Undoubtedly, Microsoft Dynamics 365 Business Central has changed how we work and become one of the primary tenets of business operations.

Yet, clients frequently ask us how to print from this vital tool.

Imagine that you are the captain of a modern, sleek sailboat.

The wind is ideal, the sea is tranquil, and your destination is unambiguous. Your vessel glides effortlessly across the water with a steady hand on the tiller and a gentle tug on the sails.

Similarly, printing documents from Microsoft Dynamics 365 Business Central is straightforward and effortless, saving you valuable time.

You can concentrate on guiding your business toward success without any disruption as you prepare and print your documents with a few keystrokes.

We like that idea, too, so based on Microsoft’s guidelines, we compiled this step-by-step guide to get you started.

A little background

Regardless of the Business Central client or app you employ, submitting print jobs directly to one of your organization's printers is generally advisable. Local printers connected to users' devices are not directly accessible through Business Central online, as it is a cloud service.

However, cloud-enabled printers can be attached to Business Central online.

What printer options are available in Business Central?

Business Central provides the following features to accommodate your printing requirements:

Universal Printing

Microsoft offers Universal Print as a cloud service for printer management. This feature, designed for convenience, enables you to configure your printers in Universal Print and subsequently register them for use in Business Central. This feature necessitates the Universal Print Integration extension and a Universal Print subscription.

Email Print

This function enables the configuration of printers that are compatible with email. Business Central then transmits print tasks to the printer using the printer's email address. The Send to Email Printer extension and email-enabled printers are necessary for this feature.

Browser printing

The user's browser's print functionality, a flexible option, manages print tasks. If a cloud printer is not installed and configured or malfunctions, printing will default to the browser's printing options. The browser will manage the Printer field on the report request page.

The Printer Management site in Business Central, your guiding tool, is the primary tool for setting up printers. Nevertheless, when employing Universal Print devices, the Azure Portal or the Microsoft 365 admin center may be necessary.

For Universal Print and Email Print in Business Central on-premises, Microsoft Entra ID or NavUserPassword authentication is necessary.

Custom printer extensions

Business Central is compatible with additional custom printer extensions that enhance print features. If you have any custom printer extensions installed, your application may incorporate print features not detailed in this article.

Configuring Universal Print Printers

Universal Print operates exclusively on Microsoft Azure, a Microsoft 365 subscription-based service. It provides centralized printer management through the Universal Print portal. Using the Universal Print Integration extension, Business Central facilitates the accessibility of printers configured in Universal Print to client users.

Universal printing configuration

The complete configuration requires using Microsoft Azure, Business Central, and the Azure portal. Two primary duties comprise the setup:

• Set up Universal Print in Microsoft Azure and add the printers you wish to utilize in Business Central to a print share. Navigate to this section.
• Add the printers from the print shares in Universal Print to Business Central.

Requirements

Supported printers:

Business Central supports Universal Print–compatible or non-compatible printers—the same way Universal Print does. Universal Print supplies additional connector software for non-compatible printers, enabling them to communicate directly with the system. Support may not be available for certain ancient printers.

Universal Printing:

• A Universal Print subscription/license for your organization.
• You possess at least the Printer Administrator position in Microsoft Entra ID.

Your Microsoft Entra ID account must possess at least the Printer Administrator role to administer Universal Print. Universal Print Management necessitates these positions exclusively. The printers from Business Central and the individuals setting them up do not require them.

Business Central online and on-premises:

• Business Central 2021 release wave 1 or later.
• The Universal Print Integration extension has been deployed.

Business Central online and on-premises include this extension by default.

Business Central on-premises:

• The authentication method is either Microsoft Entra ID or NavUserPassword.

The Universal Print extension does not support service-to-service (S2S) authentication. You must be a signed-in user to submit print tasks to the Universal Print service via the Graph API.

• Your Microsoft Entra tenant and Business Central have registered an application for Business Central.

Universal Print, like other Azure services that integrate with Business Central, necessitates completing an app registration for Business Central in Microsoft Entra ID. The app registration service offers authentication and authorization services between Universal Print and Business Central.

