Chapter 11 Chapter 11: Installing and Managing Printers

Chapter 11 Learning Objectives n Explain and apply the fundamentals of Windows 2000 Server printing n Install local, network, and Internet printing services in Windows 2000 Server n Configure printing services for all types of needs

Chapter 11 Learning Objectives (continued) n Manage printers and print services n Solve common printing problems

Chapter 11 Basic Concepts n Print server: A network computer or server device that connects printers to the network for sharing and that receives and processes print requests from print clients n Print client: A client computer that generates a print job

Chapter 11 Standalone Print Server Devices Figure 11-1 Print server devices

Chapter 11 Basic Concepts (continued) n Spooling: A process working in the background to enable several print files to go to a single printer. Each file is placed in temporary storage until its turn comes to be printed. n Printer driver: A file containing information needed to control a specific printer, implementing customized printer control codes, font, and style information.

Chapter 11 Printing Stages Figure 11-2 Printing stages

Chapter 11 How Network Printing Works n A software application creates a print file, communicating with the graphics device interface (GDI) as it creates the file to include printer control information n The print file is temporarily spooled at the client n The remote print provider at the client makes a remote procedure call to the network print server

Chapter 11 How Network Printing Works (continued) n The print file is transmitted to the Server service on the Windows 2000 Server print server n At the print server, the “router” (Print Spool service) directs the print file to the print provider n The print provider stores the file in the print server’s spooler

Chapter 11 How Network Printing Works (continued) n While in the spooler, the print provider works with the print processor to format the printing for the correct data type (such as TEXT or RAW) n When the file is completely formatted the print monitor sends the print file from the spooler to the printer

Chapter 11 Design Tip n When you plan disk space for a Windows 2000 Server, take into account the type of printing at that server and the number of users. For example, if there are times when 50 users are sending 1 MB print files simultaneously, then you need to plan on at least 50 MB of disk space just for the print spooler.

Chapter 11 How Internet Printing Works n When an application generates a print file, the file is processed through the client’s browser, which works with the GDI n The browser makes a remote procedure call (using the HTTP and IPP protocols) to the Internet Information Services (IIS) in Windows 2000 Server n The IIS transfers the print file to the regular Windows 2000 Print Spool service

Chapter 11 Print Job Data Type n Data type: The way in which information is formatted in a print file, such as with no formatting, text-type formatting, formatting for Windows-based systems, and formatting for postscript systems

Chapter 11 Data Types n RAW: Used with MS-DOS, Windows 3.x, and UNIX n RAW with FF appended: Puts a form feed code at the end of the print file n RAW with FF auto: Checks for a form feed code at the end of the print file and inserts a form feed if one is not present

Chapter 11 Data Types n TEXT: Used for ANSI-type files, such as from older word processors and text editors n Enhanced Metafile (EMF): Used for Windows-based print files that use GDI at the client n PSCRIPT1: Used to translate Macintosh Postscript formatted files to non- Postscript

Chapter 11 Print Monitors n Local port: sends print jobs to a local port, such as LPT1 or COM1 and to a regular file n Standard TCP/IP Port: sends print jobs to IP print servers, such as an HP print server card n LPR: used to coordinate printing with LPR compatible UNIX, DEC, and IBM mainframe and minicomputers

Chapter 11 Print Monitors (continued) n Hewlett-Packard Network Port: used for older HP-type printers with print server cards that do not support TCP/IP but that do support printing through the DLC protocol n AppleTalk Printing Devices Port: used for Macintosh clients that communicate via the AppleTalk protocol to PostScript LaserWriter-type printers

Chapter 11 Print Monitors (continued) n Pjlmon.dll and Usbmon.dll: monitors that you install manually and that are used for bidirectional printers and printers attached to USB ports

Chapter 11 Windows 2000 Server Print Monitors Table 11-1 Windows 2000 Server Print Monitors

Chapter 11 Sample Candidates That Can Host a Shared Printer n Windows 2000 Server and Professional n Windows NT Server and Workstation n Windows 98 n Windows 95

