Universal Print Limitations - How to Solve Them with Cloud Printing Solutions

In today’s cloud-first IT landscape, organizations are reevaluating how they manage infrastructure—including the often-overlooked area of print management. As businesses embrace digital transformation, cloud printing solutions like Microsoft Universal Print are gaining attention for eliminating print servers and simplifying deployment.

However, while Universal Print integrates with Microsoft 365 and reduces on-premises hardware, its limitations—from device compatibility to mobile support and print security—create challenges for enterprises and hybrid workplaces.

Modern cloud printing platforms address these gaps by delivering stronger security, broader device compatibility, and enterprise-grade control that goes beyond Universal Print’s capabilities.

Printer Compatibility Limits Microsoft Universal Print

One of the first roadblocks organizations face with Microsoft Universal Print is limited device compatibility. Only printers certified as Universal Print–ready are supported. Organizations with existing investments in legacy or mixed-brand printers must rely on the Universal Print Connector, a workaround that requires a constantly running Windows 10/11 or Server system.

This undermines the goal of cloud-native, serverless printing and introduces complexity.

A vendor-agnostic cloud printing platform removes this limitation by supporting virtually any printer, regardless of manufacturer or age. Solutions that enable Direct IP printing allow organizations to route jobs without connectors or firmware upgrades, helping IT teams maintain existing hardware while fully embracing serverless infrastructure.

Why Universal Print Security Falls Short for Enterprises

While Universal Print offers basic cloud job holding, its secure printing capabilities are minimal. Enterprises that need badge scanning, PIN codes, or mobile authentication must rely on third-party tools and complex Azure configurations.

This lack of native secure workflows can be risky, especially in industries like healthcare, finance, or legal services where document confidentiality is critical.

A secure cloud print solution addresses these shortcomings with built-in multi-factor authentication, supporting ID badges, QR codes, mobile apps, and PINs. Sensitive documents are only released when users are physically present, reducing data breach risks and ensuring compliance with HIPAA, GDPR, and PCI-DSS.

Universal Print Reporting Lacks Actionable Analytics

Universal Print’s reporting is basic, limited to job counts and user activity. It lacks deeper analytics like departmental usage, cost-per-page breakdowns, or device efficiency.

To provide real-time analytics, Enterprise Print Management solutions provide a centralized dashboard, giving organizations visibility into who printed what, when, and at what cost. This supports cost recovery, policy enforcement, and compliance audits.

Mobile & BYOD Printing: A Major Universal Print Gap

In today’s hybrid environments, users expect to print from mobile devices, macOS, Chromebooks, or BYOD endpoints. Microsoft Universal Print provides limited support for non-Windows devices, often requiring third-party tools or complex configurations.

Modern print management solutions ensure seamless mobile and BYOD printing through native support for iOS, Android, Chrome OS, and email-based printing. Users can print effortlessly, whether they’re on-site or remote, without complicated setup.

Universal Print’s Internet Dependence Increases Risk

As a fully cloud-based service, Universal Print stops working during internet outages or cloud service disruptions—posing risks in hospitals, manufacturing, or emergency services where uptime is critical.

By leveraging resilient edge printing architecture, cloud-enabled platforms ensure that jobs queue locally and release automatically when connectivity is restored, minimizing downtime and maintaining productivity.

Limited Administration in Microsoft Universal Print

Managing Universal Print via Azure provides some control but lacks the depth needed for multi-site deployments, role-based access, or advanced policy enforcement.

An enterprise-grade print server offers a comprehensive admin dashboard with granular control over print policies, user roles, and location-aware routing. Integration with identity providers like MS Entra ID and Okta streamlines management and compliance.

Licensing & Quotas Make Universal Print Costly

Microsoft Universal Print licenses are tied to Microsoft 365 subscriptions and include job limits—typically five print jobs per user per month. Exceeding quotas requires purchasing additional packs, making costs unpredictable.

Flexible cloud printing solutions remove these constraints by offering device-based pricing without arbitrary job caps, enabling organizations to scale printing based on actual business needs without worrying about usage restrictions.

Universal Print Lacks Advanced Print Rules

Advanced print logic—such as forced duplex, color restrictions, or routing by document type—is not natively supported in Universal Print. These features are critical for controlling costs and improving efficiency in large organizations.

Policy-driven print management allows IT teams to enforce rules by user, group, or department, helping organizations reduce waste, maintain control, and align with sustainability goals.

PF 360 Print: The Smarter Universal Printing Alternative

While Microsoft Universal Print is a solid entry-level cloud printing option, it lacks the security, flexibility, and manageability required by most enterprise, education, and healthcare organizations.

Advanced cloud printing solutions like PF 360 Print fill these gaps by supporting any printer, enabling secure authentication, delivering real-time analytics, and providing policy-driven control—all without restrictive licensing.

PF 360 Print by Process Fusion delivers:

• ✅ Universal printer support across vendors

• ✅ Enterprise-grade security with MFA

• ✅ Advanced analytics for cost and usage visibility

• ✅ Native mobile & BYOD compatibility

• ✅ Edge architecture for offline printing

• ✅ Policy-driven print rules & automation

• ✅ Flexible licensing with no job limits

Ready to Upgrade Beyond Universal Print?

If you’re evaluating your current print setup or considering a migration from Microsoft Universal Print to a more scalable and secure solution, our team is here to help.

👉 Contact Process Fusion or request a live demo to see how our cloud printing platform simplifies management, enhances security, and delivers enterprise-grade capabilities for your organization.