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© 2007 Cisco Systems, Inc. All rights reserved. Cisco PublicITE PC v4.0 Chapter 14 1
Chapter 14: Advanced Printers and Scanners
IT Essentials: PC Hardware and Software v4.0
ITE PC v4.0 Chapter 14 2© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Purpose of this Presentation
List of chapter objectives
Overview of the chapter contents, including student worksheets
student labs
Reflection/Activities for instructors to complete to prepare to teach
Additional resources
To provide to instructors an overview of Chapter 14:
ITE PC v4.0 Chapter 14 3© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Chapter 14 Objectives 14.1 Describe potential safety hazards and safety
procedures associated with printers and scanners
14.2 Install and configure a local printer and scanner
14.3 Describe how to share a printer and a scanner on a network
14.4 Upgrade and configure printers and scanners
14.5 Describe printer and scanner preventive maintenance techniques
14.6 Troubleshoot printers and scanners
ITE PC v4.0 Chapter 14 4© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Chapter 14 Worksheets and Labs 14.2.4 Lab: Install an All-in-one Printer/Scanner
14.3.2 Lab: Share the All-in-one Printer/Scanner
14.4.2 Lab: Comparing Scanned Images
14.5.1 Worksheet: Search for Certified Printer Technician Jobs
14.6.3 Lab: Fix a Printer
14.6.3 Remote Technician: Fix a Printer Problem
ITE PC v4.0 Chapter 14 5© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Introduction This chapter explores the functionality of printers and
scanners.
The chapter discusses safety hazards, configuration procedures, preventive maintenance, and printer and scanner sharing.
Learn how to maintain, install, and repair these devices in both local and network configurations.
ITE PC v4.0 Chapter 14 6© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Hazards of Printers and ScannersAlways follow safety procedures when working on any
computer, printer or scanner. These rules will keep you and the equipment safe.
Always lift equipment by using the strength in your legs and knees, not your back.
Wear appropriate work clothes and shoes.
Do not wear loose jewelry or baggy clothes when servicing computer equipment.
Turn off equipment and allow it to cool before beginning any repairs on internal components.
Only qualified technicians should perform advanced repairs on laser printers due to high voltage potential.
ITE PC v4.0 Chapter 14 7© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Printer and Scanner Installation Connect it (USB, LPT, 1394, Print Server)
Use Windows XP’s PnP driver
Add software from manufacturer
Check for driver updates on the Internet
Change default settings
Run a test print
Scan a picture
Print the scanned picture
ITE PC v4.0 Chapter 14 8© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Computer Ports
Ports Characteristics
Serial Serial data transfer is the movement of single bits of information in a single cycle. A serial connection can be used for dot matrix printers.
Parallel Parallel data transfer is faster than serial data transfer. Parallel data transfer is the movement of multiple bits of information in a single cycle.
SCSI There are several common types of SCSI connections. SCSI ports can be DB 50, Mini DB 50, and DB 68. All of these ports may be male or female.
USBThe speed and simple setup has made USB very practical. When a USB device is added to a computer system supporting PnP, the device is automatically detected, and the computer starts the driver installation process.
FireWire
Firewire is a high-speed communication bus that interconnects digital devices such as printers, scanners, cameras, and hard drives. FireWire provides a single plug-and-socket connection on which up to 63 devices can be attached with data transfer speeds up to 400 Mbps.
Ethernet Connecting a printer to a network requires cabling that is compatible with both the existing network and the network port installed in the printer.
ITE PC v4.0 Chapter 14 9© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Drivers and SoftwareThe process of installing and updating a printer driver:
1. Determine the version of the installed printer driver and select a newer version to increase functionality.
2. Search the Internet to locate the latest driver version.
3. Download the driver and follow the instructions.
4. Install the driver.
5. Test the driver. To test the driver choose Start > Settings > Printers and
Faxes. Right-click the printer and choose Properties. Then choose Print Test Page. If the printer does not work, restart the computer and then try again.
ITE PC v4.0 Chapter 14 10© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Options and Default SettingsThe media control options set the way a printer manages
media:
Input paper tray selection
Output path selection
Media size and orientation
Paper weight selection
The printer output options manage how the ink or toner goes on the media:
Color management
Use the Print Test Page option from Windows
Print speed
ITE PC v4.0 Chapter 14 11© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Global and Per-Document MethodsGlobal method sets options to affect all documents.
To change the configuration of a global printer, select Start > Control Panel > Printers and Faxes and right-click the individual printer.
Per-Document method sets options to affect a single document.
To change the printer settings, keep the document open and select File > Page Setup.
Alter the colors, print quality, paper direction, and margin size for the document that you are printing without changing the default settings.
ITE PC v4.0 Chapter 14 12© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Verify FunctionalityInstallation is complete only after successfully testing all
device functions.
Print double-sided documents
Use different types of paper trays
Change the settings of a color printer so that it prints in black and white or grayscale to print draft copies of documents
Change scanner's scan resolution
Edit scanned images of saved documents
Use an optical character recognition (OCR) application
ITE PC v4.0 Chapter 14 13© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Shared PrinterThe computer that is connected to the printer can serve as the
print server.
