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Setting Up Microsoft Universal Print: Do I Need a Service Account?

May 7, 2025 3 answers
Asked by TechGuru007
Hey everyone! I'm currently piloting Microsoft Universal Print in my office for a small group. I started by using my own E5 licensed account to sign in for the connector, but it's not a global admin account. I've managed to get a test printer set up and it worked fine. My question is whether I should be looking into creating a service account for the connector? If I leave the organization or if my account gets locked out, would that stop the connector from functioning? I've seen some videos suggesting using a service account, but I'm not sure if it's necessary apart from the initial setup. Also, I noticed there's an app for Mac that allows printing with Universal Print, but do we have a similar option for iPads? Can we push an iOS app via Intune for that purpose?
Microsoft 365 pilot program printer compatibility service account System Operations Universal Print

Answers

OfficeNetworkWhiz
If you're looking for seamless Universal Printing across different devices, Microsoft’s solution might not cover all bases. Alternatives like PaperCut or PrinterLogic could work better for cross-device needs. Microsoft currently focuses mostly on Windows and MacOS, while iOS and Android support is still in the works.
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PrintMaster98
The Universal Print (UP) connector runs its own credentials to connect, and your account is only needed for making changes while connected. So, if you leave or get locked out, it won’t directly affect the connector's functionality. But having a dedicated service account could be a good safety net. Just remember that Universal Print can’t be integrated directly with iOS; Apple’s AirPrint is the primary protocol used for printing on those devices.
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PrintItYourWay
Before fully committing to the UP Connector, make sure your printer is Universal Print ready or can be updated through firmware. It’s great that you have the print admin role because that’s all you need to manage UP. If your organization opts for service accounts, they'll need their own Universal Print licenses, but they're cheaper standalone options available. And about the printing licenses—when someone prints using your connector account, it draws from your E5 pool, but the license should be accounted from the individual's active session, so you should be fine.
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