Your deployment may already utilize an app registration for other Azure services, such as Power BI. It is advisable to use the current app registration for Universal Print rather than creating a new one. In this scenario, the sole action required is to incorporate the necessary print permissions for the Microsoft Graph API into the app registration: PrinterShare.ReadBasic.PrintJob.Create, PrintJob, and all.ReadBasic.

Adhere to the procedures outlined in the "Register an application in Microsoft Entra ID" guide to register an application and establish the appropriate permissions.

Configuring Universal Print and printers in Microsoft Azure

Before you can begin managing Universal Print printers in Business Central, you must complete several duties to ensure that Universal Print is operational in Azure with the printers you intend to use.

Refer to Microsoft’s "Get Started" section for comprehensive instructions on configuring your system. Consult the Universal Print documentation to configure Universal Print. The subsequent procedures must be executed. The Azure portal implements most of these procedures.

Assign Universal Print licenses to yourself and other users

How you designate the license depends on whether you integrate with Business Central online or on-premises.

You assign licenses through the Microsoft 365 admin center with Business Central online.

You assign licenses to your tenant using the Azure portal with Business Central on-premises.

Install the Universal Print connector to register printers that cannot communicate directly with Universal Print.

You must install the Universal Print connector, as most in-market printers cannot communicate directly with Universal Print.

Registering your printers with Universal Print

By registering a printer, Universal Printer becomes aware of the specific printer.

Follow the instructions provided by the printer manufacturer for printers capable of communicating directly with Universal Print.

Modify the properties of the printer (optional)

After registering a printer, you can access and modify its properties, including its default preferences.

To utilize any printer in Business Central, you must add it to a printer share in Universal Print. All users who require printer access must be added as members of the printer share.

Facilitate the conversion of documents

Universal Print generates content in XPS format for printing. However, in many instances, legacy in-market printers do not support rendering XPS content; they only support the PDF format.

Therefore, printing to these printers will be unsuccessful unless Universal Print is configured to convert documents to the printer-supported format.

You are now prepared to add the printers to Business Central, establish default printers for reports, and Print.

Incorporate printers into Business Central online

Once printers have been configured and shared in Universal Print, you can incorporate them into Business Central. Two methods are available for adding Universal Print devices. You can add the printers altogether or individually, one at a time.

Individually adding printers makes it possible to configure the same Universal Print printer in Business Central multiple times. Subsequently, you can modify the print parameters for each installed printer, including the orientation, size, and paper tray. In this manner, it is possible to configure printers for various reports and documents with unique output requirements.

Note

If you use Business Central on-premises, proceed to the next section; the initial configuration differs marginally.

To activate the “Tell Me” feature, select the Lightbulb icon. Then, navigate to Printer Management and select the relevant link.

Select Universal Print and then select one of the following options:

Include all Universal Print printers, which are all printers that have yet to be defined. This option is available regardless of the presence of existing printers.

To include a particular printer, add a Universal Print printer.

Adhere to the instructions that appear on the screen.

If you select "Add all Universal Print Printers," the "Add Universal Print Printers" configuration will commence.

Selecting "Add a Universal Print Printer" will appear on the Universal Printer Settings page. Select the printer share that contains the Universal Print printer by filling in the Name field and then selecting “next” to the Print Share in the Universal Print field.

Complete the remaining fields as necessary. To read a brief description, hover over a field.

The Printer Management page allows you to modify and review a printer's configurations after it is added. To do so, select the printer and select "Edit printer settings."

Incorporate printers into Business Central on-premises

Before a user can add or use Universal Print printers in Business Central, they must authorize access to the Azure services used by Universal Print and grant permission to data and operations, such as:

• Reading the user profile and signing in
• Comprehending fundamental employment information in Print

Producing print projects

This is typically performed during the initial connection to the Azure registered app utilized for Universal Print.

Business Central Online executes this authorization process without user intervention. Business Central on-premises, however, functions differently.

