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Installing and Sharing Printers: A Comprehensive Guide for Windows Users

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faye
18 diapositives · 305 Views · Aug 10, 2014

This chapter offers a detailed guide on installing, configuring, and sharing printers and scanners in a network environment. It covers both local and network printer setups, providing step-by-step instructions for using hot-pluggable and older ports. Learn how to share printers with others in a workgroup, conduct routine maintenance, manage print jobs, and troubleshoot common issues. Whether you're connecting via USB or Ethernet, this guide ensures that all users can efficiently access printing resources.

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  1. A+ Guide to Software, 4e Chapter 11 Supporting Printers and Scanners

  2. Installing and Sharing a Printer • Two ways a printer is connected to the network • By way of connection to a computer (indirect) • By way of an Ethernet port on the printer (direct) • PCs on a network need drivers to use the printer • Topics covered in this section • How to install a local printer • How to share that printer with others on the network A+ Guide to Software, 4e

  3. Installing a Local Printer • Steps taken when a hot-pluggable port is used: • Log onto the system as an administrator • Launch the CD setup program • Follow installation instructions from setup program • Connect the printer to the port (USB) • The setup program detects the printer and tells you • Test the printer from the Printers window • Show user how to use the printer and any add-ons A+ Guide to Software, 4e

  4. Installing a Local Printer (continued) • Steps taken when an older port is used: • Plug in the printer to the port and turn on the printer • Launch setup program from manufacturer’s CD • Alternative: use the Windows installation process • Follow directions onscreen to install printer • Test the printer in the Printers window A+ Guide to Software, 4e

  5. Sharing a Printer with Others in a Workgroup • File and Printer Sharing • Must be installed to share a local printer using Windows • Client for Microsoft Networks • Must be installed to use shared printer on a remote PC • Overview of how to share a local printer • Open printer’s Properties dialog box and select Sharing • Select share this printerand enter a name for the printer • Make drivers available in Additional Drivers window • Remote PC must have network printer drivers • Can be installed from setup CD or from host PC A+ Guide to Software, 4e

  6. Sharing a Printer with Others in a Workgroup (continued) • Critical steps when installing printer driver from CD • Indicate that you want to use a network printer • Enter the host computer name and printer name • Using My Network Places to find a network printer • Right-click printer in My Network Places • Select Connect from the shortcut menu • Drivers from the host may be installed • Network Neighborhood • Used in Windows 9x/Me to locate a network printer A+ Guide to Software, 4e

  7. Sharing a Printer with Others in a Workgroup (continued) • Three ways to make a printer available on a network: • Attach a regular printer to a PC that is part of network • Connect a network printer directly to the network • Use a print server to manage requests from client PCs • Sources of drivers: Manufacturer’s CD or Web site • Critical steps for the last two methods • Configure local printer to use a standard TCP/IP port • Identify printer name or IP address of network printer • Select the correct driver to be installed A+ Guide to Software, 4e

  8. Figure 11-15 Enter the printer name or IP address to identify the printer on the network A+ Guide to Software, 4e

  9. Maintaining Printers and Scanners • How to extend working life of printers and scanners • Follow the manufacturer’s directions for device use • Perform the necessary routine maintenance • Maintenance topics: • Communication protocols used by printers • Managing printers • Installing and supporting a scanner A+ Guide to Software, 4e

  10. Printer Languages • Communication methods • Printer uses PostScript commands to build the page • Printer uses PCL commands to build the page • PCL: Printer Control Language • Windows GDI builds page, then sends it to the printer • GDI: Graphics Device Interface • Raw data is printed with little-to-no formatting • Spooling (simultaneous peripheral operations online) • Process of queuing print requests from application • Bidirectional communication: printer and OS can talk A+ Guide to Software, 4e

  11. Using Windows to Manage Printing • Some tasks performed from Printers and Faxes • Delete printers • Change the Windows default printer • Purge print jobs to troubleshoot failed printing • Manage printer settings and options • How to adding new equipment to a printer • Install physical device; e.g., stapler and stacker unit • Enable new equipment in Properties window of printer • Some printers allow you to install extra memory • Obtain driver upgrades to add new functionality A+ Guide to Software, 4e

  12. Figure 11-17 Manage print jobs using the printer window A+ Guide to Software, 4e

  13. Installing a Scanner • Scanner: converts an image into a digital file • Types: flat-bed, sheet-fed, and portable (handheld) • Overview of how to install a USB scanner • Launch the setup CD before connecting the scanner • Follow onscreen software installation instructions • Connect the scanner, plug it in, and turn it on • Test the scanner by scanning and saving an image A+ Guide to Software, 4e

  14. Troubleshooting Printers and Scanners • Section topics • General printer troubleshooting • Specific problems with printers/scanners • General tasks performed during troubleshooting • Interview the user • Find out what works and does not work • Make an initial determination of the problem • If problem is solved, check with the client • Document problem symptoms and solutions A+ Guide to Software, 4e

  15. Printer Does Not Print • Organize diagnostic questions in a flowchart • Some questions to ask for problems with the printer • Does the printer have paper? • Is the paper installed correctly? • Is the paper damp or wrinkled? • Some tasks for fixing a problem with a cable or port • Check that the cable is firmly connected at both ends • Try a different cable, use a shorter cable • Enter CMOS setup and check the port configuration A+ Guide to Software, 4e

  16. Printer Does Not Print (continued) • Some tasks for troubleshooting network connection • Turn the printer off and back on or reboot the PC • Verify that the correct default printer is selected • Try installing a second supported network protocol • A few ways to fix problems from Windows printing • Delete all print jobs in the printer’s queue • Check the Event Viewer for printer issues • Verify printer properties; e.g., lower resolution • Uncheck “Enable bidirectional supportfor printer” • Disable printer spooling A+ Guide to Software, 4e

  17. Printer Does Not Print (continued) • A few ways to troubleshoot application problems • Verify that the correct printer is selected • Try printing from a different application file • Delete any files in the print spool • Reboot the PC • Try printing from another application • Close any applications that are not being used • Add more memory to the printer • Remove and reinstall the printer drivers A+ Guide to Software, 4e

  18. Troubleshooting Scanners • Turn off scanner, unplug it, re-plug it, turn it back on • Disconnect and reconnect the USB cable • Try rebooting your computer • Clean up the hard drive • Use troubleshooting software A+ Guide to Software, 4e