Chapter 11 Printer Sharing Figure 11-3 Shared network printers

Chapter 11 Printer Installation n Depending on the level of Plug and Play sophistication, a printer can be installed in one of several ways, such as: u Automatic or manual detection (or a combination of both) using the Add/Remove Hardware Wizard u Automatic or manual detection (or a combination of both) using the Add Printer Wizard

Chapter 11 Detecting a Newly Connected Printer Figure 11-4 Add/Remove Hardware Wizard detecting the printer

Chapter 11 Configuring a Local Printer via the Add Printer Wizard Figure 11-5 Setting up a local printer

Chapter 11 Troubleshooting Tip n If a Plug and Play compatible printer is not automatically detected, make sure that the Plug and Play service is started

Chapter 11 Configuring a Print Monitor n During a manual installation process, use the Create a new port radio button to configure a particular print monitor (or configure one later in the printer’s properties) and select from: u AppleTalk Printing Devices u Hewlett-Packard Network Port u Local Port u Standard TCP/IP Port

Chapter 11 Selecting the Type of Printer n Also during the manual installation process, you can specify the manufacturer and model of printer in order to select the right printer driver

Chapter 11 Selecting the Type of Printer (continued) Figure 11-6 Entering the type of printer

Chapter 11 Specifying a Printer Name and Printer Share Name n During a manual installation, you can specify a printer name and a printer share name

Chapter 11 Entering a Printer Share Name Figure 11-7 Creating a shared printer

Chapter 11 Printer and Printer Share Name Guidelines n Compose names that are easily understood and spelled by those who will use the printer n Include a room number, floor, or workstation name to help identify where the printer is located n Include descriptive information about the printer, such as the type, manufacturer, or model

Chapter 11 Review of the Setup Parameters n When you manually set up a printer, there is the option to review setup parameters

Chapter 11 Review of the Setup Parameters (continued) Figure 11-8 Printer setup summary

Chapter 11 Printer Properties n After a printer is set up you can manage the printer’s properties that include: u General printer information u Printer sharing u Printer port setup u Printer scheduling and advanced options u Security u Device settings

Chapter 11 General Printer Properties n The general printer properties include: u The printer name u The printer location u A descriptive comment about the printer u The printer model u The printer’s features

Chapter 11 General Printer Properties (continued) Figure 11-9 Printer Properties General tab

Chapter 11 Sharing Properties n The sharing tab is used to: u Enable or disable sharing u Specify the share name u Publish the printer in the Active Directory (if the Active Directory is installed) u Install additional drivers for clients other than Windows 2000

Chapter 11 Sharing Properties (continued) Figure Configuring printer sharing

Chapter 11 Port Properties n The Ports tab enables you to: u Associate a printer with a port u Set up printer pooling u Enable bidirectional printing u Add a new port, such as a print monitor u Remove a port u Configure a port in terms of timeout parameters (for parallel ports); and port speed, data bits, parity, stop bits, and flow control (for serial ports)

Chapter 11 Printer Pooling n Printer pooling: Linking two or more identical printers with one printer setup or printer share

Chapter 11 Configuring Ports Figure Configuring printer ports

Chapter 11 Troubleshooting Tip n When configuring a bidirectional printer, make sure that you use an IEEE 1284 cable and check the BIOS setup to configure the port as bidirectional

Chapter 11 Advanced Printer Properties n The printer properties that you can configure on the Advanced tab include: u Printer scheduling u The printer’s priority u Printer spooling u Holding mismatched documents u Printing spooled documents first u Keeping printed documents (after they have printed) u Enabling advanced printing features u Specifying print processors and data types u Configuring the separator page

Chapter 11 Advanced Printer Properties (continued) Figure Advanced printer properties

Chapter 11 Troubleshooting Tip n If pages are intermixing from different printouts try selecting the option, Start printing after last page is spooled

Chapter 11 Troubleshooting Tip n Use the Hold mismatched documents option to save paper and free the printer when there are users who often send a document formatted for another printer

Chapter 11 Separator Page files n Sysprint.sep: used for PostScript-only printers n Pcl.sep: used to print in Printer Control Language (PCL) for printers that can do either PCL or PostScript n Pscript.sep: used to print in PostScript for printers that can do either PCL or PostScript

