CIOs – Why You Need to Know About Microsoft Universal Print

"Identity Secures Printing"

In an era where digital transformation dominates CIO agendas, printing remains a critical yet overlooked aspect of IT infrastructure. Microsoft Universal Print, a cloud-based printing solution, reshapes how enterprises approach printing, aligning it with security-first and Zero Trust principles. As a CIO, understanding Universal Print’s advantages is key to securing your print environment and enhancing operational efficiency.

General Overview:

We’ll explore three pivotal questions:

1. What is Universal Print, and how does it differ from traditional printing solutions?
2. What advantages does Universal Print offer for enterprise organisations?
3. How does Universal Print safeguard businesses with advanced identity management and security features?

Key Points:

1. What is Universal Print?

Universal Print is Microsoft’s cloud-based printing service designed to replace on-premise print servers and drivers. Built into Microsoft 365, it enables users to print from anywhere using any device while simplifying IT management through cloud integration.

Unlike legacy systems, Universal Print eliminates the need for active directory-based identity management on print servers. Leveraging Entra ID, it offers seamless integration with Zero Trust architecture. As CIOs aim to modernise infrastructure, Universal Print provides a scalable, future-ready print solution tailored to hybrid work environments.

2. Advantages and Capabilities of Universal Print

Universal Print delivers transformative benefits:

• Simplified IT Management: IT admins save time with centralised management, eliminating the complexity of maintaining printer drivers and managing print servers.
• User Experience: Users enjoy intuitive printing directly from devices or supported apps like OneDrive, with no need for additional software.
• Secure Pull Printing: With the Universal Print Anywhere feature, users can retrieve print jobs at any connected printer via QR codes, ensuring security and convenience.
• Enhanced Reporting: New analytics dashboards provide insights into usage and costs, helping CIOs optimise resources.
• Scalability: Seamless deployment across enterprises with support for a robust ecosystem of Universal Print-ready printers ensures long-term adaptability.

3. Securing Printing with Identity Management

Universal Print integrates identity management via Entra ID to secure print workflows. Features like Windows Protected Print Mode safeguard against unsecure third-party printer drivers, while Secure Release ensures documents are printed only after user authentication.

For CIOs, this means eliminating vulnerabilities in hybrid environments. For example, Universal Print eliminates the need for VPNs or trusted networks, with all devices communicating over HTTPS for end-to-end encryption. This approach aligns with Zero Trust principles, providing robust protection against potential breaches.

Questions to Consider:

• How does your current print infrastructure align with your organisation’s Zero Trust strategy?
• Are you confident in the security of print jobs across all devices and locations?
• How much visibility do you have into your organisation’s print costs and usage patterns?

Key Takeaways for CIOs:

• Modernise your print infrastructure by transitioning to Universal Print for streamlined operations.
• Leverage identity management and Secure Release for enhanced security.
• Use analytics to gain actionable insights and optimise enterprise-wide print usage.

Conclusion:

For CIOs driving digital transformation, Universal Print offers a secure, efficient, and future-proof solution. By integrating identity management with Zero Trust principles, it transforms printing into a strategic enabler for hybrid work. Take the next step in modernising your IT infrastructure—Universal Print is ready to elevate your enterprise.

Call to Action: Secure Your Print Environment Today

Authored and published by Mitchell Filby, Managing Director at First Rock Consulting.

www.first-rock.com