Chapter 15. Printers and Multifunction Devices
This chapter covers the following A+ 220-1001 exam objectives:
• 3.10 – Given a scenario, configure SOHO multifunction devices/printers and settings.
• 3.11 – Given a scenario, install and maintain various print technologies.
Printers are the number two output device, behind video displays. Their main purpose is to output paper versions of what you see on the computer screen. Many printers connect via USB, but you will also encounter printers that connect directly to the network (be it wired or wirelessly)—and on the rare occasion, you might encounter printers that connect via infrared or to serial or parallel ports. Some printers also act as fax machines, copiers, and scanners; these are known as multifunction devices or multifunction printers.
Generally, the different versions of Windows behave the same when it comes to printing. So whenever one operating system is mentioned in this chapter, the same applies to the other operating systems, unless otherwise stated.
While there is a worldwide initiative to reduce the usage of paper, printers are still an important part of the business world. Be ready to install and troubleshoot them.
3.10 – Given a scenario, configure SOHO multifunction devices/printers and settings.
ExamAlert
Objective 3.10 concentrates on the following concepts: Use appropriate drivers for a given operating system (configuration settings such as duplex, collate, orientation and quality); device sharing; and public/shared devices.
The SOHO multifunction device is usually a printer that can do other things such as scan and save documents, copy documents, fax information, and more. However, the more important concept of the two for the A+ exam is printing so we will focus mainly on that throughout this objective.
Printer Configuration Settings
Configuration of printers can be done in one of three places:
• The first is the small display that might be included on a printer; these are more common on laser printers. These menu-driven displays are usually user-friendly and intuitive.
• The second is within a printer’s web interface (if it is a network printer); this is often accessed through a web browser.
• The third—and the one that I’d like to focus on in this section—is within Windows, specifically by double-clicking the printer icon within the Devices and Printers window and by accessing the appropriate properties or preferences page of the printer.
To open a printer in Windows, simply double-click it. To manage its properties and preferences, right-click the printer in question and select Printer properties or select Printing preferences (or another similar name). If you work with printers often, consider placing a shortcut to the printer or printers on the desktop, Quick Launch, or pin it to the taskbar. Several items can be configured by double-clicking the printer and by using the Printer properties window, including managing print jobs, setting the priority of the printer, configuring the print spooler, and managing permissions.
Basic Printer Configuration Settings
A typical print job is simple—one printed page, printed on one side, on 8 1/2 by 11-inch paper in portrait mode, and at the standard 600 DPI resolution. For example, you might print a typical document (such as a resume) this way. However, there are many occasions where the typical settings are not enough. There are four basic printer configuration settings you should know for the exams: duplexing, collating, orientation, and print quality. They are generally found in the Printing preferences or Printer properties section. Let’s briefly describe each one now.
First is duplexing. This means printing on both sides of the paper. Some organizations require this (for most print jobs), establishing policies in their efforts to reduce paper consumption; however, most printers are not set to duplex by default. This needs to be configured in the Printer properties page in Windows. This might simply be called “print on both sides.” Once enabled, you might also see this on the main print screen when you go to perform a print job—it might be called “manual duplex.”
Next is collating. If you print a single job, collating is not an issue. But it’s when you print multiple copies of the same job that collating might become necessary. Historically, multiple copies of the same print job would print out all of page 1, then all of page 2, then all of page 3, and so on. It was up to the user to manually arrange, or collate, these pages. However, as printers became more sophisticated, they were equipped with the processing power to collate the jobs, sorting them as page 1, page 2, page 3, and so on, and then moving on to the next copy of the entire job. This, of course, saves a lot of time for the user. Some printers are set this way by default. Others have to be configured to do so. An example of this configuration is shown in Figure 15.1. This setting is often found in the advanced section of the printing preferences. The figure shows Copy Count set to 5 and that collating is enabled. Once it is enabled, you can also select it from the main print screen when you go to print a document.
Figure 15.1 Collating on a typical printer
Then we have orientation. This is the method of positioning a printed page and is based on whether the page is going to be viewed vertically (portrait) or horizontally (landscape). This can be set permanently from the printer preferences page, but it can also be set manually when you go to print a single document. Often, it will be found in the “layout” section. Most documents are printed in portrait mode (such as a report or a resume done in a word processor), but sometimes you need to print a spreadsheet or a slide presentation, which is best done in landscape mode.
Finally, we have print quality. This is the print resolution, as measured in DPI. 600 DPI or higher is considered to be letter quality and acceptable as a professional document. But you might want an even better quality (1200 or 2400 DPI), especially if your document includes graphics. This can usually be configured for a default number of DPI within the advanced section of the Printing preferences, but it can also be configured from the print window, often using more generic terms (such as draft, normal, and best).
