By Rashid Khan Lesson 7-Preparing for Output: Printer Configuration and Management

by Rashid Khan

Lesson 7-Preparing for Output: Lesson 7-Preparing for Output: Printer Configuration and Printer Configuration and

Management Management

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Overview Overview • Install a printer.• Configure and share a printer.• Manage printers and print jobs.• Troubleshoot common printing

problems.

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Install a Printer Install a Printer • Connection options.• Data handling options.• Installing a locally connected

nonremote printer.

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Connection Options Connection Options Printers connect to computers as:

– Local print devices.– Network print devices.

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Local Print Devices Local Print Devices Local print devices:

– Are printers that connect to the ports on the computer.

– Are easy to connect and install.

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Local Print Devices Local Print Devices • Local print devices have to be

located close to the computer due to cable length limitations.

• The parallel and USB ports do not support a large number of printers simultaneously.

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Network Print Devices Network Print Devices • Network print devices connect to the

computer over the network.• External devices can be used to

connect non–network capable printers to the network.

• Since network print devices are connected to the network, they can be located anywhere within the physical network.

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Data Handling Options Data Handling Options Nonremote print devices:

– Are printers with which the computer communicates directly, without the intervention of the server.

– Require no specialized print server to act as an intermediary.

– Provide computers great control over the printer being used.

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Data Handling Options Data Handling Options Remote print devices:

– Are connected to a print server.– Provide the most efficient way to handle

printing on a network.

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Installing a Locally Installing a Locally Connected Nonremote Connected Nonremote

Printer Printer

Add Printer Wizard

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Installing a Locally Installing a Locally Connected Nonremote Connected Nonremote

Printer Printer

Making a choice between installing a local printer and a network printer

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Installing a Locally Connected Non Installing a Locally Connected Non remote Printer remote Printer

Making a choice between connecting to a physical port and an actual network printer

that has its own network address

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Installing a Locally Connected Installing a Locally Connected Non remote Printer Non remote Printer

Providing the IP network address for installing a network printer

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Installing a Locally Connected Installing a Locally Connected Nonremote Printer Nonremote Printer

The Install Printer Software dialog box

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Providing the printer name

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Summary of choices

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Configure and Share a Configure and Share a Printer Printer

The General tab

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The General tab:– Displays the printer’s name.– Provides text boxes for describing the

printer’s location and comments.– Displays information about the features

of the printer.– Is used for setting printer preferences.

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The Sharing tab

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The Ports tab

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The Advanced tab

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• Printer Availability – This option is used to restrict the time during which a printer can be used.

• Printer Priority – This setting ensures that one logical printer prints its print job before another.

• Driver – This option is used to install the updated version of the driver.

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Spool Print Documents/Print Directly:– Normally all the print jobs are collected

and sent to the print spooler on the server.

– Thus, client machines can continue with other tasks.

– The client machines do not have to wait for the printer.

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• Hold Mismatched Documents – This option prevents incorrectly sized or incorrectly formatted documents from being printed.

• Print Spooled Documents First – This option prevents documents that have not completely spooled from being printed.

• Keep Printed Documents – This option keeps a copy of documents that have been printed.

• Enable Advanced Printing Features – This option allows advanced print device features to be used.

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Printing Defaults, Print Processor, and Separator Page:– The Printing Defaults button is used to access

the basic printer settings for a particular print device.

– The Print Processor button is used to change the data type of printed documents and the way documents are processed.

– The Separator Page button is used to choose a separator page to appear between print jobs.

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The Security tab

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Manage Printers and Print Manage Printers and Print Jobs Jobs

• Manage printers• Manage print jobs

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Manage Printers Manage Printers Controlling printer status:

– Printers can be paused by right-clicking the printer icon in the Printers and Faxes window and choosing Pause Printing.

– The print process is resumed by choosing the Resume Printing option.

– Printers can be used offline by choosing the Use Printer Offline option.

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Manage Printers Manage Printers Pooling printers:

– Printer pooling refers to treating several identical printers as a single logical printer.

– The printers in the pool should be located in the same place.

– Printer pooling is a relatively easy and inexpensive way of improving printer throughput.

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Manage Print Jobs Manage Print Jobs Print jobs can be redirected:

– Only if another printer of the same type is available on the network.

– Using the Ports tab on the printer’s Properties dialog box.

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Manage Print Jobs Manage Print Jobs

The shortcut menu for a print job

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Manage Print Jobs Manage Print Jobs The priority of a print job can be

changed by:– Right-clicking the document in the print

queue, choosing Properties from the shortcut menu.

– Dragging the priority slider as far to the right as they fit.

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Troubleshoot Common Troubleshoot Common Printing Problems Printing Problems

• Unable to print to a network printer• Nonsense characters getting printed

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Summary Summary • A logical printer is the software

interface between the operating system and the printer.

• A printer is the actual piece of hardware that performs the printing.

• Local print devices are printers that connect to the ports on the computer.

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Summary Summary • Network print devices connect to the

computer over the network.• The Add Printer Wizard is commonly

used for installing print devices.• Print jobs can be paused, resumed,

cancelled, and restarted.