Printer Print Servers: When Do You Need a Dedicated Print Server?

What a print server does

A print server sits between your computers and your printer. It accepts print jobs from multiple devices, queues them in order, and sends each job to the printer over a network or USB connection. The printer itself does not need to have any network capability: the print server handles the communication on its behalf.

Print servers are common in offices where several people need to print to the same machine. They also solve the problem of sharing a printer that only has a USB port. Instead of moving a cable from computer to computer, a dedicated print server connects the printer to your network, and every device on that network can send jobs through it.

The role of a print server is closely tied to printer network protocols. To understand how print servers talk to printers, see printer network protocols.

When a built-in print server is enough

Most printers sold today include a built-in print server. The Printer Working Group (PWG) states that 98% of all printers sold today support IPP/2.0 and DNS-SD, the two protocols that allow personal computers and mobile devices to find and print to networked printers without vendor-specific software. This is the basis of IPP Everywhere, a PWG standard that makes printing work out of the box from Windows, macOS, Linux, Chrome OS, and mobile devices.

If your printer already has an Ethernet or Wi-Fi connection, it almost certainly contains a print server. You plug it into your router or join it to your wireless network, and then every computer in the same network can print to it. You do not need any extra hardware. This is the simplest and most common setup for home and small offices.

For mobile printing, the built-in server usually supports standards like Mopria. Mopria is an alliance that provides print apps for Android, Windows, Fire, and Chromebook, letting you print from those devices to Mopria-certified printers. If your printer is Mopria certified, a dedicated print server is unnecessary for mobile printing.

If you are choosing a new printer, look for one that supports IPP Everywhere and Mopria. That way you can print from any device without installing manufacturer drivers. Our guide to best wireless printers lists models that meet these criteria.

When you need a dedicated print server

There are a few situations where a separate dedicated print server makes sense. The first is when your printer is older and only has a USB port. Many older printers have no network interface, so the only way to share them is to connect them to a computer that acts as a print server, or to attach a small hardware print server box to their USB port.

The second situation is when you need centralized control over printing. A dedicated server can enforce rules such as who is allowed to print, how many pages each person can print, and whether print jobs need to be released at the printer. This is common in offices that use secure print or pull printing, where users authenticate at the printer to release their jobs.

The PWG's IPP Shared Infrastructure Extensions define how cloud, enterprise, and managed print services can act as an intermediary between clients and printers. This allows for centralized accounting, access control, and release printing. If you need these features, a dedicated print server, or a print management service, is the right solution.

A third scenario is when you have several printers and want to manage them all from one interface. A dedicated print server can queue jobs across multiple machines and route them to the least busy printer, which is helpful in busy offices.

If you are not sure whether your printer has a built-in server, check its network features. A printer that only has a USB port will require a dedicated server. For more on printer connectivity, see printer connectivity options and what is a USB host port.

Hardware vs software print servers

You have two main options for a dedicated print server: a hardware box or software running on a computer.

A hardware print server is a small device that connects to your printer via USB and to your network via Ethernet or Wi-Fi. It is dedicated to the task of sharing the printer, so it does not need to be switched on or off with a computer. This is a reliable choice for a home or small office where you do not want to keep a PC running all the time.

A software print server runs on a computer, usually a PC or a small server, that is always on. The computer shares the printer over the network, and other devices send jobs to it. This approach uses hardware you already own and can offer more advanced features, such as logging and user management. The downside is that the computer needs to be on whenever someone wants to print.

Some operating systems include print sharing software. For example, Windows and macOS can share a USB printer on your local network. This works well for small groups but may not scale to large fleets. If you have many users or need centralized administration, a dedicated hardware server or a managed print service is usually better.

The choice depends on your setup. If you only have one printer and a handful of computers, a software server is often enough. If you have a larger office or need high availability, a hardware print server gives you a dedicated, always-on device. Our guide to best all-in-one printers can help you identify printers that come with robust network features, reducing the need for a separate server.

How to decide for your setup

Start by looking at your printer's ports. If it has an Ethernet or Wi-Fi connection, you already have a print server built in. In that case, a dedicated server is only needed for the advanced management features described above.

If your printer only has USB, ask yourself: how many people need to print to it? If it is just you and one other computer, you can simply move the USB cable or use a basic sharing feature in your operating system. For three or more computers, a dedicated print server saves you the trouble of keeping the host computer on.

For offices that need to track printing, enforce quotas, or use secure release, a print server is not just helpful, it is necessary. The IPP Shared Infrastructure Extensions provide a standard way for such services to work with modern printers.

Also consider energy use. ENERGY STAR-certified printers have power management features that let them enter low-power sleep modes. A dedicated print server can wake the printer when a job arrives, but it needs to be aware of the printer's sleep settings. If you use a software print server on a computer, that computer will consume energy even when idle. A hardware server is more efficient for always-on operation.

When you are ready to pick a printer, the easiest path is to choose a network-ready model and skip the dedicated server. For help, see best laser printers or best inkjet printers.

Energy and environmental considerations

Choosing the right print server can also have an environmental impact. ENERGY STAR sets criteria for printers and multifunction devices that require automatic duplexing and power management features. When selecting a printer, look for ENERGY STAR certification to save energy. A dedicated print server that is always on will add to your energy use, but a hardware server typically consumes very little power, especially compared to a full computer running constantly.

If you are replacing an old printer, consider recycling the old unit. The EPA encourages recycling used electronics. Many local programs accept printers. In the United States, you can find electronics recycling options through state or local programs as suggested by EPA's recycling guidance.

Printing itself also has an environmental footprint. The ENERGY STAR page notes that a typical office worker uses about 10,000 sheets of copy paper a year, and 45% ends up in recycling. Using a print server can help you implement double-sided printing and other paper-saving features, which reduces waste. For more on duplex printing, see printer duplexing.

What to pick for your use

Questions

What is the difference between a print server and a printer with Ethernet?

A printer with Ethernet has a built-in print server. It can receive print jobs directly over the network. A dedicated print server is a separate device that connects to a printer without network capability, typically via USB, and allows the printer to be shared over the network.

Can I use a computer as a print server?

Yes. You can share a USB printer from a Windows, macOS, or Linux computer. The computer must be on whenever you want to print, and print jobs are sent to that computer, which forwards them to the printer. This is a common software-based solution for home networks.

Does a print server work with AirPrint and Mopria?

That depends on the print server. Many hardware print servers support AirPrint and Mopria, allowing iOS and Android devices to print without drivers. If your printer already supports these standards, a dedicated server is usually unnecessary.

How do I know if my printer has a built-in print server?

Check if your printer has an Ethernet port or Wi-Fi capability. If it does, it very likely includes a print server. You can also look for IPP Everywhere support, as noted by the Printer Working Group, which covers the vast majority of modern printers.

Is a print server the same as a printer driver?

No. A printer driver is software that converts data into a format your printer understands. A print server manages network communication and job sharing. They work together: the driver on the client device produces the print file, and the print server delivers it to the printer.

Can a print server help with secure printing?

Yes. Many dedicated print servers and print management services support secure release printing. Users must authenticate at the printer before the job is printed, reducing unclaimed pages. The IPP Shared Infrastructure Extensions define standard ways to implement this.