Windows Protected Print (WPP) Explained: Everything Businesses Need to Know Before 2027
This guide has been created with the help of George, our in-house print specialist, following discussions with leading printer manufacturers about Windows Protected Print.
Windows Protected Print (WPP) is one of the biggest changes to Windows printing in many years. It introduces a more secure, driverless printing system, replacing traditional printer drivers on compatible devices.
The good news is that many modern printers are expected to be compatible, so there’s no need to panic. However, if your business relies on printing, we recommend checking your printer’s compatibility well before the 2027 rollout.
Questions in this guide:
- What is Windows Protected Print?
- Why is Microsoft introducing Windows Protected Print?
- When Will Windows Protected Print Become Mandatory?
- The Journey To Windows Protected Print
- How Does Windows Protected Print Work?
- Why Are Printer Drivers Being Removed?
- What Are the Benefits of Windows Protected Print?
- What Happens When You Enable Windows Protected Print?
- Current Compatible Printers Available from My Group Printing
- Which Printers Are Most Likely to Be Affected?
- Do I Need Print Management Software when WPP becomes mandatory?
Although Windows Protected Print won’t become the standard until 2027, Microsoft has already started introducing it through Windows updates, meaning you may already see compatibility indicators on your computer today.
Whether you’re responsible for your organisation’s IT infrastructure, manage office equipment or simply want to understand what these changes mean, this guide explains everything you need to know.
What is Windows Protected Print?
Windows Protected Print (WPP) is Microsoft’s new secure printing platform that replaces traditional printer drivers with a standardised printing system built directly into Windows.
For decades, printers have relied on manufacturer-specific drivers. Every printer manufacturer—such as Toshiba, Ricoh, HP, Canon, Epson and Xerox—developed its own software that had to be installed on every computer before users could print.
This worked well but created several problems:
- Every manufacturer maintained its own drivers.
- Drivers required regular updates.
- Drivers often required administrator permissions.
- Older drivers eventually stopped receiving security updates.
- Different drivers behaved differently across Windows versions.
Windows Protected Print removes this complexity.
Instead of downloading software from the printer manufacturer, Windows itself will manage the printing process using a secure, standardised framework.
Think of it like Apple’s AirPrint, which many people are already familiar with. Instead of downloading and installing manufacturer-specific printer drivers, Windows Protected Print provides a single, secure way for Windows to communicate with compatible printers.
Why is Microsoft Introducing Windows Protected Print?
Cyber security is the driving force behind Windows Protected Print.
Although most people don’t think of printers as security risks, printers are connected to the internet that communicate across your network, store documents in memory and often operate with elevated permissions.
Over the years, printer drivers have become an attractive target for attackers because every manufacturer develops its own software. This has meant Microsoft relying on hundreds of different printer drivers, each with its own code, update schedule and potential vulnerabilities. Printers also require regular firmware updates to address security issues, but as devices get older these updates eventually stop, leaving unsupported printers more vulnerable to emerging threats.
By removing traditional printer drivers, Microsoft gains much greater control over how printing works within Windows.
Some of the key security improvements include:
- Removing third-party printer drivers from Windows.
- Encrypting communication between Windows and compatible printers.
- Standardising how print jobs are processed.
- Reducing opportunities for malicious software to exploit vulnerable drivers.
- Providing a more consistent and secure printing experience across all compatible printers.
Microsoft’s wider strategy is to reduce the number of components within Windows that rely on third-party software wherever possible. Printing is simply the latest area to receive this treatment.
When Will Windows Protected Print Become Mandatory?
Many people assume Windows Protected Print is something to think about in 2027.
In reality, the transition has already begun.
Current versions of Windows already include Windows Protected Print as an optional feature.
If you’ve recently updated Windows, you may notice:
- Prompts asking whether you’d like to enable Windows Protected Print
- Compatible printers displaying a green shield icon
- Options relating to protected printing within Windows printer settings
At the moment, businesses can choose whether or not to enable the feature.
However, Microsoft’s plan is to make Windows Protected Print the default printing method.
