Managed Print Services for Schools: Smarter, Greener, and More Efficient

Managing print in schools used to be simple: buy a few printers, hand them off to the IT team, and hope everything runs smoothly. But as schools grow, so do printing demands.

From lesson plans to reports and student handouts, the cost and stress of keeping printers running can add up fast. That’s where Managed Print Services (MPS) come in.

A managed print solution is a service that takes care of your school’s printing needs—from providing the right devices to tracking usage and handling maintenance—so your staff doesn’t have to. It saves money, cuts waste, and helps your school run smoother.

This blog breaks down how schools, staff, and students can all benefit from switching to managed print.

What Is Managed Print in Education and How Does It Work?

Managed print is a service that helps schools handle all things printing. Instead of buying or leasing printers on your own, a provider takes care of everything: the devices, repairs, toner refills, usage tracking, and even upgrades when needed.

How it works:

Assessment: The provider reviews your current setup—number of printers, print volume, and biggest problem areas.
Custom Plan: They create a plan to improve efficiency. This may include removing unused printers, replacing old ones, or setting up print rules to save paper and ink.
Implementation: Less waste, lower costs, and smoother printing for staff, faculty, and students.

Difference from owning or leasing printers:

Owning or leasing printers means you manage everything: fixing jams, buying toner, calling tech support, and tracking costs. Managed print takes all of that off your plate with automatic toner delivery, regular maintenance, print tracking, and support when things go wrong. Leasing gives you a printer; managed print gives you peace of mind.

Benefits for Schools

Low Cost

Managed print helps schools cut costs by right-sizing the printer fleet, reducing energy use, and tracking usage to avoid waste. You only pay for what you print, and with automatic toner refills and fewer breakdowns, surprise expenses drop. Many schools see up to 30% savings compared to unmanaged setups.

Eco-Friendly

Managed print supports sustainability. Features like duplex printing (both sides), usage tracking, and toner recycling help schools reduce paper and energy waste—shrinking your carbon footprint without extra effort.

Track Usage

Managed print systems include built-in tracking tools to show who prints what, how often, and how much it costs. You can set print limits, monitor trends, and break down reports by department or user, making budgeting and accountability easier.

Less Maintenance from IT

The provider handles repairs, firmware updates, and toner restocks. Your IT team spends less time troubleshooting printers and more time on critical network and security tasks.

Benefits for Faculty and Staff

Improved Printing Access

Teachers and staff can print reliably without searching for a working device or waiting in line. Devices are placed strategically, ensuring lesson plans, tests, and reports are ready on time.

Tech Support Is Just a Call or Click Away

Fast service and repairs are often completed before staff notice an issue. Remote monitoring allows the provider to fix problems proactively.

Secure, Flexible Printing

Print release stations let staff send a job from any device and pick it up later at any printer using login or ID scanning. This ensures document privacy and flexibility across classrooms, offices, or even from home.

Benefits for Students

BYOD Support

Students can print directly from laptops, tablets, or phones—perfect for libraries, labs, and shared spaces. No need to log in to school computers just to print a file.

Controlled Print Access

Schools can set quotas per student or group, ensuring fair use and reducing waste. Print jobs are tracked, making management simple.

Supports Remote or Hybrid Learning

Students learning from home can send print jobs to school devices and pick them up on campus. Cloud printing and secure release ensure safe, flexible access.

Secure Print Release

Print jobs are held until the right person logs in at the printer. Managed print providers also implement data encryption, access controls, and regular updates to minimize security risks.

Ready to Take Control of Your School’s Printing?

If your school is still juggling printer issues, rising costs, or wasteful printing habits, now’s the time to make a change. With Managed Print Services, you’re not just upgrading equipment—you’re upgrading your workflow.

Tailored solutions
Transparent pricing
Ongoing support that keeps things running

Let Elevated Group handle the print stuff so your staff can focus on what really matters: education.

Contact Elevated Group today to get started with a custom print assessment.

FAQs

How long does it take to implement a managed print solution in a school?
Implementation can take a few days to a few weeks, depending on campus size and current setup. Elevated Group starts with a print assessment for a smooth rollout.

Can existing printers be integrated into a managed print system?
Yes. Many schools keep some of their current printers if they’re still in good shape. Elevated Group assesses which devices to keep and which to upgrade.

What are the signs that a school needs a managed print solution?
Frequent paper jams, toner shortages, unclear print costs, or IT overload are strong indicators.

What types of educational institutions benefit most—K-12 vs. higher ed?
Both. K-12 schools benefit from simplified budgeting and usage control. Colleges and universities often need secure print release and mobile printing. Managed print scales to fit any environment.

How does managed print support digital transformation in schools?
It integrates paper and digital workflows. Features like cloud printing, usage analytics, and secure document handling help schools modernize without losing print capability.

Low-Cost & Eco-Friendly: How Managed Print Solutions Improve Education for Schools, Staff and Students