External

External Print Servers

External print servers are networked devices that allow multiple users to connect to and share a single printer or a group of printers over a network. Unlike traditional, direct connections that link printers to individual computers via USB or parallel ports, external print servers act as intermediaries, facilitating the communication between the printer and other devices on a network. They are especially useful in office environments, homes, or small businesses where multiple devices need to access and use a shared printer, all without being physically connected to it. External print servers provide flexibility, convenience, and cost-effectiveness by reducing the need for each device to have a dedicated printer and simplifying the management of print jobs.

What is an External Print Server?

An external print server is a hardware device that connects to a printer and a network, enabling the printer to be accessed remotely by multiple computers or devices. It typically features a network port (Ethernet or Wi-Fi) that allows it to connect to your local area network (LAN), and it connects to the printer via USB or parallel ports. This setup ensures that users can print from any computer or mobile device connected to the network, without needing a direct USB connection to the printer.

External print servers are designed to work with different types of printers, including inkjet, laser, and dot matrix models. These devices are essential for businesses and environments where networked printers are necessary for multiple employees or users to access and use printers remotely, saving space, and promoting efficient workflows. Most external print servers are compatible with Windows, macOS, and Linux operating systems, ensuring that users with different devices can access the same networked printer.

How Do External Print Servers Work?

External print servers work by converting the print data from the computer into a format that the printer understands. When a user sends a print job over the network, the print server receives the data and transmits it to the printer. The printer then processes the data and produces the physical printout. The print server handles the communication between the printer and the devices requesting the print job, essentially acting as a translator between the different technologies involved.

Types of External Print Servers

There are different types of external print servers available, each designed for specific needs, environments, and use cases. The primary difference between these types of print servers lies in the connectivity options, supported network protocols, and compatibility with printers. Below are some of the most commonly used types of external print servers:

Wired Ethernet Print Servers

Wired Ethernet print servers connect to a network via an Ethernet cable. These print servers are ideal for situations where a reliable and stable network connection is required. Ethernet print servers offer higher bandwidth and reduced latency compared to wireless print servers, making them suitable for busy office environments where printing needs to be quick and uninterrupted. These devices typically support 10/100/1000 Mbps network speeds and are easy to set up by simply plugging them into the network’s router or switch.

Ethernet print servers are usually plug-and-play, meaning users can easily set up the device and connect the printer to the network without the need for complex software installations. Once connected, users on the same network can send print jobs to the shared printer through their computers or mobile devices. Ethernet print servers are perfect for larger offices or businesses that have a central network infrastructure and require consistent printing speed and reliability.

Wireless Print Servers

Wireless print servers connect to a network via Wi-Fi, making them ideal for situations where running Ethernet cables to a printer is not feasible or desirable. These devices are especially useful in environments where mobility is key, such as in large offices, conference rooms, or home setups where the printer is located far from the router or switch. With wireless print servers, users can print from their devices without being physically tethered to a specific location.

Wireless print servers often come equipped with advanced Wi-Fi technologies, such as dual-band support (2.4 GHz and 5 GHz), ensuring strong and consistent connections even in environments with high network traffic. Many wireless print servers are also compatible with the latest wireless standards (like 802.11ac), providing higher speeds and more reliable connections compared to older Wi-Fi standards.

USB Print Servers

USB print servers are designed to connect printers with USB ports to a network. These devices typically connect to the printer via a USB cable and then link to the network via either Ethernet or Wi-Fi. USB print servers are particularly useful for connecting consumer-grade printers (which usually only feature a USB port) to a network. They also provide a simple, cost-effective solution for environments where there is a need to share a printer that is not originally designed for network use.

USB print servers offer the flexibility of supporting a wide range of printers, including older models that lack Ethernet or Wi-Fi capabilities. These devices are usually plug-and-play and easy to set up, providing quick access to shared printers over the network. However, it is important to ensure compatibility with the printer model before purchasing a USB print server, as some printers may have limitations in their ability to function with certain servers.

Key Features of External Print Servers

When selecting an external print server, it is important to consider several key features that will affect the device’s performance, compatibility, and ease of use. Below are some of the most important features to look for when choosing an external print server:

Network Connectivity Options

As mentioned earlier, external print servers can be either wired (Ethernet) or wireless, and it’s important to choose the option that best suits your network setup. Ethernet print servers are ideal for environments where stable, high-speed connectivity is required, while wireless print servers are better suited for situations where mobility or flexibility is needed. Some external print servers offer both Ethernet and Wi-Fi connectivity, providing the flexibility to switch between the two options as necessary.

Printer Compatibility

Before purchasing an external print server, it is essential to ensure that it is compatible with the printer you plan to use. Most external print servers support a wide range of printers, including inkjet, laser, and dot matrix models. However, it’s always a good idea to check the manufacturer’s specifications to ensure compatibility, especially if you are using a specialized printer or a model from an older generation.

Security Features

Security is a major consideration for networked devices, including print servers. External print servers should come equipped with security features to prevent unauthorized access and protect sensitive print jobs. Common security features include password protection, encryption, and support for secure network protocols (such as WPA2 for wireless connections). Some advanced print servers also support features like IP filtering or MAC address filtering to restrict access to specific devices or users.

Ease of Setup and Configuration

The setup and configuration of external print servers should be simple and straightforward. Many print servers are designed to be plug-and-play, allowing users to easily connect them to the network and the printer without the need for complex installation procedures. Some devices come with web-based configuration interfaces or smartphone apps, enabling users to configure the server remotely. Look for a print server that offers an easy-to-use interface and clear instructions for installation and setup.

Applications of External Print Servers

External print servers are used in a wide range of environments and applications, particularly where multiple users need access to a shared printer. Below are some of the most common applications:

Small and Medium Businesses

For small and medium-sized businesses (SMBs), external print servers provide an affordable and efficient way to manage shared printing. These devices enable multiple users to access the same printer over the network, reducing the need for each workstation to be connected to a dedicated printer. SMBs can benefit from external print servers by streamlining their printing processes, improving productivity, and saving on hardware costs by limiting the need for multiple printers.

Home Offices

In home office environments, external print servers provide a convenient solution for connecting a single printer to multiple devices, such as laptops, desktops, and mobile devices. Wireless print servers, in particular, offer the flexibility of accessing the printer from any room within range of the Wi-Fi network. This eliminates the need for physical connections and allows multiple family members or housemates to print without the need to be tethered to the printer.

Large Enterprises

In larger enterprise environments, external print servers are used to manage printing across departments or branches. By centralizing printing on a networked device, companies can reduce the costs and complexity associated with managing multiple printers and print queues. Additionally, external print servers make it easier to track print jobs, implement print quotas, and ensure that all devices on the network have reliable access to printers.

Education Institutions

Schools, universities, and other educational institutions can use external print servers to provide students and faculty with shared access to printers across campus. Whether in computer labs, libraries, or administrative offices, print servers allow educational institutions to optimize their printing resources and provide cost-effective solutions for high-volume printing.

Public Spaces

In public spaces, such as libraries, cafes, and co-working spaces, external print servers allow customers or visitors to print documents from their laptops or mobile devices. This type of setup offers greater flexibility and convenience, enabling users to print from various devices while maintaining efficient network management for administrators.