The Journey To Windows Protected Print
If your business relies on printing, even if it’s just a single office printer, this isn’t something that should be left until the last minute.
How Does Windows Protected Print Work?
Traditionally, printing looked something like this:
Computer → Manufacturer Driver → Printer
Each printer model required its own software and language.
Windows Protected Print changes this process to:
Computer → Windows Protected Print → Compatible Printer
Instead of relying on manufacturer drivers, Windows communicates directly with the printer using a secure protocol called IPP (Internet Printing Protocol).
Although the diagram refers to the “Internet”, this doesn’t necessarily mean your print jobs leave your office. If your printer is connected to your local network, print jobs remain within your organisation, they simply use the IPP communication protocol rather than older printing methods.
Despite its name, IPP doesn’t require your documents to travel across the internet. If your printer is on your local office network, print jobs stay on your local network—they’re simply transmitted using a more secure protocol than many legacy printing methods.
For most users, the actual printing process will not be any different, the biggest difference happens behind the scenes.
Why Are Printer Drivers Being Removed?
Printer drivers have existed for decades because every printer manufacturer implemented printing differently.
Installing a new printer often meant:
- Downloading the correct software from the manufacturer’s website, choosing the wrong driver or downloading software from unofficial sources can lead to installation issues or security risks.
- Installing Universal Print Drivers possibly requiring an admin password to add or remove printers
- Configuring additional options
- Keeping drivers updated throughout the printer’s life
While this offered some flexibility, it also introduced complexity.
Every driver represented another piece of software that could potentially contain bugs or security vulnerabilities.
Windows Protected Print eliminates this by replacing thousands of individual drivers with one secure printing platform maintained by Microsoft.
This also benefits newer Windows devices using ARM processors, where traditional printer driver support has sometimes been limited. Instead of manufacturers developing separate drivers for every processor architecture, Windows provides one consistent printing experience across compatible hardware.
What Are the Benefits of Windows Protected Print?
For many organisations, Windows Protected Print should simplify printer management while improving security.
Some of the biggest advantages include:
The primary goal is reducing cyber security risks associated with printer drivers and network printing.
No more searching manufacturer websites for the correct driver for your specific printer model. Windows handles the printing process, making setup simpler and reducing the risk of installing the wrong driver.
Adding printers becomes simpler because Windows already understands how to communicate with compatible devices.
One standard printing framework works across different manufacturers.
As Windows continues evolving, businesses should benefit from a more reliable and consistent printing platform without needing to manage countless driver updates.
What Happens When You Enable Windows Protected Print?
At the time of writing, Windows Protected Print is still optional on supported versions of Windows.
However, enabling it can have an immediate impact if your printers aren’t compatible.
When Windows Protected Print is switched on:
- Windows removes existing printer queues that rely on traditional drivers.
- Compatible printers continue to work.
- Incompatible printers disappear from Windows.
- Unsupported printers cannot simply be re-added using their old drivers.
- At present, Windows still allows you to turn the feature back off, although Microsoft is expected to remove this option when Windows Protected Print becomes mandatory in 2027.
For many businesses, this means users could suddenly find that they are unable to print to an older office printer simply because their computer has been updated or Windows Protected Print has been enabled.
This is why checking compatibility before making any changes is so important.
How to Check if Your Printer Supports Windows Protected Print
Fortunately, Microsoft has already made it easier to identify compatible printers.
If you’re running a recent version of Windows, you may notice a green shield icon displayed next to compatible printers within Windows Settings.
If you see the green shield icon, your printer supports Windows Protected Print.
If you don’t see the icon, there are several other ways to check whether your printer is ready.
Most manufacturers are publishing compatibility information as Windows Protected Print becomes more widely available.
Many printers that support Mopria® are also compatible with Windows Protected Print.
At My Group Printing, we can advise whether your existing printer is compatible and discuss your options if it isn’t.
If you’re unsure, the quickest option is often to ask your supplier.
Current Compatible Printers Available from My Group Printing
If you’re considering replacing an older printer, the good news is that the latest office printers supplied by My Group Printing are designed for modern printing environments and are expected to support Windows Protected Print. As with any printer, compatibility depends on the latest firmware being installed, so we recommend checking with our team before purchasing.