You, or any other user who wishes to utilize Universal Print printers, must initiate the authentication process—typically, only once.

The following stages outline the most direct approach. Connecting to an integrated service utilizing the same Azure registered app, such as OneDrive or Power BI, is less direct. Each user is typically required to complete this task only once.

Note

If you are an administrator, complete this task before other users. Subsequently, provide instructions to users who require Universal Print devices. If the Azure-registered app for Universal Print necessitates admin consent for API permissions, it is more convenient to grant consent on behalf of the organization. Granting administrative consent is feasible through the Azure Portal or by conducting the subsequent procedures.

First-time connection to Universal Print

Follow these steps to connect to the Universal Print service for the first time.

• To activate the Tell Me feature, select the Lightbulb icon. Then, navigate to Printer Management and select the relevant link.
• To initiate the add universal print printers assisted configuration guide (wizard), select Universal Print > Add all universal print printers.
• Continue to adhere to the on-screen instructions until you reach the MICROSOFT ENTRA SERVICE PERMISSIONS page.
• Click on the "Authorize Azure Services" link.
• If the Permission Requested page appears, review it closely and select Accept to proceed. If you are an administrator, you can approve it on behalf of the organization to all users.

Azure request permissions page

• Sign in with your name and password if prompted.
• Successful authorization returns you to the Add Universal Print Printers page. To finalize the configuration, select Next > Finish.
• The Printer Management page allows you to modify and review a printer's configurations after it is added. To do so, select the printer and select "Edit printer settings."

After you have completed the initial sign-in process, use the Universal Print printers to print reports and other print tasks. To add, remove, or modify any printers, simply return to the Print Management page and select Universal Print.

Common issues and their resolutions

This section will help you understand the most prevalent issues users may encounter when configuring or operating Universal Print devices.

The printer is not accessible to you.

This message may be the result of one of the following conditions when a user attempts to print a document to a Universal Print printer:

Universal Print licensing is not associated with the user's Azure Active AD or Microsoft 365 account.

Universal Print does not designate the user to the printer share.

Universal Print's Azure app registration is either nonfunctional or has undergone recent modifications since the user's most recent login.

(On-premises) The user has not yet opted into the Azure registered app for the Universal Printer app and has provided consent for the first time.

The printers shared with you were not retrieved due to an error.

Suppose a user encounters this message while attempting to add a Universal Print printer from the Printer Management page. In that case, it is probable that they have not yet signed in to the Azure registered app for the Universal Printer app and provided consent for the first time.

Setting up email printing

This section explains the process for configuring email-enabled printers in Business Central. Business Central transmits print tasks to these printers using the printer's email address.

Requirements

• Business Central 2020 release wave 1 or later
• You have successfully installed the Send to Email Printer extension.

This extension is included in the default installation. For additional information about installing extensions, visit the "Installing and Uninstalling Extensions in Business Central" page.

Incorporate an email printer

The Printer Management page displays the established printers. It also allows you to access the Settings page for each printer, enabling you to modify an existing setup or set up a new one.

To activate the “Tell Me” feature, select the Lightbulb icon. Then, navigate to Printer Management and select the relevant link.

Select "Email Print" and then "Add an email printer."

Fill in the fields as required on the Email Printer Settings page. To read a brief description, hover over a field.

Note

As there is no capacity to retain local printers or user settings, it is necessary to select the appropriate paper size for a printer manually.

It is important to note that the Email Printer extension is configured to print on A4 paper by default.

Notice of Privacy

With the Email Printer extension, the email address associated with the printer is the recipient of all or a portion of the print tasks. A printer device should be associated with a unique email ID by utilizing the services provided by the hardware manufacturer, such as HP ePrint, Konica Minolta EveryonePrint, or Epson Email Print.

Ensure that the email printing solution is correctly configured for permissions, privacy settings, and retention policies, and take all necessary privacy precautions. You are responsible for furnishing an operational, verified, and accurate email address. For additional information, please refer to the Microsoft Privacy Statement.

Specifying a Default Printer

Print task sizing

It is possible to designate the default printer after establishing printers in Business Central.

