Printing may seem like a relic of the past to some. However, for both individuals and businesses, printing still plays a critical role, whether it’s for documents, contracts, shipping labels or school projects. What has changed, though, is the way we approach printing.
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Thanks to the rapid evolution of mobile and desktop applications, printing has become far more accessible, efficient and user-friendly than ever before. From wireless printing to cloud integration and real-time supply alerts, apps have revolutionised the printing experience.
The Rise of Smart Printing
Gone are the days of scrambling to find a compatible cable or booting up a bulky desktop just to print a single page. Modern printers, particularly those designed for home offices and small businesses, come with built-in wireless capabilities and seamless app integration. Whether you’re using iOS, Android, Windows or macOS, there are printing apps available that allow users to print directly from their smartphones, tablets or laptops.
This accessibility means that users can now print documents from anywhere in their home or office and even remotely in many cases. With just a few taps on a phone screen, a document stored in the cloud can be printed, picked up and delivered without needing to touch a traditional computer interface.
App Features That Simplify the Printing Process
Printing apps offer a broad range of features designed to make the experience smoother and more reliable. Some of the most common and useful features include:
- Wireless Connectivity: Print via Wi-Fi or Bluetooth without the need for USB cables.
- Cloud Integration: Connect your printer to services like Google Drive, Dropbox or iCloud for direct access to stored documents.
- Multi-format Support: Print images, PDFs, Word documents, spreadsheets and more all from a single interface.
- Preview and Edit Options: Crop, rotate or adjust the layout of your file before printing to avoid wasting ink or paper.
- Status Monitoring: Get real-time updates on ink or toner levels, paper jams and pending print jobs.
Many printer manufacturers, including Brother, Canon, HP and Epson, now offer proprietary apps to unlock the full potential of their devices. These apps often include exclusive features like firmware updates, custom print settings or direct scanning to cloud platforms.
Printing from Anywhere: The Power of Remote Access
One of the most significant advancements brought about by printing apps is the ability to print remotely. This is particularly useful in hybrid work environments where employees may be split between home and the office. With cloud print technology and mobile apps, users can send a document to their office printer while commuting or working from a café.
For example, Google Cloud Print (now discontinued) paved the way for services like Apple AirPrint, Mopria and various manufacturer-specific solutions. These apps and services make it easy to connect devices without requiring a shared network, opening up printing possibilities regardless of physical location.
Seamless Integration with Office Ecosystems
In professional environments, printing apps are often designed to work in tandem with broader productivity suites. Microsoft Office, Google Workspace and Adobe Acrobat are just a few examples of platforms that have integrated printing functionality within their mobile and desktop applications. This eliminates the need to download a file separately before printing – users can simply hit ‘print’ from within the document they’re working on.
Even more impressive is the emergence of smart assistants like Amazon Alexa or Google Assistant that can control compatible printers via voice command. Need to print the meeting agenda while preparing breakfast? Just ask your assistant to do it for you.
Managing Printer Supplies Through Apps
One of the more underappreciated features of printing apps is their ability to monitor and manage consumables like ink and toner. These apps can alert users when levels are running low and, in some cases, automatically reorder supplies to ensure there’s no downtime.
For instance, owners of Brother printers can use the Brother iPrint&Scan app to check toner levels and access troubleshooting guides. When the time comes to replace your toner, it’s quick and easy to find the correct match. If you use a popular printer model like the Brother HL-L2350DW, you’ll want to ensure you have the right Brother HL-L2350DW toner on hand. Apps often make it simple to identify and purchase the correct supplies with just a few taps.
Environmental Benefits of Smarter Printing
Apps not only improve user convenience, but they can also encourage more environmentally responsible printing habits. Many apps allow users to:
- Select duplex (double-sided) printing by default.
- Preview documents to reduce errors and unnecessary pages.
- Monitor print history to assess usage and reduce waste.
- Set black-and-white printing to conserve colour toner.
Some even come with eco-friendly settings or suggestions, helping users print smarter and more sustainably.
The Role of Apps in Printing Security
As printers become smarter, they also become part of the broader IT ecosystem and that means security must be a consideration. Mobile and desktop printing apps often include features that bolster printing security, such as:
- Authentication Controls: Require a PIN or biometric scan to release a print job.
- Secure Cloud Storage: Temporarily store documents in encrypted cloud servers before printing.
- Access Restrictions: Set user roles and permissions to control who can print and what they can access.
Such features are particularly important in workplaces handling sensitive or confidential information. Having a secure, app-based control system ensures only authorised users can access and produce specific documents.
What the Future Holds for App-Based Printing
Looking ahead, the trend is clear: app-based printing is only going to become more sophisticated. AI and machine learning are likely to play a bigger role in predictive maintenance, smart toner ordering and print job optimisation. Voice assistants and IoT integration will make printing even more hands-free and seamless.
Moreover, as hybrid and remote working continue to thrive, the demand for secure, app-controlled printing will increase. Companies and individuals alike will benefit from investing in smart printers and taking full advantage of companion apps.
Final Thoughts
Printing has come a long way from the noisy dot-matrix machines of yesteryear. Today’s printers, when paired with intuitive apps, offer a level of convenience and control that would have been unimaginable just a decade ago. Whether you’re a student, freelancer or running a business, printing apps make it easier than ever to produce high-quality documents wherever you are.
And when it’s time to restock your consumables, apps ensure you’re never caught off guard. By embracing these technologies, users gain not just convenience but efficiency, sustainability and peace of mind.
