How to Configure a Rented Printer for Office Use

A step-by-step guide on how to set up a rented office printer in 2026, including network steps and modern specifications, together with business benefits derived from real usage trends.

Recent market data indicates that more than 48% of enterprises in this space currently find rental models for printers logical, so as to decrease upfront investment and simplify the headache of maintenance. That shift reflects the growing need for flexibility in modern office setups.

Over the last 26 years, serving UAE offices in Dubai, Abu Dhabi, and beyond, we have been able to witness firsthand the effect that a smooth printer setup can have on document workflows and freeing IT teams from constant downtimes.

This guide walks you through every step of setting up a rented printer for office use. You’ll gain practical clarity on installation, configuration, network integration and usability tuned to today’s business needs.

Deep Dive

First, establish what kind of printer you have—inkjet, multifunction inkjet, ink tank or laser. Multifunction inkjet devices dominate over 41% of the UAE’s inkjet market, offering print, scan and copy plus wireless support—all ideal for hybrid office environments. The market for the ink tanks is expanding at a CAGR of about 12% in the high-yield and eco-friendly refill tanks category. The laser printers lead the market in the area of quick printing in monochrome for document-intensive applications.

To use it effectively, lease your printer and enjoy state-of-the-art functionality without being tethered to the upfront costs of actually owning it—that is, being responsible for maintenance and enhancements—that way, your team always maintains focus on high-level activities.

Step 1: Configure Physical Setup and Power

The printer needs to be unwrapped and set up in an appropriately ventilated spot with access to a power source and network connection. Most printers these days use automatic power calibration functions along with power-saving functions. Orientation of the paper tray and connection to the power supply must also be ensured. Ink tank printers come with the refilling option at the front—check if it's in reach before the installation begins.

Step 2: Network Connection and Wireless Setup

Modern rented printers support:

• Ethernet for Reliable Office LAN Connectivity and Managing Devices
• Wi-Fi for flexible placement and hybrid teams that require mobile printing functionality
• Cloud/mobile printing through AirPrint, Mopria, Google Cloud Print protocols

In an office environment, setting up using an Ethernet connection will provide the fastest installation time and simplest SSO policy association. Using Wi-Fi, you will enter your SSID and login information from either the control panel or web interface. After that, you can extract the IP address for driver installation.

Networking matters–recently, more than 42% of leased printers were connected to cloud or IoT networks, which enabled remote diagnostic capabilities, predictive maintenance, and improved overall uptime by as much as 22%.

Step 3: Install Drivers and Configure Workstations

Download the correct printer drivers from the vendor portal or use embedded universal drivers. Install on each workstation by adding a new printer via network or IP address. Enable duplex or colour options as required. On Mac environments, consider downloading the latest P‑touch drivers for multifunction setups. For shared floor printers, configure them as network printers to avoid redundant installations.

Step 4: Fine-Tune Print Settings and Security

Set default behaviour in the admin panel or driver preferences:

• Duplex printing to reduce paper use
• Draft mode for internal documents
• Secure job release if sensitive documents pass through shared devices

Many office rental printers now support PIN or badge release features for secure access. Enable network encryption (WPA2 or higher) for Wi‑Fi models and SMT PS filtering to protect against external threats.

Step 5: Maintenance Planning and Support Integration

One key benefit of printer rental is included support and toner or ink replenishment. Modern rental services often deliver predictive analytics, so downtime drops by nearly 22%. Plan for:

• Regular toner or ink level monitoring
• Scheduled preventive checks
• Rapid replacement in case of failure to meet SLA uptime of 95% or higher

Our clients in Dubai and Abu Dhabi especially appreciate this continuity while processing document cycles or conferences for financial years. This is because it ensures a smooth flow without overburdening the IT staff.

Step 6: Mobile & Cloud Print Testing

With cloud integration on the rise—over 64% of renters offer or provide cloud integration—test print functionality from smartphones or cloud profiles. Make sure it supports AirPrint, Mopria, or corporate mobile printing solutions. Verify authentication credentials and device discovery functionality to enable guests or hybrid employees to print from their personal devices.

Contextual Use Case

At the UAE startup camps in Dubai, rented ink tank printers handled name tags and event manuals with ease—8,000 prints per refill bottle with minimal downtime. In Abu Dhabi corporate offices, multifunction devices managed day-to-day HR documentation while analytics identified consumable usage waste and optimisation opportunities.

These setups transform printing from a friction point to a utility, aligning with growth cycles and Opex planning. It is cost-effective without requiring any capital expenditure and scales according to the size of your project or team.

Internal Resources

Explore our workstation rental services if you need integrated setups with printers for short-term projects. For premium portable printing designed for creative teams, consider our MacBook rental combos. If you also require display support for print review sessions, our projector rental integrates neatly into hybrid presentations.

Key Takeaways

• Multifunction inkjet printers are currently leading by 41% in the UAE inkjet market, as they provide wireless, scanning, and printing functionalities.
• Models with ink tanks, with growth almost reaching 12% CAGR, have the best result yield and environment-friendly usage suitable for office tasks.
• Over 42% of managed printers have cloud or IoT-based predictive capabilities, and 22% have improved uptime.
• The rental of printers sustains capital, provides maintenance, and also expands with seasonal projects or offices.

Wrap-up

Setting up a rented printer for your office now feels clear and manageable. You’ve learned how to unpack, network connect, install drivers, secure print jobs, enable mobile access and align maintenance—all without tying up capital or burdening your IT team.

This setup aligns with modern office demand for flexible, efficient, low-hassle print workflows. It supports your hybrid teams, seasonal peaks, and evolving document needs across Dubai, Abu Dhabi and all over the UAE.