Print remains a critical business function, but managing it can be surprisingly complex. One of the biggest sources of that complexity is print drivers. Traditional driver models often require multiple versions, constant updates, and ongoing IT support, particularly in organisations with diverse devices, multiple locations, or hybrid working patterns.
Virtual print drivers offer a smarter alternative. By removing the dependency on device‑specific drivers, they simplify print management while improving consistency, security, and scalability.
Why Print Drivers Still Matter
Every print job relies on a driver to translate a document into a format a printer understands. In traditional environments, each printer model requires its own driver, which must be installed, updated, and supported on user devices.
As organisations grow, this quickly becomes difficult to manage. Driver conflicts, compatibility issues, and inconsistent user experiences are common. In modern workplaces where users move between locations or work remotely, these challenges are amplified.
What Is a Virtual Print Driver?
A virtual print driver is a single, device‑agnostic driver that replaces multiple printer‑specific drivers. Rather than sending jobs directly to a particular printer, the virtual driver captures the print job and passes it to a central print management platform.
From there, the job can be routed securely to the appropriate printer, regardless of model or location. For the user, printing becomes simpler and more consistent, while IT teams gain greater control.
The Limitations of Traditional Print Drivers
Traditional driver management creates several operational challenges. Each new printer model introduces another driver to deploy and maintain. Updates must be tested and rolled out carefully to avoid disrupting users, and compatibility issues can arise across different operating systems and device types.
These problems are particularly noticeable in environments with multiple offices, remote workers, or bring‑your‑own‑device policies, where maintaining a consistent print experience becomes increasingly difficult.
How Virtual Print Drivers Work
With a virtual print driver, users print to a single logical printer rather than a physical device. The driver captures the document and sends it to a central system, often cloud‑based, where print rules, security controls, and routing decisions are applied.
Once the user authenticates at a printer, the job is released. This process reduces reliance on local drivers and ensures print jobs are handled consistently, regardless of where they originate.
Key Benefits of Virtual Print Drivers
Virtual print drivers deliver a range of benefits that directly address the pain points of traditional print environments.
They help organisations:
Reduce the number of drivers that need to be deployed and maintained
Provide a consistent print experience across devices and locations
Simplify onboarding for new users and devices
Lower support and troubleshooting workloads for IT teams
These benefits become more significant as organisations scale or adopt hybrid working models.
Virtual Print Drivers and Managed Print Services
Virtual print drivers are most effective when deployed as part of a managed print service. In this context, they act as a central access point for all print activity, making it easier to apply policies, monitor usage, and control costs.
Because print jobs are managed centrally, organisations gain better visibility over who is printing, where, and how often. This supports both cost optimisation and long‑term planning.
Security Advantages of Virtual Print Drivers
Security is another key advantage. By removing the need for direct connections between user devices and printers, virtual drivers reduce the attack surface within the print environment.
Print jobs can be encrypted, held securely until the user authenticates, and logged for auditing purposes. This is particularly valuable for organisations that handle sensitive or regulated information, where uncontrolled printing poses a real risk.
Supporting Hybrid and Multi‑Site Workplaces
Modern workplaces are rarely confined to a single location. Virtual print drivers support this reality by providing a consistent printing experience regardless of where users are based.
Employees can print from home, another office, or a temporary workspace using the same driver and release their jobs when they arrive at a printer. This flexibility reduces dependency on local infrastructure and simplifies support across sites.
Virtual Print Drivers vs Universal Print Drivers
Virtual print drivers are sometimes confused with universal print drivers, but the two are not the same. Universal drivers still rely on direct communication with printers and may have limitations depending on device compatibility.
Virtual print drivers, by contrast, operate at a higher level, separating the user’s device from the physical printer. This abstraction is what enables greater flexibility, security, and control.
Common Use Cases for Virtual Print Drivers
Virtual print drivers are particularly well suited to organisations with complex or changing print environments. They are commonly used in businesses with large device fleets, hybrid or remote workforces, or strict security requirements.
They also work well in environments where guest printing or BYOD is common, as they reduce the need for local driver installation.
Implementing Virtual Print Drivers Successfully
Successful implementation starts with understanding the existing print environment. This includes reviewing current devices, user needs, and security requirements. A phased rollout helps minimise disruption and gives users time to adapt to the new approach.
Clear communication and simple user guidance are essential to ensure adoption and maximise the benefits.
How The DMS Group Helps Simplify Print Management
The DMS Group supports organisations by assessing their print environments, deploying virtual print drivers, and integrating them into managed print services. This holistic approach ensures printing is simpler for users, easier for IT teams, and more cost‑effective for the business.
A Smarter Way to Manage Print
Virtual print drivers play a crucial role in simplifying print management. By removing unnecessary complexity, improving security, and supporting modern work patterns, they help organisations regain control of their print environments.