Take a look at your Printing preferences, Printer properties pages, and the main print screen (when you go to print a document) and view the four configuration settings we just discussed. Even if you don’t have a printer, you can set up a false printer on your system by adding the printer in the Devices and Printers window in the Control Panel. Typically, I suggest selecting any one of the newer HP laser printers from the list as a fake printer. You can then access its printer properties just like you would on a printer that is actually installed to the computer or network.
ExamAlert
Know the four printer configuration settings: duplex, collate, orientation, and quality.
Sharing Printers and Managing Permissions
A networked printer must first be shared before other users can send print jobs to it. There are two steps involved in sharing printers in Windows. First, printer sharing in general must be enabled. To enable Printer Sharing in Windows, go to Control Panel > All Control Panel Items > Network and Sharing Center. Then click the Change Advanced Sharing Settings link. Click the down arrow for your network type and then select the radio button labeled Turn on File and Printer Sharing.
Note
You can also make a computer’s devices visible when Windows is first installed. We’ll discuss this and network discovery in the Windows networking section of this book.
Next, the individual printer needs to be shared. This can be done in the Sharing tab of the Printer properties window. Click the Share This Printer radio button and give the printer a share name. Note that the share name does not need to be the same as the printer name. Click OK, and the printer should show up as shared within the Printers window.
Permissions can be set for a printer in the Security tab of the Printer properties window. Users and groups can be added in this window, and the appropriate permission can be assigned, including Print, Manage Printers, and Manage Documents. Standard users normally are assigned the Print permission, whereas administrators get all permissions, enabling them to pause the printer or cancel all documents (Manage Printers) and pause, cancel, and restart individual documents. For more information on permissions, see Chapter 33 “Windows Security Settings and Best Practices.”
Local Versus Network Printers
A local printer is one that connects directly to a computer, normally by USB, or on rare occasions, by RS-232 serial (DB9M) or parallel (DB25F) connections. When a user works at a computer, that computer is considered to be the local computer. So, when a printer is connected to that computer, it is known as the local printer.
A network printer is one that connects directly to the network (usually Ethernet) or to a print server device. Network printers are shared by more than one user on the computer network. Usually, network printers are given an IP address and become yet another host on the network. If the printer connects directly to the network, it is usually by way of a built-in RJ-45 port on the printer, just as a computer’s network card connects to the network. A print server could be a computer or smaller black box device. Many small office/home office (SOHO) routers offer integrated print server capabilities. In this case, the printer connects via USB to the print server/router and a special piece of software is installed on any client computers that want to print to that printer.
Network printing can also be accomplished wirelessly on most of today’s printers. This can be done via Wi-Fi (802.11 a, b, g, n, and ac) or by Bluetooth. The former is more common in a wireless LAN, where everything connects to a wireless access point—this is referred to as infrastructure mode. The latter is more common with mobile devices and, in this case, no wireless access point exists—also known as ad hoc mode. Remember that Wi-Fi will typically have greater range than Bluetooth.
Then there is cloud-based printing. It is altogether possible today to harness the power of the cloud to print remotely. You might have a document you need printed to a printer in a network in another city. If your organization has implemented a cloud-based solution, you can do this simply by selecting the printer in a drop-down menu. We’ll discuss cloud-based technologies more in Chapter 16, “Cloud Computing and Client-side Virtualization.”
If a network printer is being controlled by Windows, we generally rely on direct TCP/IP connections. However, printers that are controlled by macOS might also make use of the networking service Bonjour, and use AirPrint to automatically locate and download drivers for printers. Bonjour, also known as zero-configuration networking, enables automatic discovery of devices and services on a local network using industry standard IP protocols. AirPrint is an Apple technology that helps you create full-quality printed output without the need to download or install drivers.
Regardless of how the printer is connected, and how the user connects to the printer—data privacy concerns should be addressed. An insecure printer can retain copies of information that could be accessible to anyone with a little know-how. The printer might cache information to memory, or to a print server’s hard drive. This caching should be cleared at least every day, perhaps more depending on the policy of your organization. As an administrator, you can also consider implementing user authentication for the printer or print server; ultimately requiring a person to present credentials of some kind, which could range from a basic PIN to a username/password and biometric combination. We’ll discuss this concept more in Chapter 31, “Physical and Logical Security.” For now, remember that personal and confidential data can be stored in many places, and that those locations should be organized and secured accordingly.
Cram Quiz
Answer these questions. The answers follow the last question. If you cannot answer these questions correctly, consider reading this section again until you can.
1. Where would you go in Windows to enable printer sharing?
A. Network Connections
B. Network and Sharing Center
C. The printer’s OSD
D. Bonjour
2. Your printer supports printing to both sides of paper. What should you enable in the Printing preferences?
A. Collate
B. Orientation
C. Duplex
D. Quality
3. Which of the following address printer data privacy concerns? (Select the two best answers.)
A. Implement user authentication on the device
B. Ad hoc mode
C. AirPrint
D. Clear the cache
Cram Quiz Answers
1. B. The Network and Sharing Center in Windows is where printer sharing is enabled. Network Connections is the window that shows the Ethernet and Wi-Fi connections a PC has to the network. Windows sharing has to be done in Windows, it can’t be done from the printer’s on-screen display (OSD). Bonjour is a macOS service, that can also be run on Windows which enables automatic discovery of devices on the LAN.
