How to Share a USB Printer on a Network: A Step-by-Step Guide with Security Settings

Sharing a USB printer over a network can significantly enhance productivity and accessibility in both home and office environments. This article provides a comprehensive guide on how to share a USB printer and the necessary security settings to ensure safe access.

Step-by-Step Guide to Share a USB Printer on a Network

Step 1: Connect the Printer

1. Connect the USB Printer: Ensure your printer is connected to a computer via USB and turned on.
2. Install Printer Drivers: Make sure the necessary drivers for the printer are installed on the computer it's connected to.

Step 2: Enable Printer Sharing

1. Open Control Panel:
   • Press Windows + R, type control, and hit Enter.
2. Navigate to Devices and Printers:
   • Click on View devices and printers.
3. Select the Printer:
   • Right-click on the USB printer you want to share and select Printer properties.
4. Enable Sharing:
   • Go to the Sharing tab and check the box that says Share this printer.
   • Optionally, you can give the printer a share name (default name will work fine).
5. Apply Changes:
   • Click Apply, then OK.

Step 3: Configure Network Settings

1. Set Network Profile:
   • Ensure the computer connected to the printer is on the same network as the devices you want to print from. You can check this by going to Settings > Network & Internet > Status and selecting Change connection properties.
   • Set your network as Private (this allows for easier file and printer sharing).
2. Enable File and Printer Sharing:
   • Open Control Panel, go to Network and Sharing Center.
   • Click on Change advanced sharing settings on the left.
   • Under the Private section, enable Turn on file and printer sharing.

Step 4: Configure Firewall Settings

1. Allow Printer Sharing Through Firewall:
   • Open the Control Panel and go to Windows Defender Firewall.
   • Click on Allow an app or feature through Windows Defender Firewall.
   • Click Change settings, then Allow another app.
   • Browse for Print and Document Services, add it, and ensure it is checked for both Private and Public networks.

Step 5: Add the Shared Printer on Other Computers

1. Connect to the Network Printer:
   • On the other computers that need access to the printer, open Control Panel.
   • Go to Devices and Printers and click on Add a printer.
   • Choose the option to The printer that I want isn’t listed.
   • Select Select a shared printer by name and enter the printer's shared name using the following format:
      

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     \\ComputerName\PrinterName
   • Replace ComputerName with the name of the computer to which the printer is connected and PrinterName with the shared name you set earlier.
2. Install Drivers: The computer will automatically download and install the necessary drivers.

Step 6: Security Settings for Printer Access

1. Restrict Access to the Printer:
   • Return to the Printer properties on the host computer.
   • Go to the Security tab.
   • Here, you can manage permissions. Click on Add to include specific users or groups who should have access.
   • Select user accounts and assign permissions (e.g., Print, Manage this printer).
2. Consider Using a Password:
   • Ensure that the host computer user account has a strong password, as users need to authenticate when accessing shared resources.

Step 7: Test Printing

1. Print a Test Page:
   • After setting up, try printing a test page from one of the other computers to ensure everything is configured correctly.
   • Right-click on the printer in Devices and Printers, select Printer properties, and click Print Test Page.

Conclusion

Sharing a USB printer over a network can improve efficiency in both home and workplace environments. By following this step-by-step guide, including setting proper security settings, you can ensure secure and easy access to your printer from multiple devices. Make sure to periodically review security settings and user access to maintain a secure network printing environment.