Confirm printer sharing software is installed on the computer
The computer must know which printer to share
Go to the Printers folder
Right-click the printer to share
Select Properties
Click the Sharing tab
Select Share this printer option
Assign the printer a name
ITE PC v4.0 Chapter 14 14© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Types of Print ServersA print server has three functions.
1. Provide client access
2. Administrate print jobs
Storing jobs in a queue until the print device is ready, and then feeding or spooling the print information to the printer
3. Provide feedback to the users
Notification that a print job is finished, or an error message
There are three kinds of print servers:
Network print server devices
Dedicated PC print servers
Computer-shared printers
ITE PC v4.0 Chapter 14 15© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Configure Computer to Share a PrinterConfigure the computer attached to the printer to share the printer
with other network users.
1. Go to Start > Control Panel > Printers and Other Hardware > Printers and Faxes.
2. Select the printer you wish to share. The Printer Tasks box will appear on the left.
3. Select Share this printer. The Printer Properties dialog box for that printer will display.
4. Select the Sharing tab. Select Share this printer and enter the desired share name. This is the name that the printer will appear as to other users.
5. Verify that sharing has been successful. Return to the Printers and Faxes folder and note the printer icon now has a hand under it indicating the printer is now shared.
ITE PC v4.0 Chapter 14 16© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Connecting Others to Shared PrinterOther users on the network can now connect to the shared
printer:
1. Go to Start > Control Panel > Printers and other Hardware > Add a Printer.
2. The Add Printer wizard will appear. Click Next.
3. Select A network printer, or a printer attached to another computer. Click Next.
4. Type in the name of the printer, or browse for it on the network using the Next button.
5. After selecting the printer, a virtual printer port is created and displayed in the Add a Printer window. The required print drivers will be downloaded from the print server and installed on the computer. The wizard will then finish the installation.
ITE PC v4.0 Chapter 14 17© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Upgrade Printers and Scanners Some printers can be expanded to
print faster and to accommodate more print jobs by adding hardware.
The hardware may include additional paper trays, sheet feeders, network cards, and expansion memory.
Scanners can also be configured to do more to meet customer needs.
Examples for scanner optimization include color correction and resizing.
ITE PC v4.0 Chapter 14 18© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Printer Upgrades Improves printing speed
Enhances ability to perform complex print jobs
Improves printer efficiencyJob buffering, page creation, photo printing, and graphics
Printer upgrades include:Adding printer memory for improved efficiency
Duplex printing to enable dual-sided printing
Extra trays to hold more paper
Specialized tray types for different media
Network cards to access a wired or wireless network
Firmware upgrades to add functionality or to fix bugs
ITE PC v4.0 Chapter 14 19© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Scanner Optimization Resizing
Sharpening
Brightening or darkening
Color correction
Resolution changes
Output file format
Color inversion
Resizing
Sharpening
Brightening or darkening
Color correction
Resolution changes
Output file format
Color inversion
Resizing
Sharpening
Brightening or darkening
Color correction
Resolution changes
Output file format
Color inversion
ITE PC v4.0 Chapter 14 20© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Preventive Maintenance Techniques
Decrease downtime and increase the service life of the components
Schedule maintenance according to vendor guidelines
Maintain a suitable environment for printers and scanners
Follow appropriate cleaning methods
Check the capacity of ink cartridges and toners
ITE PC v4.0 Chapter 14 21© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Maintenance ScheduleA laser printer maintenance
kit may contain:
Fuser assembly
Transfer rollers
Separation pads
Pickup rollers
When installing new parts or replacing toners and cartridges, visually inspect all internal components:
Remove bits of paper and dust
Clean spilled ink
Look for any worn gears, cracked plastic, or broken parts
ITE PC v4.0 Chapter 14 22© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Operating Environment GuidelinesPrinters and scanners are affected by temperature,
humidity, and electrical interference.
Keep paper dry
Keep printer in a cool, dust-free environment
Store toner in a clean, dry environment
Clean glass on scanners
Keep printers ventilated
ITE PC v4.0 Chapter 14 23© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Printer Maintenance CAUTION: Remember to unplug scanners and printers
before cleaning to prevent danger from high voltage.
Using a damp cloth wipe clean the exterior.
Use the utility supplied with the printer to clean the print heads. Afterward, test them to confirm they are clean.
On inkjet printers, clean the paper-handling machinery with a damp cloth.
CAUTION: Do not touch the drum of a laser printer while cleaning.
Use a specially designed vacuum cleaner to clean a laser printer.
ITE PC v4.0 Chapter 14 24© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Scanner Maintenance CAUTION: Remember to unplug scanners and printers
before cleaning to prevent danger from high voltage.
Using a damp cloth wipe clean the exterior.
On flatbed scanners, keep the lid closed when the scanner is not in use to prevent dust build-up and accidental fingertip smudges.
Consult the user guide for the manufacturer's cleaning recommendations of the glass.
Usually, use a glass cleaner and a soft cloth to protect the glass from scratching.
Check the manual for instructions on how to open the unit or remove the glass from the scanner.
