How to Update a Printer Driver

Overview

Windows 11 allows you to change the driver associated with an installed printer. If your printer uses the PaperCut Global universal print driver, you may need to replace it with a model-specific driver to access additional printer features, such as stapling, sorting, collating, and other finishing options.

This article explains how to identify your printer's model, replace the existing driver using Windows 11 printer settings, and verify that the correct driver is installed.

If you use a supported color printer, you can also configure black-and-white printing as the default to help avoid unintended color printing charges.

Applies To

Users: DSU students, faculty, and staff

Devices: Windows computers with an installed printer

Operating System: Windows 11

Service / Application: Windows printer settings, PaperCut, and printer drivers

Before You Begin

Before updating your printer driver:

  • Make sure you are using a Windows computer.
  • Identify the printer you want to update.
  • Locate the physical printer so you can verify its manufacturer and model number.
  • Make sure you can access the printer driver files provided by DSU ITS.

Important: The printer driver must match the physical printer model. Selecting an incorrect driver may cause printing problems or prevent certain printer features from working correctly. If you cannot identify the correct model or driver, contact the DSU Support Desk before continuing.

Instructions

Part 1: Find the Model Number on the Physical Printer

Before updating the driver, you need to know the exact model of the printer. This information is usually printed on the front of the printer.

  1. Go to the physical printer that you want to update on your computer.
  2. Look at the front of the printer for the manufacturer's name and model number.
  3. Check near the control panel, display screen, or front cover. The model number is often printed directly on the printer's exterior.
  4. Write down the complete model number exactly as it appears on the printer.
  5. Keep the model number available for reference when selecting the replacement printer driver.

Note: The printer's model number is different from its serial number, asset tag, or the printer name displayed in Windows. Use the model number printed on the physical printer to identify the correct driver.

Part 2: Open Printer Settings in Windows 11

  1. Click the Start button and open Settings.
  2. In the Settings search box, type Printers & scanners.
  3. Select Printers & scanners from the search results.
  4. Find and select the printer you want to update.
  5. Click More devices and printer settings to open the traditional Windows printer management window.
  6. Right-click the printer you want to update.
  7. Select Printer properties.

Important: Select Printer properties, not Properties. These are different options in Windows, and you need Printer properties to access the printer driver settings.

Part 3: Replace the PaperCut Global Universal Print Driver

  1. In the Printer Properties window, select the Advanced tab.
  2. Locate the Driver field to view the driver currently associated with the printer.
  3. If the printer is using the PaperCut Global universal print driver, click New Driver.
  4. When the Add Printer Driver Wizard opens, click Next.
  5. Click Have Disk.
  6. Click Browse.
  7. Navigate to the printer driver folder provided by DSU ITS: \\itshd2\HelpDesk\PrintDrivers.

Important: The driver folder is accessible only while connected to the campus network. Off-campus access to this folder is prohibited.

  1. Find the folder corresponding to the printer model you identified in Part 1.
  2. Select the appropriate .inf driver file.
  3. Click Open, then click OK to continue.
  4. If Windows displays a list of printer models, select the model that matches your physical printer.
  5. Click Next and follow the remaining prompts to finish installing the driver.
  6. Return to the Advanced tab and confirm that the Driver field displays the correct model-specific driver.
  7. Click Apply, if available, and then OK to close Printer Properties.

Note: A printer driver file typically has the .inf extension. If you do not see a matching driver file or printer model, do not select a different model as a substitute. Contact the DSU Support Desk for assistance.

Part 4: Verify the Updated Printer Driver

  1. Open Settings and navigate to Printers & scanners.
  2. Select the printer you updated.
  3. Open Printer properties through More devices and printer settings.
  4. Select the Advanced tab and verify that the Driver field shows the appropriate model-specific printer driver instead of the PaperCut Global universal print driver.
  5. If available, select Print Test Page from Printer Properties.
  6. Check the physical printer to confirm that the test page prints successfully.

Note: If Windows requests administrator credentials, the correct driver is unavailable, or the test page does not print, contact the DSU Support Desk. Do not remove the printer or install an unrelated driver to work around the issue.

Part 5: Configure Color Printers to Print in Black and White by Default

If you use a color printer, you should configure it to print in black and white (B/W) by default. This helps prevent documents from being printed in color unintentionally and reduces the risk of color printing charges.

These instructions apply to the following color printer models:

  • RICOH IM C3500
  • Kyocera ECOSYS MA3500cifx
  • Kyocera M6635cidn
  • Kyocera ECOSYS PA4000cx
  • Konica Minolta C300i

Important: Color printing may result in additional printing charges. Setting black-and-white printing as your default helps avoid unintended color printing. Always verify your selected print settings before submitting a document, especially when printing from applications that can override printer defaults.

Set Black-and-White Printing as the Default

  1. Click the Start button and open Settings.
  2. Select Bluetooth & devices.
  3. Click Printers & scanners.
  4. Find and select the color printer you want to configure.
  5. Select Printing preferences.
  6. In the printer driver settings, locate the Color, Color Mode, or equivalent printing option. The name and location of this setting may vary depending on the printer manufacturer and installed driver.
  7. Change the printing mode from Color to Black & White, Monochrome, or Grayscale, depending on the available options.
  8. Click Apply, if available.
  9. Click OK to save your printing preferences.
  10. Reopen Printing preferences and confirm that black-and-white printing remains selected.

Note: Different printer manufacturers use different names for black-and-white printing. Depending on your installed driver, the setting may be labeled Black & White, Monochrome, Grayscale, or a similar option. Select the option that disables color output.

Verify Your Printing Preferences

  1. Open a document you want to print.
  2. Select File > Print or press Ctrl + P.
  3. Select the printer you configured.
  4. Review the print settings and confirm that Black & White, Monochrome, or the appropriate non-color option is selected.
  5. If necessary, open the application's Printer Properties or Preferences to confirm the color mode before printing.

Remember: Setting black-and-white printing as the default does not permanently disable color printing. You may still be able to select color printing when needed. Some applications can override your saved defaults, so review the print settings before submitting each job. Black-and-white output alone does not guarantee how a job will be charged.

Still Need Help?

If you need assistance updating your printer driver or configuring black-and-white printing, provide the following information when contacting the DSU Support Desk:

  • The name of the printer as it appears in Windows.
  • The manufacturer and model number printed on the physical printer.
  • The location of the printer.
  • Any error messages you received while updating the driver or changing printing preferences.

If these instructions do not resolve the issue, contact the DSU Support Desk or submit a support request.

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