Yes, they can. The better question is whether your organization is doing enough to prevent it.

Why Printers Have Become a Cybersecurity Target

Most office printers today are multifunction devices, often referred to as MFPs. These machines can print, scan, copy, fax, store files, and connect directly to cloud platforms and business applications. To support those features, modern printers typically include embedded operating systems, internal hard drives or memory storage, Wi-Fi and Bluetooth connectivity, remote management capabilities, open network ports, user authentication systems, and email and directory integrations.

In other words, a business printer functions much more like a computer than traditional office equipment. The problem is that many businesses still treat them like an afterthought. A company may enforce strict password policies for employee laptops while leaving the printer running on factory-default admin credentials. IT teams may patch workstation software regularly, but overlook printer firmware for years. Cybercriminals look for exactly these kinds of weak points.

How Hackers Can Access a Network Through a Printer

There are several common ways printers can become vulnerable when not properly secured.

Default Passwords and Weak Authentication

One of the most widespread printer security problems is surprisingly basic: weak or unchanged passwords. Many printers still operate with default administrator credentials from the day they were installed. Attackers know this and routinely scan networks for exposed devices with easy-to-guess login information. Once inside, they may be able to change printer settings, capture print jobs, access stored documents, monitor network traffic, and move deeper into the broader network. Even organizations with strong cybersecurity practices elsewhere can overlook this simple vulnerability.

Outdated Firmware

Printer firmware works much like software on a computer. Manufacturers release updates to patch security vulnerabilities over time, but those updates are frequently ignored. An outdated printer may contain known weaknesses that hackers can exploit remotely, and some attacks specifically target devices running older firmware because the exploits are already well understood. This creates unnecessary risk that many businesses do not realize exists until it is too late.

Open Network Ports

Printers communicate across networks using various ports and protocols. When those ports are left exposed or improperly configured, they can provide a direct pathway for attackers. In some cases, cybercriminals use printers to gain visibility into network activity, deploy malware, intercept sensitive information, or establish a persistent foothold inside the network. The printer itself may not even be the final target; it’s simply the easiest door to open.

Unsecured Cloud and Remote Printing

Cloud printing and remote printing have become standard in hybrid work environments, but they introduce new security risks when not properly managed. Without strong authentication and encryption, businesses may expose sensitive print jobs or create vulnerabilities in remote connections. Employees printing confidential documents from home networks or public Wi-Fi can unintentionally widen the organization’s attack surface.

What Information Is Stored Inside a Printer?

Many business owners and managers are surprised to learn how much data a printer can retain. Depending on the model and configuration, multifunction printers may temporarily or permanently store scanned documents, print job history, user credentials, address books, email information, network configuration data, and cached files.

That means a compromised printer could expose financial documents, HR records, healthcare information, contracts, legal files, and customer data. For businesses in regulated industries, this creates significant compliance concerns. Healthcare organizations handling patient records, law firms managing confidential case files, and financial institutions processing sensitive client data all need to consider how printer security fits into their broader cybersecurity strategy.

Why Printer Security Gets Overlooked

Printers are often purchased and deployed outside of core IT planning cycles. Over time, they become part of the office furniture; always there, rarely examined. This creates dangerous blind spots where businesses skip firmware updates, leave default settings unchanged, fail to monitor printer activity, skip network segmentation, and assume the device is secure because nothing has gone wrong yet.

Attackers specifically target unmanaged endpoints that organizations tend to overlook. A printer may not seem as valuable a target as a server, but it can still provide access to sensitive information and a path into internal systems.

A Real-World Example of How a Print Security Breach Can Happen

Imagine a mid-sized healthcare practice using an older multifunction printer connected to its internal network. The printer has not received a firmware update in several years. The default admin credentials were never changed because staff rarely access the settings panel.

An attacker scans public-facing IP addresses and finds the device. Using known vulnerabilities tied to the outdated firmware, they gain remote access. From there, they may be able to view stored scan jobs containing patient records, move laterally across the network, and access other connected systems, all without the business realizing the printer was the original point of entry.

This is the kind of attack pattern that security researchers and IT professionals document regularly, and it illustrates exactly why printer security cannot be treated as separate from broader IT and cybersecurity planning.

How Businesses Can Strengthen Printer Security

The good news is that printer vulnerabilities are highly manageable with a proactive approach.

Change Default Credentials Immediately

Replace factory-default admin passwords with strong, unique credentials on every device. This single step takes minutes and immediately reduces your exposure. Your IT team or Managed Services provider can handle this across all devices at once and document the changes for future reference.

Keep Firmware Updated

Treat printer firmware updates with the same urgency as operating system patches. Set a recurring quarterly reminder to check for updates, or work with a provider who manages this automatically across your fleet. Unpatched firmware is one of the most common and preventable causes of printer-related breaches.

Implement Secure Print Release

Secure print release requires users to authenticate at the device, typically with a PIN, swipe card, or mobile credential, before documents print. This prevents sensitive paperwork from sitting unattended in output trays and creates an audit trail of who printed what and when, which is valuable for compliance in regulated industries.