Chapter 11 Separator Page Customization Codes Table 11-2 Separator Page Customization Codes

Chapter 11 Separator Page Customization Codes (continued)

Chapter 11 Design Tip n Use separator and banner pages sparingly because they can add to paper costs

Chapter 11 Security Properties n The printer Properties Security tab enables you set up: u Printer permissions u Special permissions u Auditing u Ownership

Chapter 11 Printer Share Permissions Table 11-3 Printer Share Permissions

Chapter 11 Security Properties (continued) Figure Configuring security

Chapter 11 Printer Events That Can Be Audited n The successful or failed activities that can be audited are: u Print jobs u Manage printers u Manage documents u Read printer share permissions u Change printer share permissions u Take ownership of the printer

Chapter 11 Design Tip n Periodically use the Security Configuration and Analysis MMC snap- in to review analyze the security and group policies that are set up for printers, accounts, and other objects

Chapter 11 Printer Device Properties n The Device Settings tab in the printer Properties is used to configure: u Printer trays u Printer memory u Paper size u Fonts u Specialized features of a printer

Chapter 11 Printer Device Properties (continued) Figure Configuring printer device settings

Chapter 11 Troubleshooting Tip n If a PostScript printer seems slow, use the Device Settings tab in that printer’s properties to set up virtual memory for the printer

Chapter 11 Configuring a Nonlocal or Internet Printer n You can set up and even manage a printer that is not physically connected to the server by: u Starting the Add Printer Wizard and selecting to configure a network printer u Locating the printer on the network or through the Internet (or specifying the printer’s name or URL) u Completing the steps as prompted by the Wizard

Chapter 11 Configuring a Printer by IP and MAC Addresses n Configure print server cards by using the IP and MAC address to identify the card: u Start the Add Printer Wizard u Select to install a local printer without PnP u Select to create a new port and use the Standard TCP/IP Port option u Specify the print server’s IP address u Specify the type of print server u Complete the remaining steps under the guidance of the Wizard

Chapter 11 Configuring a Printer by IP and MAC Addresses (continued) Figure Configuring a TCP/IP port

Chapter 11 Configuring a Printer by IP and MAC Addresses (continued) Figure The new TCP/IP port

Chapter 11 Design Tip n If you are configuring a print server that is a mainframe, UNIX, or other similar computer, use the LPR print monitor in the setup

Chapter 11 Managing a Printer n You can manage a printer in the Printers folder through its icon n Example activities that you can manage are: u To make a printer the default u To pause a printer u To set printing preferences u To configure the printer’s properties

Chapter 11 Managing a Printer (continued) Figure Designating a default printer

Chapter 11 Managing Print Documents n You can also manage documents sent to a printer by opening that printer’s icon in the Printers folder n Example activities that you can manage include: u Pausing a print job u Restarting a print job u Viewing the properties of a print job (including resetting the priority of the hob)

Chapter 11 Troubleshooting Tip n If a printer malfunctions, move the jobs in its queue to another printer by one of two methods: u Move the jobs to a port already configured for multiple or pooled printers connected to the same computer u Add a new port on the broken printer’s setup that points to a printer that is working

Chapter 11 Troubleshooting Tip n If all printing stops or hangs on computers connected to a Windows 2000 print server, try stopping and starting the Print Spooler service (but warn users that their print jobs will be deleted)

Chapter 11 Chapter Summary n A Windows 2000 Server can be turned into a print server to manage printers connected to it and shared printers connected to other computers n Learn how to use the appropriate print monitors and data types for specific kinds of printer setups

Chapter 11 Chapter Summary n A new printer can be installed using the Add/Remove Hardware Wizard, the Add Printer Wizard, or both n There are a full range of printer properties that you can configure for all kinds of purposes such spooling parameters, printer drivers, printer ports, print monitors, data types, printer scheduling, security, and many others

Chapter 11 Chapter Summary n Windows 2000 Server includes options to manage a printer, such as pausing it, as well as options to manage documents, such as pausing or deleting documents