Universal Print – End User Guide

Overview

Universal Print is Microsoft’s cloud printing service that publishes office printers to your work account instead of relying on a traditional on‑premises print server. A Universal Print printer shows up on your device as an online cloud printer that you can use from anywhere once you are signed in with your Strategic Systems Microsoft account.

This guide explains how Strategic Systems users print to the Ohio HQ Printer using Universal Print from both Intune-managed and non-Intune Windows devices. On Intune devices, the printer is deployed automatically; on non‑Intune devices you must add it manually.

This removes the need to manually install print drivers on every device for users in the organization.

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CAUTION: Printing From Outside the Office

Universal Print lets you send jobs to the HQ printer even when you are working remotely (home, client site, etc.).

• Only use this when you explicitly need someone in the office to pick up the printout for you.
• Avoid printing sensitive or confidential documents unless you have coordinated with a trusted coworker who will collect them immediately.
• If you accidentally print something sensitive:
  • Contact someone in the office or IT right away.
  • Ask them to remove and securely dispose of the pages from the printer tray.

Anything you print to the Ohio HQ printer from outside the office will still come out physically at the Ohio HQ office.

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Intune-Managed Devices

If you are on a company‑issued Intune laptop, you do not need to add the printer manually.

• Go to Settings → Bluetooth & devices → Printers & scanners and look for the Ohio HQ Printer.
• In any app, choose File → Print and select the Ohio HQ Printer from the printer list.
• If you do not see it:
  • Restart the device and sign in with your Strategic Systems Microsoft work account.
  • Wait a few minutes and check Printers & scanners again.

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Non‑Intune Devices

Before you start

You can still use Universal Print from a personal or non‑Intune Windows device if:

• You are running Windows 10 or 11.
• You connect your Strategic Systems Microsoft account under Access work or school.
• You are licensed/allowed to use the HQ Universal Print queue.

To connect your Strategic Systems Microsoft account:

1. Open Settings.
2. Go to Accounts → Access work or school.
3. Click Connect.
4. Sign in with your Strategic Systems email and password.
5. Confirm the account shows as Connected.

If you’ve never connected your Strategic Systems work account, Strategic Systems printers will not appear.

Manually Adding the HQ Universal Print Printer

Use these steps on non‑Intune devices, or if the Ohio HQ Printer did not auto‑deploy.

1. Open Settings.
2. Go to Bluetooth & devices → Printers & scanners.
3. Click Add device.
4. Wait for the initial search to complete.
5. If you do not see the HQ printer, select Add manually (or similar).
6. Choose the option to add a work or school printer.
7. Sign in with your Strategic Systems Microsoft account if prompted.
8. In the list of organization printers:
   • Use the search box to find the HQ printer by its published name (e.g., Ohio HQ Printer), or
   • Use Select a search location to narrow it down and select the correct printer.
9. Click Add.
10. Confirm it appears under Printers & scanners and test by printing a single‑page document ONLY if you are in office or communicate with someone in office to recieve it.

Currently the office only has one printer named Ohio HQ Printer.