Some of our current range includes:
Toshiba
- Toshiba e-STUDIO 2525AC – 6525AC Series
- Toshiba e-STUDIO 330AC – 400AC Series
- Toshiba e-STUDIO 339CS – 409CS Series
- Toshiba e-STUDIO 509CS
- Toshiba e-STUDIO 6526AC – 7527AC Series
Ricoh
- Ricoh IM C2010 Series
- Ricoh IM C6500 – IM C8000 Series
- Ricoh IM 370 / IM 370F / IM 460F Series
- Ricoh IM C300 – IM C400SRF Series
Canon
These are among the latest office printers available from My Group Printing and are designed with modern security, firmware support and driverless printing technologies in mind.
Older Printer Models That Should Be Checked
While many modern office printers are expected to support Windows Protected Print, older devices are much less likely to be compatible due to hardware limitations and the end of firmware support.
If you’re using any of the following Toshiba ranges, we recommend checking compatibility as soon as possible:
- Toshiba e-STUDIO 2505AC Series
- Toshiba e-STUDIO 3005AC Series
- Toshiba e-STUDIO 3505AC Series
- Toshiba e-STUDIO 4505AC Series
- Toshiba e-STUDIO 5005AC Series
- Older e-STUDIO 2508A / 3508A / 4508A / 5008A models should also be reviewed.
Many of these devices are now approaching or have reached the point where firmware development has ended. As a result, they may not support the modern IPP-based printing architecture required for Windows Protected Print, even if they continue to function perfectly today. Newer Toshiba models, such as the e-STUDIO x515AC, x525AC and x527AC ranges, are listed by Toshiba as supporting the Microsoft IPP Class Driver used with Windows Protected Print.
Not sure whether your current printer is compatible? Contact our team with your printer make and model and we’ll be happy to check whether it’s ready for Windows Protected Print.
Which Printers Are Most Likely to Be Affected?
One of the most common questions businesses ask is:
“Will my current printer continue working?”
Unfortunately, there isn’t a simple yes or no answer.
Compatibility depends on several factors, including:
- The age of the printer
- Firmware support
- Whether the manufacturer has updated the device
- If it supports modern printing protocols
Generally speaking, older printers are much more likely to be affected.
Manufacturers eventually stop releasing firmware updates for older models. Once that happens, those printers may no longer meet Microsoft’s latest security requirements.
Even if the printer still works perfectly today, it may not be capable of supporting Windows Protected Print.
That’s why businesses should think of this as both a security update and a technology lifecycle issue.
What is Mopria® Certification?
You may have seen the term Mopria Certified® when researching printers.
Mopria is an industry standard developed by leading printer manufacturers to make printing simpler across different operating systems and devices.
Rather than relying on manufacturer-specific software, Mopria allows compatible devices to print using standardised printing technologies.
This is particularly important because Windows Protected Print also moves towards a standardised, driverless approach.
Although Mopria certification doesn’t automatically guarantee compatibility with every future Windows feature, a Mopria-certified printer is generally a very good indication that the printer has been designed for modern, driverless printing environments.
If you’re buying a new office printer today, checking for Mopria support is one of the easiest ways to future-proof your investment.
Will Windows Protected Print Affect Home Offices and Small Businesses?
Absolutely.
Although much of the discussion focuses on businesses, Windows Protected Print also affects people working from home offices or small business.
Imagine a typical small office:
- One Windows laptop
- A Wi-Fi router
- A printer
If Windows Protected Print is enabled and your printer isn’t compatible, it simply won’t appear in the list of available printers within Windows, meaning you won’t be able to print to it.
Unlike larger organisations, many home office users don’t have an IT department to help diagnose the issue, making compatibility checks even more important before replacing a computer or upgrading Windows.
If you’re responsible for your organisation’s IT infrastructure, now is the ideal time to begin preparing.
We recommend:
- Auditing every printer across your organisation.
- Recording the make and model of each device.
- Checking compatibility with Windows Protected Print.
- Reviewing manufacturer firmware support.