For businesses looking to reduce IT overhead, improve user experience, and future‑proof printing, virtual print drivers offer a practical and effective solution.
Frequently Asked Questions: Virtual Print Drivers and Print Management
What is a virtual print driver in simple terms?
A virtual print driver is a single, universal print driver that allows users to print without needing a specific driver for each printer model. Instead of sending jobs directly to a physical printer, the driver sends the print job to a central system, where it is securely processed and routed to the appropriate device.
How is a virtual print driver different from a traditional print driver?
Traditional print drivers are tied to specific printer models and must be installed and maintained on user devices. Virtual print drivers are device‑agnostic, meaning users print in the same way regardless of which printer they eventually use. This removes much of the complexity associated with managing multiple drivers.
Are virtual print drivers difficult for users to use?
No. From a user’s perspective, printing with a virtual print driver is usually simpler than traditional printing. Users select a single print option and release their job at a printer when ready. In many cases, the experience is more consistent and intuitive than dealing with multiple printer names and drivers.
Do virtual print drivers work with all printers?
Most modern business printers are compatible with virtual print driver solutions, particularly those used in managed print environments. During implementation, existing devices are assessed to ensure compatibility and performance requirements are met.
How do virtual print drivers reduce IT workload?
Virtual print drivers significantly reduce the number of drivers IT teams need to deploy, update, and troubleshoot. Instead of managing multiple drivers across different operating systems and locations, IT teams manage a single driver and a central print platform, freeing up time for more strategic work.
Are virtual print drivers suitable for hybrid and remote working?
Yes. Virtual print drivers are well suited to hybrid and remote environments because they do not rely on users being connected to a specific office network. Users can submit print jobs remotely and release them securely when they arrive at an office or approved location.
How do virtual print drivers improve security?
By separating user devices from physical printers, virtual print drivers reduce direct network exposure. Print jobs are encrypted, held securely, and only released after user authentication. This helps prevent sensitive documents from being printed unattended and supports stronger audit and compliance controls.
Can virtual print drivers help with compliance requirements?
Yes. Virtual print drivers support detailed logging and reporting, making it easier to track who printed what and when. This is particularly important for organisations operating in regulated industries or handling confidential information.
What is the difference between a virtual print driver and a universal print driver?
A universal print driver still communicates directly with printers and may have limitations depending on device capabilities. A virtual print driver abstracts the printer entirely, sending jobs to a central system first. This added layer provides greater flexibility, consistency, and control.
Will print quality or functionality be affected?
Print quality is not compromised when virtual print drivers are implemented correctly. Advanced features such as colour control, duplex printing, and finishing options can still be managed through the central platform, often with greater consistency than traditional drivers.
Can virtual print drivers support mobile and BYOD users?
Yes. Virtual print drivers are ideal for environments where users bring their own devices or rely on mobile printing. Because they reduce the need for device‑specific driver installation, onboarding new users and devices becomes much simpler.
Are virtual print drivers cloud‑based?
Many virtual print driver solutions use cloud‑based platforms, though on‑premise options are also available. Cloud‑based solutions offer greater scalability and are particularly well suited to organisations with multiple sites or remote workers.
How long does it take to implement virtual print drivers?
Implementation timelines vary depending on the size and complexity of the print environment. Smaller deployments can be completed relatively quickly, while larger or multi‑site organisations may adopt a phased approach to ensure minimal disruption.
Do virtual print drivers help reduce print costs?
Yes. By simplifying driver management, reducing support calls, enforcing print policies, and minimising waste through secure release, virtual print drivers contribute to lower overall print costs and more predictable spending.
Can existing printers be retained when switching to virtual print drivers?
In many cases, existing printers can continue to be used. As part of the assessment process, devices are reviewed to ensure they meet performance, security, and compatibility requirements. Inefficient or outdated devices may be replaced as part of optimisation.
How do virtual print drivers fit into managed print services?
Virtual print drivers act as a central access point within managed print services. They enable consistent policies, centralised reporting, and easier optimisation across the entire print environment, making them a key component of modern print management.
What are the most common concerns when moving to virtual print drivers?
Common concerns include user adoption, compatibility, and security. These are typically addressed through careful planning, pilot testing, and clear communication. When implemented properly, virtual print drivers often simplify printing rather than complicate it.
Is a virtual print driver suitable for small businesses?
Yes. Virtual print drivers scale well and can be just as valuable for small organisations as for large enterprises. They reduce complexity and IT overhead, which is often particularly beneficial for smaller teams.
How can The DMS Group help with virtual print drivers?
The DMS Group supports organisations by assessing existing print environments, implementing virtual print drivers, and integrating them into managed print services. This ensures printing is simpler for users, easier for IT teams, and aligned with business goals.
What is the first step towards using virtual print drivers?
The first step is gaining visibility into your current print setup. A print assessment helps identify inefficiencies, compatibility considerations, and opportunities for simplification, providing a clear roadmap for implementation.
