Networking a Printer: It’s Easier than You Think

I remember when having your own printer on your own desk wasn’t just a status symbol, it was a necessity. The reason was printers didn’t communicate with other printers at that time, never mind other computers. Like many former necessities, however, the need for dedicatedprinters has all but disappeared and in a way makes it easier to manage and customize to your needs rather than technical specifications.

Most of the advances in printing technology directly benefit smaller companies because they make
capabilities previously reserved for large organizations more available and more affordable.

The shift to wireless technology has truly transformed printing. First, it significantly reduces the restrictions formerly dictated by location. And secondly, by making it simple for an entire office to share a single printer, it significantly reduces costs for hardware and power. HP offers a nice range of wireless-enabled printers and provides step-by-step instructions for setting them up so that they meet your needs. 

For those who want or need to learn more, Microsoft offers a tutorial, step-by-step directions and a lot of valuable background information on connecting printers to networks.  On the site you’ll find everything you need to know to select one of two options. The first is to attach your printerdirectly to one computer and share it with all the other computers that are connected to your network. The second is to set the printer up as a stand-alone device and make it, in essence, an independent member of your network.

There are, of course, advantages and disadvantages to either approach. The main advantage of a shared printer is that it works with almost any USB printer on the market today. The disadvantage is that the computer it’s connected to has to be up and running.

I have a strong preference for the networked option because it means the printer is always available and I think for smaller businesses in particular, being able to accomplish what needs to be done quickly and without fanfare is often a competitive advantage.  Regardless of your preference, many printers available today offer you either option. Also, regardless of your preference, if you’re running Windows 7, getting started on setup is as simple, intuitive and painless as clicking on the Start button.