Segment Printers on the Network

Network segmentation separates printers from critical business systems using VLANs or firewall rules. If a printer is compromised, segmentation makes it significantly harder for an attacker to move through the rest of your network. This is one of the most effective structural defenses available and is relatively straightforward for most IT teams to implement.

Monitor Printer Activity Like Any Other Endpoint

Printers should be actively monitored. That means reviewing access logs, watching for unusual data transfers, tracking configuration changes, and flagging unauthorized access attempts. Many modern print management platforms include monitoring dashboards that make this easy to maintain consistently.

Work With a Managed Services Provider

Most businesses do not have the internal bandwidth to manage print security on their own, alongside everything else. Partnering with a Managed Services Provider means printer security becomes part of your overall cybersecurity strategy rather than an afterthought. A good provider will handle firmware updates, device monitoring, access controls, and compliance considerations proactively, catching vulnerabilities before they become incidents rather than responding after the fact.

Don’t Let Your Printer Be the Weakest Link

Every connected device in your business environment creates potential risk. Printers are simply one of the most overlooked examples, and that oversight is increasingly costly as hybrid work, cloud printing, and mobile workflows expand the attack surface further.

Organizations that ignore printer security may unknowingly leave a gap in an otherwise strong cybersecurity posture. Those who take a proactive approach gain better visibility, stronger compliance, and significantly reduced risk across their entire network.

Your printer shouldn’t be the reason for a data breach. Talk to the Centriworks team today about building a security strategy that covers every device on your network.

Frequently Asked Questions About Printer Security

Can a printer be hacked even if nobody is actively using it?

Yes. A printer does not need to be in active use to be vulnerable. If it is connected to the network and exposed through unsecured ports, outdated firmware, or weak credentials, attackers can access it remotely at any time. Some malware is specifically designed to scan networks for connected devices that are easier to compromise than computers or servers. This is why continuous monitoring matters more than periodic check-ins.

Are wireless printers more vulnerable than wired printers?

Wireless printers can introduce additional risk if not properly configured. An unsecured Wi-Fi connection, weak encryption, or access through a public guest network can create opportunities for unauthorized users to connect to the device. Wireless printers are not automatically unsafe, but they do require strong passwords, secure network settings, and restricted access policies to be properly protected.

What is secure print release, and does my business need it?

Secure print release queues print jobs until the user authenticates at the device, typically with a PIN or access card. It prevents documents from sitting unattended in output trays and reduces the risk of confidential information being picked up by the wrong person. Any business handling sensitive client, financial, legal, or healthcare information should consider it a standard practice rather than an optional add-on.

How often should businesses conduct a printer security audit?

Most businesses should review printer security at least once or twice a year. Organizations in regulated industries such as healthcare, legal, or financial services may need more frequent assessments. A thorough audit should cover firmware version and update status, default credential changes, user access permissions, network port configurations, device access logs, secure print settings, and decommissioning of old or unused devices.

Which Microsoft 365 Plan Is Right for You?

Microsoft organizes its business plans into several tiers. Here is what each one is designed for:

Microsoft 365 Business Basic. This entry-level plan covers cloud apps such as Teams, Exchange, SharePoint, and OneDrive. You get web and mobile versions of the Office apps, but not the full desktop applications. It is a good fit for teams that primarily work in a browser or on mobile devices and do not need locally installed Word or Excel.

Microsoft 365 Business Standard. This is where most SMBs land. Standard includes everything in Basic, plus fully installed desktop apps (Word, Excel, PowerPoint, Outlook, and more), as well as tools like Microsoft Bookings and Teams webinar hosting. If your team spends significant time in Office applications, this plan is worth the step up.

Microsoft 365 Business Premium. Premium is the full package for SMBs. On top of everything in Standard, it adds advanced security features, including Microsoft Intune for device management, Microsoft Defender for Business, Azure Active Directory Premium, and information protection capabilities. For businesses in regulated industries or anyone who takes cybersecurity seriously, Premium is the smart choice.

Microsoft 365 Apps for Business. This plan focuses solely on the desktop and mobile Office applications, as well as OneDrive cloud storage. It doesn’t include Exchange email hosting. If you already have an email solution and just need the apps, this is a streamlined option.

Choosing the Right Plan for Your Business

There is no single right answer here. The best plan depends on how your team works, your industry, and where you want to be in a few years. That said, a few questions can help narrow it down quickly:

• Do your employees need full desktop Office apps, or is browser-based access sufficient?
• Are you handling sensitive customer data, financial records, or health information?
• How many devices does each employee use, and do you need a way to centrally manage them?
• Do you need advanced compliance tools or audit logging for regulatory reasons?
• Is your team primarily remote, hybrid, or in-office?

For most SMBs with 10 to 300 employees, Microsoft 365 Business Standard is a solid starting point. If you are in healthcare, finance, legal, or any field with strict data requirements, Business Premium is almost always worth the extra cost. The security features alone tend to pay for themselves compared to the cost of a single incident.

What the Migration Process Looks Like

A well-run Azure migration follows a structured process that minimizes risk and keeps your business running throughout the transition. The assessment stage often brings unexpected clarity. It gives you a clear picture of your current setup and the information you need to make smart decisions before anything moves. Here’s what to expect:

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