1 Managing Printers (Week 12, Monday 3/26/2007) © Abdou Illia, Spring 2007

2 Learning Objective Discuss Windows printing terminology Recognize printing configurations Install and configure printers

3 Printing terminology Client computer Application Printer driver Print job Print server Printer (logical printer) Printer port Local print device Network print device Printer server device or Print server card Hub

4 Printing terminology Print device: The hardware device that produces printed documents. May be: A Local print device (connecting to a physical port on the computer) A Network print device (connected to the network –hub- through a print server device or a print server card) Printer (logical printer): The software interface between the operating system and the print device. It defines: Where a print job will go to reach the print device (i.e. to a local printer port, a port on the hub) When it will go, etc.

5 Printing terminology Print server: The computer on which the logical printers and print drivers are located. Also run the print queue manager program. You set up and share network printers on print servers The print server receives and processes documents from client computers Printer driver: One or more files containing information that Windows requires to convert print commands into printer language (e.g. PostScript) A printer driver is specific to each print device model

6 Printing terminology 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.

7 Printing configurations Print device Parallel or USB cable Configuration 1: Nonremote- Local Print Device Job queue Job queue and printer driver are on the same computer

8 Printing configurations Print device Configuration 2: Remote- Local Print Device Job queue resides on server and is visible to each client Administrator maintains security, print software, etc. When clients connect, they check for new printer drivers on server and update older print drivers on Clients. Job queue Print server Client 1 Client 2 Client 3 Hub

9 Printing configurations Print device 2 Configuration 3: Remote- Network Print Devices One print server used to manage several print devices Job queue Print server Client 1 Client 2 Client 3 Hub Print device 1

10 Installing/Adding a local printer 1)Log on as Administrator 2)Click Start/Settings/Printers 3)Double-click Add Printer 4)In the Add Printer wizard, click Next to see the Local Or Network Printer screen 5)Select the Local Printer radio button 6)Clear the Automatically Detect and Install My Plug and Play Printer check box (because you don’t have the physical print device) and click Next 7)In the Select The Printer Port screen, click the Create A New Port radio button 8)Click the arrow to the right of the Type drop-down list box 9)Notice that Standard TCP/IP Port is an available option because TCP/IP is installed on your computer. It is used for installing Network print devices. 10)Click the Use The Following Port radio button, and select LPT1: (i.e. you assume that the print device is attached to your computer using the parallel LPT1 port) 11)Click Next, and under Manufacturer click HP. Then, under Printers, select HP LaserJet 5Si and click Next. Note: For this exercise, do not change the printer name. 12)If asked the question Do You Want Your Windows-Based Programs To Use This Printer?, select the Yes radio button and click Next Note: No physical print device required. Cont

11 Installing/Adding a local printer (Sharing the installed local printer) 13)In the Print Sharing screen that appears, share the printer as YourLastNameHP. For the location, type Building XX 14)When asked for printing a test page answer No and click Next 15)Confirm the summary of your installation choices, and click Finish 16)[If necessary, Windows 2003 displays the Files Needed dialog box asking for the location of the Windows 2003 Server distribution files] 17)[If the Files Needed dialog box appears, insert the W2K Server installation CD- ROM and follow the instructions.] 18)Windows 2003 will copy the print files, and an icon for the HP LaserJet 5Si printer will appear in the Printers windows. 19)Notice the open hand under the printer icon indicating that the printer is shared. Also, notice the check mark next to the printer indicating that the printer is the default printer for your server.

12 Printer permissions Printer permissions can restrict: Who can print to a printer Who can manage a printer Who can manage the documents sent to a printer PermissionMeaning PrintCan connect to a printer and send it print jobs. Can also pause, resume, restart, or cancel own print jobs. Assigned by default to the Everyone group. Manage Documents Can pause, resume, restart, and cancel others’ print jobs. Can control job settings for all documents. But cannot share a printer, change printer properties, or change printer permissions. Assigned by default to the owner of each document, to Print Operators, to Administrators. Manage PrintersHighest level of access. Grants the user administrative control over a printer. Assigned to Administrators, Print Operators and Server Operators by default.

13 Printer permissions To assign Printer permissions: Start/Settings/Printers Select the printer Right-click/Properties Click the Security tab Assign permissions

14 Other Printer settings In Advanced tab, you can:  Specify availability hours  Printer priority  Install new drivers  Change spool options  Manage printed documents  Etc.

15 Printer priorities It is possible to assign multiple printers to a single print device With printer priorities, you can control order in which print jobs are sent to print device With printer priorities, printer with highest priority will print first. Point two or more printers to the same print device (same port) Set a different priority for each printer connected to the print device Have different groups of users print to different printers How to set priorities?

16 Summary Questions What is a print device in Windows printing terminology? What is a printer in Windows printing terminology? What is a print server in Windows printing terminology? The steps for installing a printer for a local print device or for a network print device are similar (T or F) You need the Manage Documents permissions to be able to change permissions for the printer (T or F) With Remote-Local Print Device configuration, the job queue resides on the server and is visible to each client (T or F) How do you set priorities between printers?