IT Administrator’s Guide to Setting Up Google Cloud Print

What is Google Cloud Print?

Google Cloud Print is a service that lets you print from any web-connected device. It routes print jobs between your computer, smartphone, or tablet and sends it to an Internet-connected printer. The service also lets users easily discover printers and print from their own device without a complex setup and driver installation.

Set up Google Cloud Print

Google Cloud Print computer to printer pathways

This diagram shows how Google Cloud Printing works. When users in your organization submit a print job, the Google Cloud Print sends the request to the selected printer and formats it appropriately. Cloud Print works best with cloud-ready printers. However, it can work in parallel with nearly any existing print solution by installing Google Cloud Print Connector.

The setup you choose depends on the type of printer you have.

Step 1: Set up your printer(s)

Deployment tip: Register your printers with a shared admin account (such as admin@example.com) rather than an individual username. This will prevent the printers from becoming unregistered if the original administrator is removed, suspended, or deleted.

Step 2: Provision user access

As a G Suite administrator, you can specify which users and Google Groups can access which printers.

  1. Log into the Google account that owns the printer
  2. Go to http://www.google.com/cloudprint
  3. Select Printers in the navigation on the left.
  4. Select the printer you’d like to share access to, then click Share.
  5. Type the user or group name into the sharing dialog, and save.

Recipients will receive an invitation to use the printer. Once they accept the invite, the printer will be available for their account. With groups, the group administrators will receive the invite, and they can accept on behalf of the group.

Note: You don’t need to individually add users and groups to each printer. Anyone with access to the printer’s URL can print from it. You can learn more about public printing features here.

Turn Cloud Print service on/off

G Suite administrators can use your Google Admin console to enable and disable printing services for all users or specific organizational units. By default, Cloud Print is set to ON. Turning Cloud Print OFF will preserve the OU’s printers and printing history. To turn the service on or off for select groups of users, put their accounts in an organizational unit and follow the steps below.

  • In the Admin console dashboard, go to AppsAdditional Google servicesClick on Cloud Print.
  • At the top of the gray box, click More  and choose:
    • “On for everyone to turn on the service for all users” (click again to confirm).
    • “Off for everyone to turn off the service for all users” (click again to confirm).
    • “On for some organizations to change the setting only for some users”.
  • If you chose “On for some organizations”:
    • In the left panel, select “Settings for specific organizational units.
    • Select the organization that contains the users whose settings you want to change.
    • Select On or Off to change the setting.
    • Click Override to keep the setting the same, even if the parent setting changes.
    • If the organization’s status is already Overridden, choose an option:
      • Inherit—Reverts to the same setting as its parent.
      • Save—Saves your new setting (even if the parent setting changes).
 

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