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 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.

Here’s how it works. 

First, the provider looks at your current setup—how many printers you have, how much you print, and where the biggest issues are. 

Then, they create a custom plan to improve your system. This might mean removing unused printers, replacing old ones with better models, or setting up print rules to save paper and ink.

The goal is to  have less waste, lower costs, and smoother printing for everyone.

How is managed print different from simply owning or leasing printers? 

Owning or leasing printers means you’re in charge of everything. Fixing paper jams, buying toner, calling tech support, and tracking costs. Sounds simple but puts pressure on your staff, especially during near deadlines. 

Managed print takes all of that off your plate. 

You don’t just get printers, you get a full service— automatic toner delivery, regular maintenance, print tracking, and support when things go wrong. 

Leasing gives you a printer, managed print gives you a peace of mind. 

Benefits For Schools

Low Cost

Can managed print reduce printing costs for schools?

Yes, and by a lot. 

Managed print services help schools cut costs by right-sizing the printer fleet, reducing energy use, and tracking usage to avoid waste. 

You only pay for what you actually print, and with automatic toner refills and fewer breakdowns, surprise expenses go down too. Many schools see up to 30% savings compared to unmanaged setups.

Eco-Friendly

Can managed print help schools become more eco-friendly?

Definitely.

Managed print helps schools lower paper and energy waste. With features like default duplex printing (printing on both sides), usage tracking, and toner recycling, schools can shrink their carbon footprint without extra effort. It’s a smart way to go green while staying productive.

Track Usage

Is it possible to track usage by department or user?

Yes. 

Managed print systems come with built-in tracking tools that show who prints what, how often, and how much it costs. 

You can set print limits, monitor trends, and even break down reports by department or user. This makes budgeting and accountability easier.

Less Maintenance from IT Department

With managed print, your IT team won’t have to fix printers or deal with supply issues anymore. The provider handles repairs, firmware updates, and toner restocks. 

That means fewer tech headaches and more time for IT to focus on bigger tasks, like keeping your school’s network secure and running smoothly.

Benefits for Faculty and Staff

Improved Printing Access for Teachers and Staff

Teachers and staff can print more easily and reliably with a managed print system. No more searching for a working printer or waiting in line. 

Devices are placed where they’re most needed, and the system keeps everything running, so lesson plans, tests, and admin reports are ready on time.

Tech Support is Just a One Call/Click Away

If something breaks, support is just a call or click away. 

Managed print includes fast service and repairs, often before staff even notice there’s a problem. Some systems even have remote monitoring, so the provider can fix issues before anyone has to submit a ticket.

Print Securely from Multiple Devices or Locations

Yes. 

Many managed print setups include print release stations, where staff can send a job from their device and pick it up later at any printer by logging in or scanning an ID. 

This keeps private files secure and gives teachers flexibility to print from their classrooms, offices, or even from home.

Benefits for Students

Can Students Print Using Their Own Devices (BYOD Support)?

Yes. With managed print, students can print directly from their laptops, tablets, or phones. 

This BYOD (Bring Your Own Device) support makes printing easier, especially in libraries, computer labs, and shared spaces. No need to log in to school computers just to print a file.

How Are Printing Quotas or Access Controlled for Students?

Schools can set custom print quotas for each student or group. This keeps printing fair and avoids waste. 

Students log in to access their print jobs, and schools can track everything. How much is printed, by who, and when. 

It’s easy to manage and keeps things under control.

Can Managed Print Help Support Remote or Hybrid Learning Environments?

Absolutely. Students learning from home can send print jobs to school devices and pick them up when they’re on campus. 

It also allows schools to keep print access available while minimizing contact or crowding. Cloud printing and secure release make this possible, keeping print access flexible and safe.

Is Managed Print Secure?

Yes, managed print is designed with security in mind, especially for schools handling sensitive student and staff information.

Print jobs can be held until the right person logs in at the printer, preventing documents from sitting out in the open. This is called “secure print release.”

Managed print providers also offer data encryption, access controls, and user authentication to make sure only authorized users can print or access certain features. Plus, updates and patches are handled regularly, reducing the risk of security gaps in the system.

With managed print, schools get better control, more privacy, and less risk.

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, you’re not just upgrading your equipment—you’re upgrading your entire workflow.

Elevated Group specializes in helping schools like yours cut costs, reduce stress, and create a smarter, greener print environment.

• Tailored solutions

• Transparent pricing

• Ongoing support that keeps things running

Let us handle the print stuff—so you 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 anywhere from a few days to a few weeks, depending on the size of your campus and your current setup. Elevated Group starts with a print assessment to plan a smooth, disruption-free rollout.

Can existing printers be integrated into a managed print system?

Yes. Many schools keep some of their current printers, especially if they’re still in good shape. Elevated Group can assess which devices to keep and which to upgrade for better performance and cost savings.

What are the signs that a school needs a managed print solution?

If you’re dealing with constant paper jams, toner shortages, unclear print costs, or IT overload, those are strong signs. A managed solution helps fix all of that with better tools and support.

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 advanced features like secure print release and mobile printing. Managed print scales to fit your environment.

How does managed print support digital transformation in schools?

It brings paper and digital workflows together. With features like cloud printing, usage analytics, and secure document handling, managed print helps schools modernize without losing the option to print when needed.