatically select the driver to use" checkbox checked or unchecked; if you have specific drivers, unchecking it might be better. Click Next.
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Install Printer Driver:
- The system will attempt to detect the printer and driver.
- If prompted, install the printer driver:
- You can select a driver from the list provided by Windows (often generic or compatible).
- For best results, click the "Have Disk..." button and browse to the location where you downloaded your printer's specific Windows Server 2016 64-bit driver files (usually an
.inffile). Follow the on-screen prompts to complete the driver installation.
- Click Next.
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Name Your Printer:
- Provide a descriptive name for the printer that will be easily recognizable by users (e.g., "HR Department Color Printer").
- You can also choose whether to make this printer the default. Click Next.
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Printer Sharing (Optional):
- Decide whether to share the printer. If you want other users on the network to print through this server, select "Share this printer so that others on your network can find and use it."
- Provide a Share name (e.g., "HR_Color_Print"). Click Next.
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Print a Test Page:
- It's highly recommended to Print a test page to verify that the printer is working correctly.
- Click Finish to complete the installation.
Method 2: Using the Print Management Console (Advanced Server Administration)
For server administrators, the Print Management console offers a centralized and powerful way to manage all printers and print servers.
-
Open Print Management:
- Press
Win + R, typeprintmanagement.msc, and pressEnter. - Alternatively, go to Server Manager > Tools > Print Management.
- Press
-
Add a Printer:
- In the Print Management console, expand Print Servers, then expand your server name.
- Right-click Printers and select Add Printer....
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Follow the Wizard:
- The "Network Printer Installation Wizard" will appear. Select "Add a TCP/IP port or Hostname" and click Next.
- Enter the printer's IP address or hostname. Leave "Port name" as default.
- Choose to install a new driver or use an existing driver. For a new printer, selecting a new driver and browsing to your downloaded driver files is best.
- Provide a printer name, share name (if sharing), and location.
- Click Next and Finish.
This method provides more granular control over printer properties, security, and deployment options, making it suitable for larger environments. For more details on Print Management, refer to Microsoft's documentation on Print Management.
Common Troubleshooting Tips
| Issue | Potential Solution |
|---|---|
| Printer not found | Check IP address for typos. Ensure the printer is powered on and connected to the network. Verify network connectivity from the server (e.g., ping [printer IP]). Check firewall settings on the server and network devices. |
| Driver installation failure | Ensure you downloaded the correct 64-bit driver for Windows Server 2016. Try running the driver installer in compatibility mode if it's an older driver. Extract driver files to a known location before using "Have Disk...". |
| Test page doesn't print | Check printer queue for errors. Restart the print spooler service (services.msc > Print Spooler). Verify the printer has paper and toner/ink. Check the printer's physical display for error messages. |
| Printing is slow or inconsistent | Update to the latest printer firmware. Ensure network bandwidth is sufficient. Check for competing network traffic. Verify printer settings (e.g., print quality, duplexing) are not overly complex for the job. |
| Users cannot connect to shared printer | Verify the printer is correctly shared with appropriate permissions (Security tab in printer properties). Check firewall rules to allow incoming print traffic (TCP port 445 for SMB printing). Ensure users have proper network access to the server. |
By following these steps and considering the troubleshooting tips, you can effectively add and manage network printers on your Windows Server 2016 environment.