Two methods exist by default to designate printers for reports and other print tasks. A default printer can be beneficial if you work with reports requiring distinct printers due to their placement within the organization or output capabilities.

Note

Microsoft Print to PDF and cloud printers configured for use in Business Central, such as Universal Print and Email printers, are the only printers designated as default. An administrator typically configures cloud printers.

Designate a printer as the default printer for all print tasks

Accessing the Printer Management page allows you to designate a printer as the default printer for all print tasks. You can designate the printer as the default for all users or just yourself.

To activate the “Tell Me” feature, select the Lightbulb icon. Then, navigate to Printer Management and select the relevant link.

You can also access the Printer Management page from the Printer Selections page by selecting "Printer Management."

On the Printer Management page, select a printer from the list, select Manage, and then select either Set as my default printer or Set as the default printer for all users.

Note

Setting a default printer in the Printer Management page adds an entry to the Printer Selections.

Establish a default printer for particular reports

The Printer Selections page allows you to designate the default printer a report will utilize. Users establish default printers within their respective accounts. You can establish a default printer for all users, another user, or yourself.

Open the “Tell Me” feature by selecting the Lightbulb icon. Enter Printer Selections and then select the relevant link. Alternatively, select a printer from the Printer Management page and then select the Printer Selections action.

Select the "New action" option to include a printer selection for a particular report.

Complete the sections as required.

The default setting for the specified report is to print to the selected printer.

Note

The Print field on the report request page allows you to select a separate printout when you print the above report.

Suppose a report is not configured for a specific printer on the Printer Selections page. In that case, it will be printed to the company's default printer, as specified on the Printer Management page.

You or the administrator may also utilize the Printer Selections page to establish alternative printing configurations for users and reports.

Print a report to a designated printer for all users

Fill in the Report ID and Printer Name fields with appropriate values while leaving the User ID field vacant.

For a particular user, print all reports to a designated printer. Fill in the User ID and Printer Name fields with appropriate values while leaving the Report ID field vacant. This entry performs the same function as the "Set as my default printer" action on the Print Management page.

Establish the default printer for all users and all reports. Fill in the Printer Name field and leave the User ID and Report ID columns empty. This entry performs the same function as the "Set as default printer for all users" action on the Print Management page.

To print a particular report to the user's default printer, leave the Printer Name and User ID columns blank and enter a value in the Report ID field.

Provide values for all three fields to print a report to a particular printer for a specific user.

Note

Printer selections that are more specific override those that are more general. For instance, a printer selection that contains values in the User ID, Report ID, and Printer Name fields is superior to a printer selection that contains vacant entries in the User ID or Report ID fields.

Selecting the printer during the execution of a report

You can modify this configuration from the request page rather than employing the preset printer when generating a report. Select the printer you wish to utilize for this report from the Printer drop-down menu.

Documents of a reasonable quantity are the intended use of cloud printing. Most cloud services, such as HP ePrint and PrintNode, have a maximum file size of 10 MB per task. If you require printing more extensive reports, dividing them into multiple outputs may be necessary.

Still Need Help with Printing from MS 365 Business Central?

Liberty Grove can help you use all the tools in the Microsoft suite to improve your organization's productivity, efficiency, and profitability.

Contact Liberty Grove for a complimentary consultation on how its experts can help you optimize Microsoft 365 Business Central to elevate your market position.

Related reading:

The Power Pair: Business Central and Power Platform

Leveraging AI in Microsoft Dynamics 365 Business Central

About the Author

Liberty Grove Software is an established Microsoft Partner that focuses on providing customers with sales, service, and support for Microsoft Dynamics 365 Business Central/NAV solutions, as well as training and upgrades.

Over more than 25 years, Liberty Grove has assisted hundreds of customers with businesses ranging from small to mid-sized to Microsoft Partners in implementing, training, customization, and upgrading Microsoft Dynamics ERP solutions.

The organization is one of only a few companies worldwide that Microsoft recognizes as qualified to provide Business Central/NAV Upgrade Service Centers.