Managed Print Services (MPS) FAQ

Modern printing environments are becoming more complex due to cybersecurity requirements, cloud infrastructure, Microsoft 365 changes, and evolving workplace technology. At Doing Better Business, we help organizations across Pennsylvania, Ohio, Maryland, West Virginia, and Virginia simplify, secure, and modernize their print and document workflows.

Below are answers to some of the most common printing, scanning, and Managed Print Services questions businesses ask today.

General Managed Print Services Questions

What is Managed Print Services (MPS)?

Managed Print Services (MPS) is a strategic approach to optimizing and managing an organization’s printing environment. MPS providers help businesses:

• Reduce printing costs
• Improve security
• Eliminate print inefficiencies
• Monitor toner and supplies
• Maintain devices proactively
• Improve uptime
• Modernize print infrastructure
• Support cloud and hybrid workplaces

Modern MPS also includes:

• secure printing
• workflow automation
• cloud print management
• scan workflows
• document security
• Microsoft 365 integration

How can Managed Print Services reduce costs?

MPS reduces costs by:

• eliminating unnecessary devices
• reducing wasteful printing
• optimizing toner usage
• automating supply fulfillment
• reducing IT support time
• improving device uptime
• consolidating print fleets

Many organizations discover they are overprinting, overspending on supplies, or supporting too many device models.

What industries benefit most from Managed Print Services?

Almost every organization prints and scans, but MPS is especially valuable for:

• Healthcare
• Education
• Government
• Legal
• Manufacturing
• Financial services
• Multi-location businesses
• Hybrid workforce environments

Is printing still important in a digital world?

Absolutely.

While digital workflows continue to grow, organizations still rely heavily on:

• printed contracts
• healthcare records
• invoices
• labels
• education materials
• compliance documentation
• production printing

The focus today is not eliminating print — it is securing and optimizing it.

Printing Security & Windows Protected Print Mode (WPP)

What is Windows Protected Print Mode (WPP)?

Windows Protected Print Mode (WPP) is Microsoft’s new secure printing architecture designed to reduce vulnerabilities caused by traditional print drivers.

WPP:

• eliminates many third-party print drivers
• uses Microsoft’s IPP Class Driver
• reduces SYSTEM-level security risks
• modernizes Windows printing infrastructure

Should businesses enable WPP now?

It depends on:

• printer compatibility
• workflow requirements
• print management software
• advanced finishing needs
• IT infrastructure readiness

Many organizations should test WPP carefully before enabling it organization-wide.

What happens when WPP is enabled?

Enabling WPP may:

• remove traditional print drivers
• delete legacy print queues
• break advanced printer features
• require Print Support Apps (PSAs)
• affect print deployment scripts

Organizations should test carefully before deployment.

What is a Print Support App (PSA)?

A PSA is Microsoft’s modern replacement for many traditional print driver features.

PSAs help restore:

• stapling
• tray selection
• secure release
• finishing options
• accounting codes

while maintaining a more secure printing environment.

Are printers a cybersecurity risk?

Yes.

Printers and multifunction devices are network-connected endpoints and can expose organizations to:

• malware
• credential theft
• ransomware
• unauthorized access
• data leakage

Modern print security is now considered part of an organization’s overall cybersecurity strategy.

Scan-to-Email & SMTP Questions

Why did scan-to-email suddenly stop working?

This is one of the most common support issues today.

Modern email platforms like Microsoft Microsoft 365 and Google Google Workspace have tightened security policies around SMTP authentication.

Common causes include:

• Basic Authentication being disabled
• MFA enforcement
• SMTP relay restrictions
• TLS security requirements
• Conditional Access policies

What is SMTP?

SMTP (Simple Mail Transfer Protocol) is the method multifunction printers use to send scanned documents via email.

Your copier is essentially acting like an email sender when users scan documents to email addresses.

Why does MFA break scan-to-email?

Most multifunction printers cannot complete:

• MFA prompts
• authenticator approvals
• modern OAuth workflows

As organizations enable stronger security policies, older devices may no longer authenticate successfully.

Why does the copier say “SMTP Authentication Failed”?

This usually means:

• credentials changed
• Basic Authentication was disabled
• the email server rejected the device
• TLS settings are outdated
• the account was blocked by security policies

Can older printers support modern email security?

Sometimes — but not always.

Older devices may lack support for:

• OAuth 2.0
• modern TLS encryption
• updated security protocols

In some cases, firmware updates may help. In others, modernization may be necessary.

What are alternatives to scan-to-email?

Modern alternatives include:

• scanning directly to OneDrive
• SharePoint integration
• Teams integration
• Laserfiche workflows
• secure cloud repositories
• automated document routing

These approaches are often more secure and reliable than traditional SMTP email delivery.

Cloud Printing & Remote Work Questions

What is cloud print management?

Cloud print management allows organizations to:

• eliminate print servers
• manage printers remotely
• support hybrid workers
• deploy printers centrally
• improve security
• simplify IT management

Is cloud printing secure?

When implemented correctly, yes.

Modern cloud print environments use:

• encrypted communications
• secure authentication
• Zero Trust principles
• centralized policy management
• secure print release

What is Secure Follow-Me Printing?

Secure Follow-Me Printing allows users to:

1. send a print job securely
2. walk to any authorized device
3. authenticate at the device
4. release the print job securely

This reduces:

• abandoned printouts
• wasted paper
• unauthorized document exposure

Can employees print securely from home or remote locations?

Yes.

Modern cloud print solutions support:

• hybrid workforces
• remote workers
• secure mobile printing
• VPN-less printing options
• Microsoft 365 integration

Copier & Printer Questions

Why does my printer keep going offline?

Common causes include:

• network interruptions
• driver corruption
• IP address conflicts
• sleep settings
• firmware issues
• print spooler problems

Managed Print Services can proactively monitor and resolve many of these issues before users notice them.

Why are printer drivers such a problem?

Traditional print drivers:

• run deeply inside Windows
• require elevated privileges
• create compatibility issues
• increase cybersecurity risks

This is one reason Microsoft is shifting toward WPP and IPP-based printing.

Should businesses still use print servers?

Many organizations are moving away from traditional print servers because they:

• increase complexity
• create security risks
• require maintenance
• complicate hybrid work

Cloud print management is increasingly replacing traditional print server infrastructure.

What is IPP printing?

IPP (Internet Printing Protocol) is a modern printing standard that supports:

• secure communication
• driverless printing
• cloud integration
• advanced printer discovery
• modern print management

IPP is foundational to Microsoft’s WPP strategy.

Workflow & Document Management Questions

How can we reduce paper processes?

Organizations can reduce paper through:

• digital forms
• workflow automation
• electronic approvals
• secure document repositories
• scan workflows
• document management systems

Platforms like Laserfiche help automate and secure document workflows.

What is document workflow automation?

Workflow automation routes documents automatically based on:

• document type
• metadata
• approvals
• departments
• business rules

This reduces:

• manual processing
• lost documents
• errors
• approval delays