When installing printers on print servers, there are shortcuts you can take by utilizing existing drivers, universal drivers, existing ports, etc. However, if you find yourself needing to install a new printer with a new driver from scratch, follow this process.
Prerequisites: You should already have the printer plugged into the network, with an IP Address (preferably static, or a DHCP reservation), and it should be pingable by the print server.
Navigate to the website of the printer manufacturer, and look for a drivers or downloads section. Search your specific printer model number. The driver file you are looking for is generally an executable that will extract itself when run. If you’re using a MFP, I recommend downloading the driver specific to your printer instead of using a universal driver. If choosing between PCL and PS, use PCL unless directed otherwise. Ignore downloads that contain additional software from the manufacturer.
Move the file to the print server if it isn’t there already, then double click it to extract and remember the location that you extract too. My process is to create the folder “C:\Drivers\manufacturer\printermodel” and extract to that location on the print server.
Now that you have the driver ready, do the following:
- On the print server, open print management
- Expand Print Servers, your server, Printers
- Click “Action” or right click, “Add Printer”
- If you’ve already used the printer IP on the print server, click “Add a new printer using an existing port” and select the port that corresponds with the IP Address you want.
- If you haven’t used this IP address before, click “Add a TCP/IP or Web Services Printer by IP address or hostname”
- Enter the IP Address of the printer
- Keep the port name the same name as the printer (if you see a _1 at the end of the port name, it means this port name already exists)
- Uncheck “Auto detect the printer driver to use”
- Select “Install a new driver”
- On the printer driver window, click “Have Disk…”
- Click “Browse”
- Navigate to your printer driver folder referenced above
- Select the first .inf (setup information) file that you see and click “Open”
- If you see multiple files, choose one. You aren’t picking the driver yet.
- The path should now be filled out in the “install from disk” window. click “OK”
- You should now be able to pick from a list of printers and choose your exact model. Click “Next” when selected.
- Give the printer a name and a share name.
- On the final screen, review the information shown and click “Next” to proceed
- Always end your print driver installation by sending a test print!