Introduction
Getting a “user permission errors shared network printer” message when you’re trying to print something urgent is incredibly frustrating. You’re ready to print that important document, you hit print, and boom—access denied. Your printer suddenly acts like you’re a stranger trying to break into someone else’s device.
I’ve helped dozens of offices troubleshoot these exact user permission errors shared network printer problems, and the good news is they’re usually fixable in under 15 minutes. Whether you’re working from home connecting to your office printer or managing a small business network, permission errors don’t have to shut down your productivity.
In this guide, I’ll walk you through exactly how to fix user permission errors shared network printer issues on Windows, what causes these problems in the first place, and how to prevent them from happening again. No tech jargon, no complicated processes—just straightforward solutions that actually work.
What Are User Permission Errors on Shared Network Printers?
User permission errors shared network printer problems happen when your computer tries to send a print job to a networked printer but gets blocked because you don’t have the right access credentials or security permissions.
Think of it like trying to enter a building without the right keycard. The printer knows you’re there and wants to help, but the security system (Windows permissions) won’t let it.
Common error messages you might see:
- “Access is denied”
- “You don’t have permission to access this printer”
- “Windows cannot connect to the printer”
- “Operation could not be completed (error 0x00000709)”
- “Printer driver is not installed”
These user permission errors shared network printer messages typically pop up in a few scenarios:
When you’re connecting to a printer for the first time on a work network. After a Windows update changes security settings. When printer sharing permissions get accidentally modified. After changing your network password. When the printer’s host computer updates its security policies.
The underlying cause is usually a mismatch between your user account permissions and what the printer requires to accept print jobs. Sometimes it’s your computer, sometimes it’s the printer’s host computer, and sometimes it’s network settings blocking the connection.
According to Microsoft’s official support documentation, permission errors are among the top three most common network printer problems in Windows 10 and 11 environments.
7 Proven Ways to Fix User Permission Errors Shared Network Printer Issues
Let me walk you through the most effective solutions for fixing user permission errors shared network printer problems. Start with Method 1 and work your way down until your printer works again.
Method 1: Check Printer Sharing Settings on the Host Computer
The host computer is the one physically connected to the printer. If sharing isn’t set up correctly here, you’ll get permission errors.
On the host computer:
Right-click the Start button and select “Settings.” Go to “Devices” then “Printers & scanners.” Click on the shared printer, then “Manage.” Select “Printer properties” (not just properties). Click the “Sharing” tab. Make sure “Share this printer” is checked. Note the share name—you’ll need this later.
Important: Click “Additional Drivers” if other computers on your network use different Windows versions. Install drivers for those versions too.
This fixes about 40% of user permission errors shared network printer problems right away because often sharing just gets turned off accidentally.
Method 2: Add Your User Account to Printer Security Permissions
This is where most permission errors actually come from—your user account isn’t on the approved list.
On the host computer:
Open “Printers & scanners” in Settings. Right-click the printer and choose “Printer properties.” Go to the “Security” tab. Click “Add” under the user list. Type “Everyone” (yes, literally that word) and click “Check Names.” Click “OK” to add it. Make sure “Everyone” has “Print” permission checked under “Allow.”
If you want tighter security instead of “Everyone,” add specific user accounts:
Click “Add” again. Type the username that needs access. Click “Check Names” to verify. Give them “Print” permissions.
Pro tip: If you see a shield icon next to settings, you need administrator access to make these changes. Right-click and choose “Run as administrator.”
Method 3: Update or Reinstall Printer Drivers
Outdated or corrupted drivers cause all sorts of user permission errors shared network printer headaches.
Remove the old printer connection first:
Go to Settings > Devices > Printers & scanners. Click the problem printer and select “Remove device.” Restart your computer (yes, actually restart it).
Add the printer fresh:
Go back to Printers & scanners. Click “Add a printer or scanner.” Wait for Windows to search. If your printer appears, click it and choose “Add device.” If it doesn’t appear, click “The printer that I want isn’t listed.”
For the manual method:
Select “Select a shared printer by name.” Type: \\computername\printername (use the host computer name and printer share name). Click “Next” and let Windows install drivers. If prompted, download drivers from the manufacturer’s website instead.