- Identify your printers approaching end of life.
- Testing Windows Protected Print in a controlled environment before deploying it more widely.
- Planning replacement budgets where necessary.
By taking a proactive approach, you’ll avoid unexpected disruption when Microsoft completes the rollout.
Even if you don’t manage your company’s IT systems, Windows Protected Print is still something worth discussing with your IT provider or printer supplier.
Questions worth asking include:
- Are our current printers compatible?
- Do we use Secure Print or Hold Print?
- Will any of our workflows change?
- Should we budget for replacement hardware?
- Are there any software changes we should be aware of?
Having these conversations now gives plenty of time to plan, rather than reacting to problems later.
Windows Protected Print Limitations, Print Management Software and Frequently Asked Questions
By now, you should have a good understanding of what Windows Protected Print is, why Microsoft is introducing it and how to check whether your existing printer is compatible.
For many businesses, however, the biggest questions aren’t about compatibility, they’re about functionality.
Will users lose familiar printing features?
Will secure printing still work?
What happens to Universal Print Drivers?
The answers depend on how your organisation currently prints, but there are ways to ensure your users continue enjoying the features they rely on every day.
Windows Protected Print vs Universal Print Drivers
Windows Protected Print vs Universal Print Drivers
For many years, businesses have relied on Universal Print Drivers (UPDs) to simplify printer management. Rather than installing a different driver for every printer model, a Universal Print Driver allows multiple compatible devices from the same manufacturer to use a single driver.
For example, if your organisation has several Toshiba multifunction printers, you may only need one Toshiba Universal Print Driver installed across all of them. The same applies to manufacturers such as Ricoh, HP and Canon.
While this made printer deployment much easier, Universal Print Drivers still required software to be installed and maintained on every Windows computer.
With Windows Protected Print, this changes.
Instead of relying on manufacturer-developed Universal Print Drivers, Windows provides its own secure, built-in printing platform. Compatible printers no longer require traditional driver installation, helping to simplify deployment while reducing security risks associated with third-party drivers.
For many IT departments, this means:
- Less time installing and updating printer drivers.
- Fewer compatibility issues following Windows updates.
- Reduced reliance on manufacturer software.
- Simpler printer deployment across the organisation.
- A more consistent printing experience for users.
For most users, the change happens behind the scenes. The goal is that printing becomes easier to manage while improving security across the organisation.
Will I Lose Any Printing Features?
For most day-to-day printing, users are unlikely to notice a significant difference.
Basic features such as:
- Colour or black and white printing
- Duplex (double-sided) printing
- Paper size selection
- Orientation
- Multiple copies
are all expected to continue working as normal.
However, some advanced finishing options may initially be more limited while Windows Protected Print continues to develop.
Examples may include:
- Booklet creation
- Fold and staple combinations
- Advanced finishing presets
- Certain manufacturer-specific workflows
- Hold print
- Secure print
- Department codes
Microsoft and printer manufacturers continue to expand support, so more functionality is expected over time.
For many organisations, the impact will be minimal.
Businesses with more complex print requirements should simply review how they print documents before making the switch.
What Happens to Secure Print and Hold Print?
This is one of the most important questions for businesses.
Many offices rely on Secure Print, Private Print or Hold Print to protect confidential documents.
Instead of documents printing immediately, they remain securely held until the user authenticates themselves at the printer.
This prevents confidential information being left unattended on the output tray.
At present, Windows Protected Print does not fully support driver-based Hold Print functionality in the same way that traditional printer drivers do.
If your organisation regularly prints:
- Payroll documents
- HR records
- Customer information
- Financial reports
- Legal documentation
this is something you should consider before enabling Windows Protected Print across your organisation.along
Fortunately, there’s already a proven solution. Print management software has been helping businesses improve print security, simplify printer management and provide advanced printing features for many years.
How Print Management Software Solves Windows Protected Print Limitations
Many of the features businesses rely on today don’t actually need to come from the printer driver.
Instead, they can be provided by print management software.
Solutions such as PaperCut MF and PaperCut Hive along with manufacturer specific ones such as Canons Equitrac sit between the user and the printer, managing print jobs independently of the Windows printer driver.
