Knowledge Hub

Are You Using the Right Print Driver?

eS409AS Panel

A print driver is a crucial yet often overlooked piece of software that ensures your printer or photocopier understands the instructions sent from your computer. Without the correct driver, your print jobs may not process correctly—or even at all—leading to unnecessary frustration in the office. 

Print drivers act as translators, converting your digital files into a format that your printer can interpret. Using the wrong driver can result in issues such as: 

  • No printing at all – You send a job to the printer, but nothing happens except an error message. 
  • Unexpected print settings – Documents defaulting to settings you don’t want, such as duplex (double-sided) printing or colour instead of black and white. 
  • Incorrect paper handling – Print jobs being sent to the wrong paper tray, asking you to load paper manually, or printing on the wrong paper size. 
  • Inconsistent performance – Some applications print correctly while others don’t, or certain users in the office can print without issue while others face problems. 
  • Missing features – Advanced printer functions like stapling, booklet printing, or secure print options (hold or private printing) may not be available. 

If you’re experiencing any of these issues, it’s time to check your print driver. 

Checking Your Print Driver  

The easiest way to check your print driver is to open a document and click Print. Then, look for options such as Properties, More Options, or Print using system dialogue. 

If you see a very basic, generic print settings window, your system may be using a default or universal driver that limits your printer’s capabilities. Instead, you need the manufacturer-specific driver that enables all of your printer’s features. 

Example of basic print settings.

basic print settings

Example of manufacturer specific driver.  

manufacturer specific driver

Types of Print Drivers

Different types of print drivers exist, each designed for specific needs. Here’s a quick breakdown: 

  • Universal Print Drivers – These work with multiple printer brands and models, making them useful in offices with various printer types. However, they may not support all features. 
  • Manufacturer-Specific Drivers – Designed for a particular printer brand, these offer the best functionality, ensuring full access to all features. 
  • Print Language Drivers – Printers use different languages, such as PCL (Printer Command Language) and PostScript.  
  • PCL Drivers are ideal for general office printing—fast and efficient for everyday documents. 
  • PostScript Drivers are better for graphic designers and those needing precise print quality for images and layouts. 
How to Install the Right Print Driver

To ensure optimal printing performance, you should install the correct and latest print driver for your device. Here’s how: 

  1. Find Your Model – Visit your printer manufacturer’s website and search for your specific printer model.
  2. Choose the Right Driver – There may be multiple options based on your operating system (Windows, macOS, etc.). If unsure, check with your IT team.
  3. Download & Unzip the File – Most drivers come as ZIP files that need to be extracted before installation.
  4. Install the Driver – You may need administrator rights to install a new print driver. If you have IT support, they can handle this for you.
  5. Set Printing Preferences – Once installed, adjust your print settings to match your needs, ensuring smooth and consistent printing. 

If your office uses a server-based print setup, a single installation can be shared with all users, simplifying driver management for the entire team. 

Where to Find Print Drivers for Your Printer 

To make it easier for you, here are links to the most popular printer manufacturers’ driver download pages: 

Make sure to select the correct driver for your operating system to ensure full compatibility with your device. 

Keeping Your Print Driver Updated 

An outdated driver can cause printing errors or prevent new features from working. If you experience issues, check for updates on your manufacturer’s website. 

For Windows users, updates can be found under Windows Update, and for Mac users, updates may appear in the App Store. Regular updates ensure compatibility with the latest software and security improvements. 

Need Help? 

At My Group Printing, we always install the correct print drivers during setup, but we know things change—new computers and system updates can lead to outdated drivers. If you’re struggling to get your printer working as it should, give our friendly team a call on 01322 643826. We’re happy to help! 

Latest Articles

See all articles