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Microsoft Universal Print
What it is
Microsoft Universal Print is a cloud printing service that replaces print servers and gives users internet access to printers. Microsoft positions it for organizations committed to Microsoft 365. On supported Windows versions, it is built in and does not need additional endpoint software or printer drivers. Mac users can print from applications with native printing support after installing the Universal Print app, while OneDrive and Excel on the web let users choose a printer without setup or installation. Administrators can manage printers in Azure Portal, automate management with PowerShell, and deploy printers through Intune. The service supports IPP and Microsoft Graph API capabilities. Security provisions include Microsoft Entra ID users and groups, HTTPS, X.509-backed printer device objects, and modern authentication for Zero Trust deployments. QR code secure release can hold jobs until users release them. Printers without native Universal Print protocol support need a connector on a Windows computer where they are installed. Each document counts as one job regardless of pages or copies, and eligible licenses contribute to a shared monthly tenant pool. Capacity add-ons are listed at $25 a month for 500 jobs and $300 a month for 10,000 jobs, billed monthly with an annual commitment.
For and against
For
- Built into supported Windows versions.
- Web printing is available in OneDrive and Excel.
- Printer deployment works through Intune.
- QR code release can hold jobs for users.
- Supports Microsoft Graph API capabilities.
Against
- There is no free plan.
- Unsupported printers require a Windows connector.
- Capacity add-ons have annual commitments.
- Each document counts as one job regardless of copies.
The verdict
Universal Print connects printer access and administration to Microsoft 365 cloud workflows. Review printer compatibility and job capacity, and note that listed add-ons carry annual commitments.
Who it suits
It suits organizations committed to Microsoft 365 that want cloud-based printer access and centralized administration. Organizations should account for printer compatibility and the shared job pool when planning capacity.
Plans and prices
Universal Print volume add-on — 500 jobs
500 jobs
Read 20 Sep 2026 · learn.microsoft.com
Universal Print Additional Capacity — 10,000 jobs
10,000 jobs
Read 20 Sep 2026 · learn.microsoft.com
Universal Print volume add-on — 500 jobs, EDU
500 jobs
Read 20 Sep 2026 · learn.microsoft.com
Universal Print Additional Capacity — 10,000 jobs, EDU
10,000 jobs
Read 20 Sep 2026 · learn.microsoft.com
Universal Print volume add-on (500 jobs), EDU discount
500 print jobs · Verified academic eligibility required
Read 4 Oct 2026 · learn.microsoft.com
Universal Print volume add-on (500 jobs)
500 print jobs
Read 4 Oct 2026 · learn.microsoft.com
Universal Print Additional Capacity (10k), EDU discount
10,000 print jobs · Verified academic eligibility required
Read 4 Oct 2026 · learn.microsoft.com
Universal Print Additional Capacity (10k)
10,000 print jobs
Read 4 Oct 2026 · learn.microsoft.com
Universal Print (standalone)
Eligible commercial subscription · 5 jobs per license per month
Read 4 Oct 2026 · learn.microsoft.com
On the record
- API
- Universal Print supports the IPP infrastructure protocol and provides Microsoft Graph API capabilities.learn.microsoft.com · read 4 Oct 2026
- Data handling
- Microsoft says Universal Print stores print data in the same manner as other Microsoft 365 data, under Microsoft 365 data management guidelines.microsoft.com · read 4 Oct 2026
- Government availability
- Microsoft says Universal Print is FedRAMP certified and available to government customers.learn.microsoft.com · read 4 Oct 2026
- macOS printing
- Users can print from macOS applications with native printing support after installing the Universal Print app.learn.microsoft.com · read 4 Oct 2026
- Management integrations
- Administrators can manage printers through Azure Portal, automate print management with PowerShell, and deploy printers with Intune.learn.microsoft.com · read 4 Oct 2026
- Printer compatibility
- Printers without native Universal Print protocol support require a connector, which can run on a Windows computer where the printers are installed.learn.microsoft.com · read 4 Oct 2026
- Secure release
- QR code secure release can hold print jobs until the user releases them, helping protect document privacy and reduce uncollected print jobs.learn.microsoft.com · read 4 Oct 2026
- Security
- The service supports Microsoft Entra ID users and security groups, HTTPS communications, X.509-backed printer device objects, and modern authentication for Zero Trust deployments.microsoft.com · read 4 Oct 2026
- Support
- Microsoft's FAQ directs customers to Universal Print documentation and says customers can contact support if access remains unavailable after licensing and a 24-hour wait.learn.microsoft.com · read 4 Oct 2026
- Usage limits
- A printed document counts as one job regardless of its pages or copies, and each eligible license contributes to a shared monthly tenant pool.learn.microsoft.com · read 4 Oct 2026
- Web printing
- Universal Print is available in OneDrive and Excel on the web, where users can select a printer without setup or installation.learn.microsoft.com · read 4 Oct 2026
- What it does
- Universal Print is a cloud printing service that replaces print servers with Microsoft cloud printing and lets users access printers over the internet.learn.microsoft.com · read 4 Oct 2026
- Who it is for
- Microsoft describes Universal Print as a service for organizations committed to the Microsoft 365 cloud.learn.microsoft.com · read 4 Oct 2026
- Windows printing
- Universal Print is built into Windows and works without extra endpoint software or printer drivers on supported Windows versions.learn.microsoft.com · read 4 Oct 2026