This means organisations can continue using features such as:
- Secure Print
- Hold Print
- Follow Me Printing
- User authentication
- Department codes
- Cost tracking
- Print quotas
- Find-Me printing
- Secure document release
- Reporting and auditing
Rather than relying on driver functionality, these features are managed centrally by the print management software.
For many organisations, this offers additional benefits beyond Windows Protected Print.
Do I Need Print Management Software when WPP becomes mandatory?
Not necessarily.
Many smaller businesses simply need reliable printing without advanced options.
If users print directly to a shared office printer and don’t require secure document release, Windows Protected Print may meet all their needs without additional software.
However, print management software is worth considering if your organisation:
- Prints confidential documents
- Operates multiple printers
- Has several departments
- Wants better security
- Wants detailed print reporting
- Needs secure document release
- Wants to reduce unnecessary printing
Our print specialists can help you decide whether print management software is right for your business.
Print Support Apps (PSAs)
One of the noticeable changes with Windows Protected Print is the way printer settings are displayed.
With traditional printer drivers, each manufacturer provided its own Printing Preferences window. This is where users could configure settings such as paper size, duplex printing, stapling, booklet printing, finishing options and print quality.
Under Windows Protected Print, these traditional driver interfaces are replaced by Print Support Apps (PSAs).
A Print Support App is an optional application provided by the printer manufacturer that works alongside Windows Protected Print. Rather than installing a traditional printer driver, the PSA provides a familiar, user-friendly interface for selecting print settings while Windows handles the secure communication with the printer.
For most users, the transition should feel familiar. Manufacturers such as Toshiba and Ricoh are designing their Print Support Apps to resemble their existing printing preference windows wherever possible, making it easier for users to find the settings they use every day.
Traditional Printing Preferences
Windows Protected Print with a Print Support App
Although the appearance may change slightly, the aim is to provide a similar user experience while taking advantage of the improved security offered by Windows Protected Print.
Good to know: Installing a Print Support App is optional. Compatible printers will still work with Windows Protected Print without one, but a PSA can provide a more familiar interface and make advanced printer settings easier to access.
Important: Information About Traditional Print Drivers
Many of our existing knowledge hub articles explain how to install, update and troubleshoot traditional printer drivers. This guidance remains relevant for businesses using today’s driver-based printing environments.
However, as Microsoft rolls out Windows Protected Print, many of these processes will gradually change. Windows Protected Print removes the need for traditional manufacturer printer drivers on compatible devices, meaning future printer installation and management will be handled differently.
If you’re planning for Windows Protected Print, we recommend reading this guide alongside our existing printer driver resources to understand how the transition may affect your business.
Frequently Asked Questions
Not once Windows Protected Print becomes mandatory.
If Windows no longer supports your printer, you’ll need either:
- a compatible printer, or
- an alternative solution recommended by your printer supplier.
Technically, Windows updates can sometimes be delayed.
However, delaying security updates is generally not recommended, particularly for business devices connected to company networks. If your organisation has achieved, or is working towards, Cyber Essentials certification, keeping operating systems and supported software up to date is one of the key requirements of the scheme. Regularly applying security updates helps protect your business from known vulnerabilities and demonstrates that you’re following recognised cyber security best practices.
Eventually, Microsoft will require supported Windows devices to move onto newer versions.
Planning ahead is far better than delaying updates.
No.
Although Windows Protected Print uses Internet Printing Protocol (IPP), this does not mean your print jobs travel across the internet.
If your printer is connected to your office network, print jobs remain on your local network using a more secure communication protocol.
If you see a green shield icon next to one of your printers in Windows, it’s good news. The icon indicates that the printer is compatible with Windows Protected Print (WPP).
This means the printer supports Microsoft’s new, more secure printing platform and is designed to work without traditional manufacturer printer drivers.
If your printer doesn’t display the green shield icon, it doesn’t necessarily mean you need to replace it immediately. The icon may not appear if:
- Your version of Windows doesn’t yet include the latest Windows Protected Print updates.