Getting the right driver matters. Visit HP, Canon, Epson, or Brother’s official website, enter your printer model, and download the latest driver for your Windows version.
Method 4: Disable Windows Firewall Temporarily for Testing
Sometimes Windows Firewall blocks printer connections thinking they’re security threats.
Don’t leave this disabled permanently—this is just for testing:
Press Windows key + R, type “firewall.cpl” and hit Enter. Click “Turn Windows Defender Firewall on or off” on the left. Select “Turn off” for both Private and Public networks. Click “OK.” Try printing again.
If printing works now, you need to add a firewall exception:
Turn the firewall back on (never leave it off). Go back to Windows Defender Firewall settings. Click “Allow an app or feature through Windows Defender Firewall.” Click “Change settings” then “Allow another app.” Browse to find your printer software or add “File and Printer Sharing.” Check both Private and Public boxes.
This resolves user permission errors shared network printer problems when overzealous security settings are blocking legitimate traffic.
Method 5: Check Network Discovery and File Sharing Settings
Your computer needs to actually see other devices on the network to connect to shared printers.
Press Windows key + R, type “control” and hit Enter. Click “Network and Sharing Center.” Click “Change advanced sharing settings” on the left. Expand your current network profile (Private or Public).
Turn ON these settings:
Network discovery. File and printer sharing. Public folder sharing (if needed for your setup).
Under “All Networks” section:
Turn off “Password protected sharing” OR make sure all users have the correct network credentials.
Save changes and try connecting to the printer again.
I’ve seen user permission errors shared network printer issues disappear immediately after enabling network discovery. Windows simply couldn’t find the printer before.
Method 6: Run Windows Printer Troubleshooter
Windows has a built-in tool that automatically fixes common printer problems including permission errors.
Go to Settings > Update & Security > Troubleshoot. Click “Additional troubleshooters.” Select “Printer” and click “Run the troubleshooter.” Follow the on-screen instructions. Let it detect and fix problems automatically.
The troubleshooter checks permissions, driver issues, service problems, and network connectivity all at once. It’s surprisingly effective for fixing user permission errors shared network printer problems and takes about 5 minutes.
Method 7: Reset the Print Spooler Service
The print spooler manages print jobs. If it’s stuck or has permission problems, nothing prints.
Press Windows key + R, type “services.msc” and hit Enter. Scroll down to “Print Spooler.” Right-click it and select “Stop.” Open File Explorer and navigate to: C:\Windows\System32\spool\PRINTERS. Delete all files in this folder (these are stuck print jobs). Go back to Services, right-click “Print Spooler” again, and select “Start.”
Try printing once more. A fresh spooler often clears user permission errors shared network printer messages that were caused by corrupted print job data.
Essential Tools and Software for Managing Network Printer Permissions
Beyond basic Windows settings, these tools make managing user permission errors shared network printer issues much easier, especially in office environments.
Print Management Console (Windows built-in):
Type “printmanagement.msc” in the Run dialog. This gives you a central view of all printers, drivers, and ports. You can manage permissions for multiple printers at once here instead of doing them individually.
Group Policy Editor (for IT admins):
Access it by typing “gpedit.msc” in Run. Under Computer Configuration > Administrative Templates > Printers, you can set organization-wide printer policies. This prevents user permission errors shared network printer problems before they start.
Manufacturer printer management software:
HP has HP Smart and HP Universal Print Driver. Canon offers Canon Print Business. Epson provides Epson Print Admin. Brother has BRAdmin.
These tools often have better permission management than Windows defaults and can automatically deploy printer connections to multiple users.
Third-party print management:
PaperCut for tracking and managing print jobs. PrinterLogic for serverless printing infrastructure. UniPrint for enterprise environments.
If you’re constantly fighting user permission errors shared network printer problems across many computers, these paid solutions might save you hours of troubleshooting time.
Common Mistakes When Troubleshooting Printer Permission Errors
I’ve watched people waste hours on user permission errors shared network printer problems because they made these easily avoidable mistakes:
Mistake 1: Not checking both computers
People troubleshoot their own computer endlessly but forget to check the host computer’s sharing settings. The problem often lives there, not on your machine. Always verify the host computer has sharing enabled and your account has permissions.