ITE PC v4.0 Chapter 14 25© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Ink Cartridges and Toners When an inkjet printer
needs ink, it produces blank pages.
When a laser printer needs ink, it begins to print very poor-quality printouts.
Some printers have LCD message screens or LED lights that warn users when ink supplies are low.
You can set the printer software to reduce the amount of ink or toner that the printer uses.
ITE PC v4.0 Chapter 14 26© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Step 1 Gather data from the customer
Step 2 Verify the obvious issues
Step 3 Try quick solutions first
Step 4 Gather data from the computer
Step 5 Evaluate the problem and implement the solution
Step 6 Close with the customer
Troubleshooting Process
ITE PC v4.0 Chapter 14 27© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
1. Gather Data from the Customer Customer information
Company name, contact name, address, phone number
Laptop informationManufacturer, model, OS, network environment, connection type
Description of problemOpen-ended questions
What error messages have you received?
Closed-ended questions
Does the problem appear on every page?
ITE PC v4.0 Chapter 14 28© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
2. Verify the Obvious Solutions Check that the data cable is the correct cable and installed
correctly.
Make sure the printer is not plugged into a UPS.
Check that the glass surfaces are not dirty on the printer or scanner.
Make sure that the toner cartridge is full.
Check the age of the toner cartridge.
Make sure that the ink cartridge is full.
Make sure that the wiper bar and the inside of the printer are clean.
Check that the scanner arm is not taped or blocked in place.
ITE PC v4.0 Chapter 14 29© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
3. Try Quick Solutions First Restart the equipment.
Cycle the power.
Clear jobs in the printer queue.
Restart the print spooler service.
Remove and reinsert data cables.
Shake the toner cartridge.
Reinstall printer software.
Re-insert paper.
Remove tape from inkjet cartridge nozzles.
ITE PC v4.0 Chapter 14 30© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
4. Gather Data from the ComputerWays to gather information about a printer or
scanner problem:
Printer settings
Network settings
Device manager
Errors in queue
User permissions
Application print settings
ITE PC v4.0 Chapter 14 31© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
5. Evaluate Problem & Implement Solution Problem solving experience
Other technicians
Internet search
News groups
Manufacturer FAQs
Computer manuals
Device manuals
Online forums
Technical websites
ITE PC v4.0 Chapter 14 32© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
6. Close with the Customer Discuss with customer the solution implemented.
Have customer verify problem is solved.
Provide all paperwork to customer.
Document steps of solution in the work order and in the technician’s journal.
Document components used in repair.
Document time spent to resolve the problem.
ITE PC v4.0 Chapter 14 33© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Common Problems and SolutionsProblem Symptom Possible Solution
The printouts from a laser printer are faint and difficult to read. The toner cartridge is fresh, and nearly full.
Restore print quality to normal setting.
An inkjet printer is found to be filled with liquid ink.
Disconnect the power, clean the printer, and replace the cartridge. Avoid using refilled cartridges.
An inkjet printer is producing blotchy, streaked printouts.
Clean the print head with the cleaning utility.
The sensor arm on the scanner will not move.
Remove the tape or unlock the sensor arm.
Scanner produces copies with lines and marks.
Clean the glass and check for scratches.
An “out of memory” error is displayed when printing photographs.
Check the printer manual for RAM specifications, and then add RAM if possible.
ITE PC v4.0 Chapter 14 34© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Apply Troubleshooting Skills It is time to apply your listening and diagnostic skills.
ITE PC v4.0 Chapter 14 35© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Chapter 14 SummaryAdvanced Printers and Scanners
Information about printers and scanners
Hazards and safety procedures
Steps to install, configure, and upgrade a printer
Steps to install, configure, and upgrade a scanner
Preventive maintenance techniques
ITE PC v4.0 Chapter 14 36© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Instructor Training Activities
ITE PC v4.0 Chapter 14 37© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Activities for Instructor Training1. Take the Quiz provided in Chapter 14 course content.
2. Conduct Internet research to pre-screen online resources for students to use in completing the student worksheet, 14.5.1 Search for Certified Printer Technician Jobs.
3. Complete the 2 worksheets and 4 labs included in Chapter 14. While you are completing these, make notes of potential issues and questions that students may have.
ITE PC v4.0 Chapter 14 38© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Instructor Training Discussion
Share and discuss with the other instructors, your list of any potential student issues and questions regarding the worksheets and labs.
Share with the other instructors, your list of online resources for students to use in completing the worksheet.
ITE PC v4.0 Chapter 14 39© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Additional Resources Whatis?com: IT Encyclopedia and Learning Center
http://whatis.com
TechTarget: The Most Targeted IT Media http://techtarget.com
ZDNet: Tech News, Blogs and White Papers for IT Professionals http://www.zdnet.com
HowStuffWorks: It's Good to Know http://computer.howstuffworks.com
CNET.com http://www.cnet.com
PC World http://www.pcworld.com
ComputerWorld http://www.computerworld.com
WIRED NEWS http://www.wired.com
eWEEK.com http://www.eweek.com
ITE PC v4.0 Chapter 14 40© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
Q and A
ITE PC v4.0 Chapter 14 41© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public
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