What Is a Print Server and How Does It Work?


We don’t often think about how printers access our computer files when we use them at home or at work.

This is the missing piece of the puzzle, a print server. These devices or software programs They are designed to establish a stable link between your computer’s printer and your computer.

But maintaining this connection does not mean that a printer server is done. In this article, we’ll discuss what is a print server and how does it work? Continue reading to learn about these simple intermediary devices!

What is a print server?

A print server in computer networking is the type of server that establishes a connection among printers and computers within the network. It is the server that allows you to access the printer via your computer.

These servers allow clients to give printing jobs to the printer from their computers and allow it to access files on your computer. This is how your team members share the same printer to materialize their necessary documents and boost everyone’s productivity simultaneously.

It may not be a physical server. A computer or software application can also serve as the print server, in addition to network devices. This topic is further discussed in our article about lists of good USB & Wireless print servers.

How does a print server work?

A print server acts as a middleman between your computer (and the printer)

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The first step to enabling the printer to communicate with the client computers is to establish a connection. All these devices and software programs must be connected to the same network in order to accomplish this goal.

Now any computer can send a job to the connected print server. The server then processes all the print requests received from different computers and creates the queue for printing.

It is also responsible to direct each job to the appropriate printer, if more than one printer is available on the network.

The server can also queue jobs locally and can reorder or delete some jobs from the queue, if needed. It also oversees the overall management for the queued jobs.

Their final workflow looks like this:

  • Establish connection to client computers via the same network
  • Accepts printing jobs using computers
  • Send the job to the right printer
  • Queues for local jobs
  • Reorder or delete queued printing jobs

How does a print server connect to the printers?

There are many ways to establish a connection between a printer and a print server. Each server is built with one or more ports, so that in the event of one connection being unavailable, the next one can continue to work with the printer.

1. Ethernet

Ethernet has been the primary connection source for network devices for a very long time. It is not surprising that printer servers also use this common connectivity solution.

This port can connect directly to the router and allow for internet access.

2. USB

Print servers typically have USB ports as the preferred type of connectivity. The devices come prepared with a USB port so that you can immediately establish the connection with the printer’s USB port using a cable.

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Some routers can also function as USB print server by connecting to their designated port to the printer.

3. Wi-Fi

If you don’t want to deal with the hassle of cables, you can opt for a wireless print server. They can connect to the Wi-Fi network, where all clients computers and printers are already connected. This makes it easy for workplaces to reduce clutter in their offices.

Benefits of having a print server

A print server not only makes the printer accessible to your team members simultaneously but also helps with administrative tasks and provides more conveniences for employees.

Easier Administration

The printer will not accept new print job requests if there is a print server at work. They will be first received by the print server, which will then create a queue.

This makes it easier to manage the system administrator in your office. printing resources Better and update your printer settings as necessary.

A print server can help you with many management tasks, such as setting up color printing limits, checking user authentication, and watermarking printed documents.

These steps ensure that all employees and official documents are protected.

Users can view the status of their job print

Many times, we need to print documents quickly during office hours. These are all common situations and it’s helpful for computers to show us how much of the printing job is complete and how long we may have to wait before the rest is completed.

The print server can make this possible by showing the status of the print job to users who initiated it. It is possible to see how many pages have already been printed and how many pages are still to be printed using the software.

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Higher Productivity and Cost-Effectiveness

Wireless printing servers can be more cost-effective for your business because you can use fewer devices to produce the same output.

A single server such as this allows employees to use one printer and not have to share their work. It can also manage the queued jobs so that they can be pushed forward, pushed back, or deleted entirely. This simplifies the whole process and keeps everyone’s productivity in motion throughout the year.

Final Word

A print server can help your entire team and business get a lot done. This server allows you to access the printer from different locations, and can also manage the printing queue, keep members informed about their print jobs, and enforce administrative regulations.

Either a USB or wireless print server can offer greater productivity and cost-effectiveness in your endeavors.

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