- The printer manufacturer hasn’t yet added Windows Protected Print support.
- The printer is an older model that isn’t compatible with Windows Protected Print.
If you’re unsure, we recommend checking with your printer supplier or contacting My Group Printing. We can quickly confirm whether your printer is compatible and advise on the best course of action if it isn’t.
Tip: You can check for the green shield icon by opening Settings > Bluetooth & devices > Printers & scanners in Windows. Compatible printers will display the shield icon next to their name once the relevant Windows update has been installed.
Many manufacturers are developing Print Support Apps (PSAs).
These optional applications provide a familiar interface for configuring printer settings while Windows handles the secure printing process in the background.
They are designed to make the transition easier for existing users but are generally not required for printing itself.
Not necessarily.
If your existing printer is compatible with Windows Protected Print and continues receiving firmware updates, there may be no need to replace it.
If your device is approaching the end of its supported life or is no longer receiving firmware updates, it may be worth discussing replacement options before 2027.
Windows Protected Print is designed to standardise printing across manufacturers.
Whether your office uses Toshiba, Ricoh, HP, Canon or other compatible devices, the aim is to provide a more consistent printing experience through Windows.
Windows Protected Print only affects devices running Microsoft Windows. If you use a Chromebook, Apple Mac or a Linux-based computer, Windows Protected Print doesn’t apply to you.
These operating systems already use their own printing technologies and protocols. For example, Apple devices use AirPrint, while Chromebooks typically use IPP (Internet Printing Protocol) for driverless printing with compatible printers. Many Linux distributions also support IPP and other open printing standards.
If your organisation uses a mixture of Windows and non-Windows devices, it’s still important to check that your printers are compatible with Windows Protected Print. This will ensure Windows users can continue printing while maintaining compatibility with other operating systems.
If you’re unsure whether your current printer supports Windows, macOS, ChromeOS and Linux, contact our print team. We’ll be happy to check your existing devices and recommend the best solution for your environment.
Preparing Your Business for 2027
Although 2027 may seem a long way off, technology upgrades often take time, particularly for organisations with multiple offices or large printer fleets.
By starting preparations now, you can:
- Identify incompatible printers
- Budget for future replacements
- Test Windows Protected Print before deployment
- Review existing print requirements (such as hold print)
- Evaluate print management software
- Minimise disruption for your users
The businesses that prepare early are likely to experience a smooth transition, while those that leave it until the last minute may face unnecessary downtime and unexpected costs.
Windows Protected Print is just one example of Microsoft’s wider commitment to improving cyber security across the Windows operating system. While the transition may require some organisations to review their printing infrastructure, it forms part of a broader effort to reduce security vulnerabilities and better protect businesses from modern cyber threats.
Regularly updating Windows, printer firmware and other business software is considered good cyber security practice. Out-of-date operating systems, unsupported hardware and unpatched software can leave organisations more vulnerable to cyber attacks and data breaches. By keeping systems up to date and replacing unsupported devices when necessary, businesses can significantly reduce their security risk.
Many organisations also choose to take out cyber insurance to help protect against the financial impact of hacking incidents. Although policy requirements vary between insurers, maintaining up-to-date software, applying security patches and following recognised cyber security best practices are commonly considered when assessing cyber risk. Businesses should always check the specific requirements of their own insurance provider.
Preparing for Windows Protected Print isn’t simply about ensuring your office can continue printing after 2027. It’s also an opportunity to improve security across your organisation and ensure your technology remains supported for years to come.
Contact Our Print Team
If you’re unsure whether your printers are ready for Windows Protected Print, we’re here to help.
Our print experts can:
- Check whether your existing printers are compatible.
- Advise whether replacement hardware is required.
- Recommend future-ready office printers.
- Demonstrate print management solutions such as PaperCut MF and PaperCut Hive.
- Help you plan your migration well before the 2027 deadline.
Whether you’re responsible for a single office printer or a complete managed print fleet, we’ll help you understand your options and ensure your business is ready for the transition.
Call My Group Printing on 01322 643826 or contact our print team via the form below to discuss your existing print environment and receive expert advice.