Set Up and Manage a Local Print Server in Windows 10/11
Difficulty: Intermediate | Time Required: 30 minutesA local print server lets one Windows PC share one or more printers to other PCs on the same network. This is useful when you want a single USB/network-connected printer to be available to multiple users without buying a dedicated hardware print server. In this tutorial you’ll learn how to enable sharing, publish and manage printers, add drivers for client platforms, and troubleshoot common problems.
Note: Print Management (printmanagement.msc) is available in Windows 10/11 Pro, Enterprise, and Education editions. Windows 10/11 Home users can still share printers via Control Panel or PowerShell, but the Print Management snap-in is not present.
Prerequisites
- A Windows 10/11 PC that will act as the print server (recommended: Pro/Enterprise/Education for Print Management).
- Printer already installed and working locally on the server PC (USB or network printer).
- Administrative rights on the print server.
- All machines on the same local network. Set the server’s network profile to Private for easier discovery.
- (Recommended) Static IP or DHCP reservation for the server to avoid address changes.
Step-by-step instructions
- Check Windows edition and services
- Press Win + I → System → About to confirm your Windows edition.
- Press Win + R, type services.msc and press Enter. Find "Print Spooler" and ensure its Startup Type is "Automatic" and it's running. If not, right-click → Properties → set to Automatic and Start.
- Set network to Private and enable discovery
- Win + I → Network & Internet → (Wi‑Fi or Ethernet) → click your network → set "Network profile" to Private.
- Open Control Panel → Network and Sharing Center → Change advanced sharing settings → Turn on Network discovery and Turn on File and printer sharing for Private profile.
- Allow File and Printer Sharing through the Firewall
- Open Windows Security → Firewall & network protection → Allow an app through firewall → click Change settings → ensure "File and Printer Sharing" is checked for Private (and Domain if applicable).
- Share the printer
- Open Control Panel → Devices and Printers (or Win + R → control printers).
- Right-click the installed printer → Printer properties (not “Properties” at the top) → Sharing tab.
- Check "Share this printer" and set a share name (avoid spaces/special characters).
- Optionally check "Render print jobs on client computers" to offload processing to clients.
- Install additional drivers for other client architectures (important)
- From the Sharing tab, click "Additional Drivers…".
- Add drivers for x86/x64 and other versions your clients use (e.g., x86 for older 32-bit clients).
- When prompted, browse to the INF driver files or let Windows fetch drivers.
- (Optional, for advanced management) Use Print Management
- Press Win + R → type printmanagement.msc → Enter (Pro/Enterprise/Education only).
- From Print Management you can view printers, drivers, ports, deploy printers (to AD), and export/import queues and drivers.
- To backup/export queues & drivers: right-click Print Servers → select Export Printers to a File (PrintBRM) or use the "Export printers to a file" task.
- Add the shared printer on client PCs
- On a client, open Settings → Bluetooth & devices → Printers & scanners → Add device → "The printer that I want isn't listed".
- Choose "Select a shared printer by name" and enter \ServerName\ShareName (or browse).
- Alternatively, add by IP: "Add a printer using a TCP/IP address" if the printer supports network printing (port 9100/PJL).
- If prompted, install drivers (the ones you added in Step 5 should be used automatically).
- Test printing and set permissions
- Print a test page from the client.
- On the print server, open Printer properties → Security tab to add or restrict users/groups. Default is usually "Everyone" with Print permission; tighten as needed.
Tips and troubleshooting notes
- Spooler problems: If printing fails, restart the Print Spooler service (services.msc → Print Spooler → Restart). To clear stuck jobs: stop spooler, delete files in C:\Windows\System32\spool\PRINTERS, then start spooler.
- Driver mismatch: If clients get driver errors, ensure you installed the correct architecture and signed drivers. Use manufacturer-supplied drivers rather than Windows generic ones in mixed environments.
- Firewall blocking: Temporarily disable the firewall to quickly test connectivity. If it works, re-enable and properly allow File and Printer Sharing.
- Permissions denied: Check both share permissions and printer security tab. Share permissions are additive with printer security; ensure user accounts/groups have Print permission.
- Use Print Management/PowerShell for bulk tasks:
- Export: PrintBRM.exe -s \localhost -b -f C:\backup\printers.printerExport
- Import: PrintBRM.exe -r -s \localhost -f C:\backup\printers.printerExport
- PowerShell: Get-Printer / Add-Printer / Remove-Printer for automation.
- Discovery on mixed OS networks: Windows Home clients can connect to shared printers but don't have Print Management. For macOS/Linux clients, consider network printing (IPP/JetDirect) instead of SMB share.
- Avoid using public networks: Always set sharing to Private and disable file/printer sharing on public networks.
Conclusion
Setting up a local print server on a Windows 10/11 PC is a cost-effective way to share printers across a small network. By enabling File and Printer Sharing, properly configuring drivers and firewall rules, and optionally using Print Management for more control, you can offer reliable printing services to multiple users without extra hardware. Keep drivers current, secure the share with permissions, and use PowerShell/PrintBRM for backups and migrations.Key Takeaways:
- You can share a locally installed printer using Control Panel → Devices and Printers (works on all editions).
- Print Management (Pro/Enterprise/Education) gives advanced tools for drivers, ports, and export/import.
- Install additional drivers for different client architectures and configure firewall/network discovery.
- Use secure permissions and prefer Private networks; restart the Spooler and clear the spool folder to fix common issues.
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