Set up Google Cloud Print

This article is for IT administrators. Users should visit the Cloud Print Help Center.

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

The following diagram shows the different ways that Google Cloud Print works. When users in your organization submit a print job, the Cloud Print service routes that job 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 with the installation of Google Cloud Print Connector.

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

Step 1: Set up your printer(s)
  • Cloud-ready printers (B in the diagram): Follow the printer manufacturer’s instructions for setting up the cloud-ready printer.
  • Classic printers (A and C in the diagram): Run the Google Cloud Print Connector as a Service. To install on a Linux print server, refer to the instructions for installing Google Cloud Print on a Linux server.

Deployment tip: Register your printers with a shared admin account rather than an individual username (such as admin@example.com). This will prevent the printers from becoming unregistered should the original administrator be 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. Navigate to http://www.google.com/cloudprint while logged in as the owner of the printer.
  2. Select Printers in the navigation on the left.
  3. Select the printer to which you'd like to share access, then click Share.
  4. Type the user or group name into the sharing dialog, and Save.

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

Note: Users and groups don’t need to be individually added to each printer. Anyone with access to the printer’s URL can print from it. Learn more about public printing features.

Step 3: Set up devices (optional)

Android: To set up Google Cloud Print from your Android device, download the Android app from the Google Play Store.

Windows: To print directly from Chrome or applications running on Windows PCs, download and install Google Cloud printer.

Considerations for using the Windows driver:

  • The Windows driver requires Chrome. If you don’t have Chrome on your computer, the download includes the Chrome installer along with the Cloud Print installer.
  • The Windows driver currently doesn't support multi-login. To access the printer from a different user account, users need to sign-out and sign back in using a different account.
  • Each user needs to install the driver separately. Users can't share a virtual printer with other Windows users as they would a physical printer.
  • After a user chooses to print, they must configure the print options in the Cloud Print dialog, even if the settings appear to be enabled by default.
Turn Cloud Print service on/off

As a G Suite administrator, you 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 organizational unit’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.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Apps and then Additional Google services and then  Click on Cloud Print.
  3. At the top right of the gray box, click Edit Service Compose.
    At the left, the top-level organization and any organizational units appear.

  4. To apply settings to individual organizational units, do the following: 

    • At the left, select the organizational unit 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).

    Learn more about the organizational structure.

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