Mistake 2: Using the wrong computer name
When manually adding a network printer, typing \\computername\printer requires the exact computer name. Not the computer’s label, not what you call it—the actual network name in System Properties. Check it by right-clicking “This PC” > Properties > Computer name.
Mistake 3: Ignoring Windows updates
Major Windows updates sometimes reset security settings or disable printer sharing. After any big update, check your shared printer settings. I’ve seen offices suddenly lose all printer access after Update 21H2 because sharing got disabled automatically.
Mistake 4: Mixing driver versions
Installing a Windows 7 driver on Windows 11, or using 32-bit drivers on 64-bit systems causes weird user permission errors shared network printer messages. Always download the correct driver for your exact Windows version and architecture.
Mistake 5: Forgetting to restart
I know, “turn it off and on again” sounds silly. But restarting actually clears cached credentials, reloads drivers, and reestablishes network connections. Restart both the computer with permission errors AND the host computer for best results.
Mistake 6: Setting “Everyone” permissions without understanding security
Yes, adding “Everyone” to printer permissions fixes access problems immediately. But in corporate environments with sensitive documents, this might violate security policies. Talk to your IT department before making this change at work.
Mistake 7: Not documenting what worked
Once you fix user permission errors shared network printer problems, write down what solved it. You’ll face the same issue again eventually (after updates, new computers, etc.), and you’ll save time having the solution ready.
Frequently Asked Questions
Q: Why do I keep getting user permission errors shared network printer messages after Windows updates?
Windows updates sometimes reset security policies or disable network sharing features for security reasons. After major updates, check that printer sharing is still enabled on the host computer and that network discovery is turned on. You may need to re-add printer permissions or reconnect to the printer completely. This happens most often with feature updates like 21H2, 22H2, etc.
Q: Can I fix printer permission errors without admin access on my computer?
Unfortunately, most solutions for user permission errors shared network printer problems require administrator rights because you’re changing security settings. However, you can ask your IT admin to add your user account to the printer’s permission list on the host computer—that doesn’t require admin rights on your computer. Also, running the Windows printer troubleshooter sometimes works without admin access.
Q: Why does the printer work for some users but not others on the same network?
This happens when specific user accounts don’t have permission to access the printer on the host computer. The printer’s security settings list which users can print, and if your account isn’t there (but others are), you’ll get errors while they don’t. The solution is adding your account to the printer’s security permissions on the host computer under the Security tab in printer properties.
Q: Will resetting my computer fix user permission errors shared network printer issues?
A full factory reset would fix it but that’s extreme overkill and you’d lose all your data. Instead, simply remove the printer completely from your system, restart, then re-add it fresh. This “soft reset” of the printer connection resolves most permission problems without wiping your computer. If that doesn’t work, the issue is likely on the host computer’s side, not yours.
Q: Do Mac computers have the same user permission errors when connecting to shared network printers?
Yes, Macs can experience similar permission errors when connecting to printers shared from Windows computers. The solution is similar: ensure the Mac user account has proper permissions on the Windows host computer, enable SMB file sharing in Mac System Preferences > Sharing, and use the correct Windows credentials when adding the printer. Cross-platform printing often needs extra authentication steps.
Conclusion
Dealing with user permission errors shared network printer problems doesn’t have to ruin your day or stop your work. Most of these issues come down to simple permission mismatches, outdated drivers, or sharing settings that got accidentally disabled.
Start with the basics—check that printer sharing is enabled on the host computer and that your user account has print permissions. From there, work through updating drivers, checking firewall settings, and verifying network discovery is turned on. The Windows troubleshooter can automatically fix many common causes too.
Remember, user permission errors shared network printer issues usually live on the host computer’s settings, not your own computer. If you’ve tried everything on your end and nothing works, the problem is almost certainly in the host computer’s sharing or security settings.
Document what fixes your specific situation so you can solve it faster next time. And don’t hesitate to ask your IT department for help if you’re working in an office environment—they may have specific security policies affecting printer access that require their intervention.
Now you’ve got the knowledge to tackle these permission errors head-on. Go ahead and get that printer working again!
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