Print management
Universal Print Driver vs Model Driver: Office Guide 2026
Written by Printer.business Editorial Team · Updated
A universal print driver lets an office use one driver for many printer models instead of installing and maintaining a separate driver for each one. For a small business with a mixed fleet, that can mean fewer helpdesk calls, simpler setup on new laptops and faster security updates. It is not always the right choice, though: some printers only expose their full feature set through a model-specific driver. This guide explains the options available in 2026, including the Windows built-in class driver and Microsoft’s plan for third-party drivers, and how to decide per printer.
If your printers are shared through a server, read this together with our guide to print server vs direct IP printing, because the driver choice and the connection method are usually decided together.
The three kinds of driver
| Driver type | What it is | Strengths | Weaknesses |
|---|---|---|---|
| Model-specific driver | Written by the manufacturer for one model or series | Full access to device features and options | One package per model; more to test and update |
| Manufacturer universal driver | One driver from a manufacturer covering many of its models, often based on PCL or PostScript | One package per brand; usually good feature coverage | Features vary by model; still a third-party driver to maintain |
| Windows IPP class driver | Built into Windows; prints to Mopria-certified printers using the IPP standard | Nothing to install; updated with Windows | Exposes standard features; advanced options may be missing |
On Macs, printing to most current printers uses AirPrint, which is also based on IPP, so the same “standard protocol first” approach applies.
What changed on Windows
Microsoft has published an end-of-servicing plan for third-party printer drivers. The main points, as stated on Microsoft Learn at the time of writing:
- Since Windows 10 21H2, Windows supports Mopria-compliant printers over network and USB through the inbox Microsoft IPP Class Driver.
- Windows’ driver ranking has been changed to prefer the IPP inbox class driver when a printer supports it.
- For Windows 11 and Windows Server 2025, no new printer drivers are published to Windows Update, and from January 15, 2026 new third-party drivers targeting these versions are signed only on a case-by-case basis.
- Existing drivers can still be installed, including through installation packages from the manufacturer, and Microsoft continues security fixes for the legacy driver platform within the support lifecycle.
Check the Microsoft page for the current timeline before planning; dates have been adjusted before. The practical message for small businesses is clear: when you buy printers, prefer models certified for Mopria or IPP Everywhere, and expect Windows to use the class driver by default.
Security: why fewer drivers is better
Printer drivers run with high privileges on every computer that uses them. The PrintNightmare vulnerabilities in 2021 led Microsoft to change Point and Print so that, by default, installing or updating printer drivers from a print server requires administrator rights (KB5005652). Fewer driver packages mean fewer things to approve, test and patch. Using the inbox class driver avoids third-party driver code altogether. Our network printer security guide covers the device side.
When a model-specific driver is still worth it
Keep a model driver for a printer where you have confirmed you need something the universal or class driver does not provide, for example:
- Finishing options such as booklet making, specific stapling positions or hole punching.
- Department or accounting codes used for billing or print audits.
- Manufacturer secure print or hold features, where you are not using a separate pull printing system.
- Special media, trays or colour management settings used by marketing or design staff.
Check that the manufacturer still supports the driver on your Windows version, and record why it is needed so you can revisit the decision later.
How to decide, printer by printer
- Inventory. List models, connection types, current drivers and the features people actually use.
- Check certification. Look up whether each model is Mopria-certified or supports IPP Everywhere, and whether its manufacturer offers a universal driver.
- Test on one PC. Add each printer with the class driver, then with the manufacturer universal driver if needed. Test duplex, colour and mono, tray selection, paper sizes, finishing, scanning (which may use a separate protocol) and any secure print workflow.
- Choose the simplest driver that passes. Class driver first, manufacturer universal driver second, model driver only where needed.
- Deploy centrally. Use your device management tool or print server so every computer gets the same driver and settings, and users do not install drivers themselves.
- Review after changes. Re-test after major Windows updates, firmware updates and new printer purchases.
Microsoft Universal Print is something else
The similar name causes confusion. Universal Print is Microsoft’s cloud print service for organisations using Microsoft 365 and Microsoft Entra ID. It can replace on-site print servers, and it works with printers that support it directly or through a connector. It is a way of sharing and managing printers, not a driver. You might use Universal Print together with the class driver approach described here.
Drivers for guests and cloud services
Driver choice also affects guest and cloud printing. Visitors’ phones and laptops usually print through driverless standards rather than any driver you install, so check that your printers support IPP Everywhere, AirPrint or Mopria if you plan a guest route; see guest printing in the office. Cloud print services often handle drivers for you, either through native printer support or a connector, as explained in our cloud print management guide.
Buying advice
When replacing printers, add driver questions to your requirements, as in our printer RFP checklist:
- Is the model Mopria-certified or IPP Everywhere compliant?
- Which features are available through the Windows class driver and which need the manufacturer’s driver?
- How long will the manufacturer support its drivers and firmware for this model?
Choosing printers that work well with standard drivers is one of the easiest ways to reduce long-term support work.
Frequently asked questions
What is a universal print driver?
It is a single printer driver designed to work with many printer models, usually from one manufacturer or through a standard protocol. It detects or is configured for each device's features, so an office can use one driver package instead of one per model.
Is the Windows IPP class driver a universal driver?
In practice, yes. Windows includes the Microsoft IPP Class Driver, which works with Mopria-certified printers over the network or USB without installing a manufacturer driver. Microsoft documents that Windows now prefers this inbox driver when it is available.
Are manufacturer printer drivers going away on Windows?
Microsoft has published an end-of-servicing plan: for Windows 11 and Windows Server 2025, new third-party drivers are no longer published through Windows Update and new drivers are signed only case by case. Existing drivers can still be installed, including from manufacturer installation packages.
When should I keep a model-specific driver?
When you rely on features the universal or class driver does not expose, such as particular finishing options, accounting codes, secure print settings or specialist media, and the manufacturer still supports that driver on your Windows version.
Is Universal Print the same as a universal print driver?
No. Microsoft Universal Print is a cloud-based print service for organisations using Microsoft 365. A universal print driver is simply a driver that supports many printer models.
Sources
Printer.business Editorial Team
Editorial team
The Printer.business editorial team writes independent guides on choosing, costing and managing office printers, using primary sources such as ISO/IEC standards, ENERGY STAR, NIST and the UK NCSC.
