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How To Use Cloud Printing? Set Up Cloud Printing For Your Business

Written on 21.05.24

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How to use and set up cloud printing for your business

Technology is advancing every day, and one of the most convenient developments we’ve seen in recent years is cloud printing. Eliminating the need for printer drivers, cloud printing links printers to devices and allows the printer to receive digital information via the cloud. Today, we’re taking a deep dive into how cloud printing happens and its many advantages.

 

What is cloud printing?

Cloud printing is a groundbreaking technology which enables users to print from any internet-connected device, eliminating the need for physical connections to a printer. Users can print with ease from any number of devices including laptops, tablets, and smartphones. In bypassing the need for specific printer drivers or software, cloud printing streamlines the printing process and enables users to track and manage printing tasks efficiently.

  • The difference between cloud printing and traditional printing

Cloud printing has revolutionised printing, transforming how print jobs are handled compared to traditional methods. Traditional printing relies on direct, physical connections between devices, restricting flexibility and accessibility. In comparison, cloud printing enables users to send print jobs from any internet-connected device to a printer linked to the cloud.

This innovation facilitates remote printing and has diminished the necessity for physical proximity to a printer, enhancing flexibility and convenience for both businesses and home users. 

  • How cloud printing works

Cloud print solutions facilitate secure, remote printing via the internet, connecting devices to printers. The cloud print software operates locally on the network, sending print jobs from devices to cloud-connected printers without physical connections. Print jobs are stored securely in the cloud until retrieved by the printer, ensuring privacy from any location and aiding the needs of individuals and businesses alike.

 

Benefits of cloud printing

Cloud printing offers a variety of benefits that can significantly enhance efficiency, flexibility and productivity for businesses of all sizes.

  • Reduced costs

Cloud printing allows companies to meet print-on-demand requirements, reducing print costs and eliminating the need to maintain hardware and software. It also reduces reliance on dedicated print servers and infrastructure maintenance, thereby reducing costs. In addition to this, it also supports eco-friendly practices by decreasing waste paper and reducing energy consumption.

  • Flexibility

Cloud printing allows users the convenience of remote printing, freeing them to send print jobs from anywhere, at any time. This flexibility means users are no longer confined to the limitations of traditional printing methods, such as being in a specific location.

  • Simplified print management

Cloud printing simplifies the printing process, eliminating concerns about software, drivers, and cables. It also centralises print management, streamlining control and monitoring of print activities. This makes it easier to track usage and manage costs effectively.

  • Enhanced collaboration and sharing

Cloud printing enables seamless sharing and printing of documents among team members, regardless of their physical location.

Cloud print vs cloud print management

These two terms may sound very similar, but they’re actually worlds apart in function and purpose. Cloud print refers to the convenience of printing documents directly from cloud storage, whereas cloud print management involves a comprehensive approach to overseeing and regulating all printing activities within an organisation.

Cloud print management includes monitoring print usage, establishing print policies, and managing fleets of printers, all from one centralised platform.

How to get started with cloud print management

You can choose between a self-hosted private cloud setup or a fully-hosted public cloud setup. The former is suitable for organisations with strict security and compliance needs and access to full-time IT expertise. Whereas, opting for a fully-hosted public cloud involves outsourcing the maintenance of the server, and managing your printing tasks through a third-party provider.

Choosing the right cloud printing service

Choosing the right cloud printing services is paramount for businesses aiming for smooth integration and peak performance.

Factors to consider when selecting a cloud printing service

To ensure you choose the right system to suit your business needs, there are several factors you’ll need to consider:

  • Compatibility with your current IT infrastructure
  • Security features such as data encryption and access controls
  • Cost-effectiveness
  • Scalability
  • The provider’s reputation including quality of customer support and user interface

 

Setting up cloud printing for your business

Implementing cloud printing for your business requires several steps to ensure seamless integration. This process involves evaluating your current printing setup, selecting an appropriate cloud printing provider, and integrating the solution into your existing IT systems.

  • Assess the current printing infrastructure

To initiate cloud printing for your business, you’ll need to start by assessing your current printing infrastructure. This entails identifying the types of printers you have, their locations, and their connectivity options. You’ll also need to evaluate the compatibility of existing hardware and software with cloud printing solutions and determine the volume of your printing too.

This comprehensive assessment will highlight any necessary upgrades or modifications essential for a seamless transition into cloud printing.

  • Integrate cloud printing with existing IT infrastructure

Integrating cloud printing into your current IT infrastructure requires careful planning and execution. You’ll need to begin by configuring the cloud printing solution to operate with your network and devices, ensuring proper installation of required drivers and software.

You can then implement security measures such as encryption and access controls to safeguard sensitive data. It’s important to thoroughly test this integration to address any compatibility or connectivity issues. 

  • Train employees on how to use cloud printing

Ensuring your employees have a comprehensive understanding of cloud printing is crucial for effective usage. This involves thorough training sessions that cover the basics of cloud printing, including accessing and sending print jobs from different devices. Offering hands-on demonstrations will help familiarise staff with the cloud printing interface and its features.

Emphasising best practices for managing print jobs, accessing cloud-stored documents, and troubleshooting common issues is essential. Continuous training and support will empower your employees to effectively leverage cloud printing and will ultimately enhance their productivity and workflow efficiency.

 

Why choose Aurora Print for your cloud print service provider

When you select Aurora Print as your cloud print service provider, you’ll find a fantastic range of tailored advantages for your business.

With Aurora Print, you’ll gain access to a robust and secure cloud printing platform, guaranteeing seamless integration with your current IT infrastructure. Our scalable solutions effortlessly adjust to your expanding printing requirements, optimising flexibility and cost-effectiveness.

We prioritise customer satisfaction, providing dependable support and assistance to ensure a seamless transition and optimal performance. Our user-friendly interface and advanced features streamline print management, increasing productivity and collaboration within your organisation.

 

The bottom line

Are you looking to increase efficiency, reduce printing costs, and aid collaboration within your organisation? Cloud printing could be a great solution for you.

Aurora Print is a renowned and trusted supplier of cloud printing solutions, enabling efficient and accessible printing across your organisation. Confidential data is stored securely in the cloud and can be accessed safely at any time, from any location. Take the first step towards optimising your organisation’s printing by getting in touch with Aurora Print today.