1 Chapter Overview Understanding Printer Administration Managing Printers Managing Documents Administering Printers Using a Web Browser Troubleshooting Common Printing Problems

2 Major Printer Administration Tasks Managing printers Managing documents Troubleshooting printers Performing tasks that require the Manage Printers permission

3 Accessing Printers

4 Setting Printer Permissions to Control Access Printer permissions control Who can use a printer Who can administer a printer The level of administration

5 Levels of Printer Permissions Print Manage Documents Manage Printers

6 Assigning Printer Permissions You can allow or deny printer permissions. Denied permissions always override allowed permissions. By default, the Everyone group is assigned the Print permission for each printer. You assign permissions in the Security tab of the Properties dialog box for the printer. In the Security tab, select a user or a group and allow or deny the permissions you want to set. Click Advanced to assign additional printer permissions. To modify printer permissions, follow the same steps as you do to assign permissions.

7 Assigning Forms to Paper Trays If a printer has multiple trays that regularly hold different paper sizes, you can assign a form to a specific tray. A form defines a paper size. Users can select the paper size from within their application. When the user prints, the print job is automatically routed to the paper tray that holds the correct form. You assign forms to a paper tray in the Device Settings tab of the Properties dialog box for a printer.

8 Setting a Separator Page A separator page is a file that contains printer commands. Separator pages have two functions: To identify and separate printed documents To switch printers between print modes

9 The Four Separator Pages SYSPRINT.SEP Prints a page before each document Compatible with PostScript printers PCL.SEP Prints a page before each document Switches the print mode to PCL for HP-series printers PSCRIPT.SEP Does not print a page before each document Switches the print mode to PostScript for HP-series printers SYSPRTJ.SEP A version of SYSPRINT.SEP that uses Japanese characters

10 Pausing, Resuming, and Canceling All Documents If a printing problem occurs, you might need to pause and then resume a printer, take the printer offline, or cancel all documents on the printer. Right-click the printer icon in the Printers And Faxes window to pause the printer or take it offline. Click Pause Printing, fix the problem, and then click Resume Printing. Click Use Printer Offline. Click Open, and on the Printer menu, click Cancel All Documents.

11 Redirecting Documents If there is a problem with a printer, you can redirect the print jobs to a working printer. You must redirect all print jobs. You cannot redirect a specific document. Both printers must use the same printer driver.

12 Taking Ownership of a Printer You can change administrative responsibility for the printer. You must have the Manage Printers permission for the printer. Members of the Administrators group and the Power Users group have the Manage Printers permission by default.

13 Pausing, Restarting, and Canceling Documents If a printing problem occurs with a document, you can pause the printer, fix the problem, and then resume printing the document. You can also restart or cancel a document. You must have the Manage Documents permission for the printer. The creator of a document can pause, resume, restart, and cancel it.

14 Setting Notification, Priority, and Printing Time

15 Administering Printers by Using a Web Browser You can manage printers from any computer running a Web browser. The computer running the Web browser does not have to be running Microsoft Windows XP Professional and does not need the correct printer driver. The management tasks you perform are the same, but the Web browser interface is different. The print server must have Microsoft Internet Information Services (IIS) installed.

16 Advantages of Using a Web Browser You can administer printers from any computer running a Web browser. You can customize the interface. A Web browser provides a summary page of all printers on a print server. A Web browser can report real-time printer data.

17 Accessing Printers by Using a Web Browser Open the Web browser or any window that has an address bar. To view all printers, type To gain access to a specific printer, type

18 Troubleshooting Printer Problems: Examining the Problem Verify that the printer is plugged in, powered on, and connected to the print server. For network interface printers, verify the network connection. Try printing from a different program.

19 Troubleshooting Printer Problems: Asking Questions Can other users print normally? If yes Check for insufficient permissions Check the network connection Verify that the client computer has the correct printer driver Is the correct printer driver installed on the print server? Is the print server operational, and is enough disk space available for spooling?

20 Troubleshooting Printer Problems: Common Printing Problems A user receives an Access Denied message when trying to configure a printer from an application. A document does not print completely or comes out garbled. The hard disk starts thrashing and the document does not reach the print server.

21 Using the Printing Troubleshooter

22 Chapter Summary Printer administration involves four major tasks. Managing printers Managing documents Troubleshooting printers Performing tasks that require the Manage Printers permission You can gain access to a printer for administration by using the Printers And Faxes window. Windows XP Professional allows you to control printer usage and administration by assigning permissions. If a printer has multiple trays that regularly hold different paper sizes, you can assign a form to a specific tray.

23 Chapter Summary (Cont.) A separator page is a file that contains printer commands. To take ownership of a printer, a user must have or be a member of a group that has the Manage Printers permissions for the printer. Managing printers includes pausing, resuming, restarting, and canceling documents. Setting the document priority allows a critical document to print before other documents. You must have the Manage Documents permission for the appropriate printer to perform document management tasks.

24 Chapter Summary (Cont.) The creator of a document has the default permission to manage it. Windows XP Professional enables you to manage printers from any computer running a Web browser. All management tasks that you perform with Windows XP Professional management tools are the same when you use a Web browser. You can access the Windows XP Professional built-in Printing Troubleshooter from the Printers And Faxes window by clicking Troubleshoot Printing.