Managing Printer Drivers across a network can be a significant challenge for IT administrators. Deploying printer drivers through Group Policy Objects (GPO) without deploying the entire printer setup offers a streamlined and efficient solution. This method allows for centralized driver management and empowers users to install printers as needed, ensuring compatibility and reducing administrative overhead. This guide provides a detailed, step-by-step approach to effectively deploy printer drivers using GPO.
Step 1: Preparing Your Printer Drivers for Deployment
Before initiating the deployment process, proper preparation of your printer drivers is crucial.
Download and Verify Driver Compatibility
Begin by downloading the necessary printer drivers directly from the printer manufacturer’s official website. It’s imperative to ensure that these drivers are compatible with the specific operating systems prevalent within your network environment (e.g., Windows 10, Windows 11, Server 2019, Server 2022). Using certified and WHQL (Windows Hardware Quality Labs) tested drivers is highly recommended to ensure stability and security within your print environment.
Extract Driver Files from Installer Packages
Often, downloaded printer drivers come as installer packages (e.g., .exe files). These packages need to be unpacked to access the core driver files. You may need to run the installer and choose an option to “extract only,” or utilize utilities like 7-Zip or dedicated driver extraction tools. The goal is to obtain the .inf files, .dll files, and other essential driver components required for manual installation. These extracted files will be the foundation of your GPO deployment package.
Step 2: Setting Up a Shared Network Folder for Driver Distribution
To facilitate driver deployment via GPO, a centralized and accessible network share is required.
Create and Configure a Shared Folder
Designate a server on your network to host the printer drivers. Create a new folder specifically for this purpose and share it on the network. It’s best practice to use a descriptive name for this share, such as \YourServerPrinterDrivers.
Set Appropriate Share and NTFS Permissions
Proper permissions are vital for security and functionality. Configure the share permissions to allow “Read” access to the “Domain Computers” group or a specific group containing the computers that require the printer drivers. Simultaneously, set the NTFS permissions on the folder to grant “Read” access to the same group. This ensures that computers can access and download the drivers without requiring user-specific credentials and enhances security by limiting write access.
Populate the Shared Folder with Extracted Drivers
Copy the extracted printer driver files (obtained in Step 1) into the newly created shared network folder. Organize the drivers logically within the share, possibly by printer model or operating system, to maintain a structured and manageable repository.
Step 3: Configuring Group Policy for Printer Driver Deployment
With the drivers prepared and the network share set up, you can now configure Group Policy to manage driver deployment.
Access Group Policy Management Console
On a domain controller or a server with the Remote Server Administration Tools (RSAT) installed, open the Group Policy Management Console (GPMC) by running gpmc.msc.
Create or Modify a GPO
Navigate through your domain structure and locate the Organizational Unit (OU) where the policy should be applied. Right-click on the OU and choose “Create a GPO in this domain, and Link it here…” to create a new GPO, or select an existing GPO to modify. Name the new GPO descriptively, such as “Printer Driver Deployment Policy.”
Edit the Group Policy Object
Right-click on the newly created or selected GPO and choose “Edit” to open the Group Policy Management Editor.
Navigate to Printer Driver Deployment Settings
Within the Group Policy Management Editor, navigate to the following path: Computer Configuration > Policies > Administrative Templates > Printers.
Configure Package Point and Print Policies
Locate and configure the following key policies:
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Package Point and Print – Approved Servers: Enable this policy. In the “Options” section, click “Show…” and add the fully qualified domain name (FQDN) of the server hosting the printer driver share (e.g.,
\YourServer.yourdomain.com). This policy designates your server as an approved source for point and print drivers, enhancing security by preventing driver installations from untrusted sources. -
Point and Print Restrictions: Depending on your security requirements, you might need to configure this policy. To simplify deployment and minimize user prompts, consider configuring it to “Users can only point and print to these servers” and add your approved server FQDN as specified in the “Package Point and Print – Approved Servers” policy. However, carefully assess the security implications of relaxing point and print restrictions in your environment.
Step 4: Deploying and Testing the Printer Driver Deployment
With the GPO configured, the next step is to deploy and verify the driver deployment.
Force Group Policy Update on Client Computers
For the GPO settings to take effect immediately, force a Group Policy update on the client computers within the targeted OU. This can be done by running the command gpupdate /force in the Command Prompt as an administrator on the client machines. Alternatively, computers will automatically update their Group Policy settings at regular intervals.
Verify Driver Installation on Client Machines
After the Group Policy update, verify if the printer drivers have been successfully deployed to the client machines.
- Check Device Manager: Open Device Manager on a client computer and look under “Print queues.” If the drivers have been pre-staged, you might see devices listed without driver issues.
- Devices and Printers: Go to “Control Panel > Devices and Printers.” Attempt to “Add a printer.” If the drivers are correctly deployed, users should be able to add printers using these pre-staged drivers without needing administrator credentials or encountering driver prompts (depending on your Point and Print Restrictions settings).
- Printer Properties: For a more direct check, navigate to “Control Panel > Devices and Printers,” right-click on a printer (or attempt to add a new one), and go to “Printer Properties.” In the “Advanced” tab, you can examine the installed drivers and confirm the presence of the deployed drivers in the driver list.
Step 5: Troubleshooting Common Issues
If driver deployment is unsuccessful, consider these troubleshooting steps:
Verify Share and NTFS Permissions
Double-check the share and NTFS permissions on the network driver share. Ensure that “Domain Computers” or the designated group has “Read” permissions at both the share and NTFS levels. Incorrect permissions are a common cause of deployment failures.
Confirm GPO Application
Use the gpresult /r command or the Group Policy Results Wizard within the GPMC to verify that the “Printer Driver Deployment Policy” GPO is correctly applied to the client computers. This will confirm if the GPO is linked to the correct OU and if there are any errors in GPO processing.
Review Event Logs
Examine the event logs on client computers for any errors or warnings related to Group Policy processing or printer driver installation. Look for events in the “Application” and “System” logs, particularly those related to Group Policy, PrintService, or driver installation. Event logs often provide valuable clues to pinpoint the root cause of deployment issues.
By following these comprehensive steps, you can effectively deploy printer drivers via Group Policy, streamlining printer management, enhancing user experience, and ensuring driver consistency across your network environment. This method significantly reduces administrative burden and empowers users to manage their printer installations efficiently.