2. C. Duplexing (as it relates to printers) means to print to both sides. Collating means printing multiple copies of a document’s pages in sequence, instead of printing all of the copies of one page at a time. Orientation is how the print job is displayed on the paper; it could be portrait (vertically—the default), or landscape (horizontal). Quality refers to the clarity of the print job, usually measured in dots per inch (DPI)—the higher the DPI the better.
3. A and D. Implement user authentication for the printer or print server (PIN or password), and clear the cache on the printer. Bluetooth ad hoc mode network printing can be used by mobile devices where no wireless access point exists. AirPrint is an Apple technology for macOS and iOS used to automatically locate and download drivers for printers.
3.11 – Given a scenario, install and maintain various print technologies.
ExamAlert
Objective 3.11 focuses on the following: laser printers; inkjet printers; thermal printers; impact printers; virtual printing; and 3D printers.
Businesses utilize several types of printers. The most common business-oriented printer is the laser printer. However, inkjet printers are more prevalent in the home due to their lower cost and their capability to print in color with excellent resolution. A technician might also encounter thermal, impact, and 3D printers. This section describes those five types of printers and how they function. We’ll also discuss virtual printing and the basic installation of printers.
Types of Printers
Each type of printer has its own characteristics that affect how a technician installs, configures, and troubleshoots them. The most common type of printer used at a business is the laser printer; this type of printer also happens to be the most complicated and difficult to troubleshoot. We’ll discuss troubleshooting later in the book, but to be a good troubleshooter, you should know the technology well. Let’s examine this technology now.
Laser Printers
Laser printers can produce high-quality text and graphics on cut sheets of paper; printers that print to individual pieces of paper are known as page printers. The bulk of laser printers print in black, but there are also color laser printers (which, of course, are more expensive). They are called laser printers because inside the printer is a laser beam that projects an image of the item to be printed onto an electrically charged drum; this image is later transferred to the paper. Text and images that are shown on paper are created from electrically charged toner, which is a type of powder stored in a replaceable toner cartridge. The type of toner used can vary from one brand to the next, but they all work essentially the same way.
Known also as a photoelectric or photosensitive drum, the laser printer drum is at the center of the whole laser printing process, but there are a couple of other important components, including the primary corona wire, transfer corona wire, fusing assembly, and of course, the laser itself. Figure 15.2 shows these components.
Figure 15.2 Components involved in the laser printing process
The laser printing process that a laser printer goes through is sometimes referred to as an imaging process. Knowledge of this process can help you when it comes time to troubleshoot and/or maintain a laser printer.
The following list describes the typical laser printing process:
1. Processing: The text or image to be printed is sent to the printer, where a processor recalculates it and stores it in RAM while the printer readies itself for the ordeal of laser printing! Note that additional processing may be done at the local computer that initiated the printing.
2. Charging: Also known as conditioning. A negative charge is applied to the drum by the primary corona wire, which is powered by a high-voltage power supply within the printer.
3. Exposing: Also known as writing. The laser is activated and “writes” to the drum as it spins. Where the laser hits the drum, it dissipates the negative charge toward the center of the drum that is grounded. The “exposed” areas of the drum now have a lesser negative charge. (By the way, the drum is also known as an imaging drum.)
4. Developing: The surface of the drum that was previously exposed to the laser is now applied with negatively charged toner. This toner has a higher charge than the areas of the drum that were written to.
5. Transferring: The toner, and therefore the text or image, is transferred to paper as the drum rolls over it. The movement of the paper is assisted by pickup rollers (for feeding the paper) and transfer rollers (to move it through the rest of the printer). Separation pads are used to make sure only one page is picked up at a time. On many laser printers, the paper slides between the drum and a positively charged corona wire (known as the transfer corona wire). The transfer corona wire applies the positive charge to the paper. Because the paper now has a positive charge, and the toner particles on the drum have a negative charge, the toner is attracted to the paper. (For voltages, opposites attract.) In many printers the paper passes by a static elimination device (often a strip), which removes excess charge from the paper. Some color laser printers use a transfer belt to apply the various layers of colors to the paper. Some printers use a duplexing assembly that allows the paper to be printed on both sides.
6. Fusing: The toner is fused to the paper. The paper passes through the fuser assembly that includes pressurized rollers and a heating element that can reach approximately 400 degrees F (or about 200 degrees C).
7. Cleaning: A rubber blade removes excess toner from the drum as it spins. An erasing lamp removes any leftover charge on the drum, bringing it to zero volts. The printer is now ready for another print job.
ExamAlert
Know the steps of the laser printing process (also known as an imaging process).
ExamAlert
Know that laser printer components include the imaging drum, fuser assembly, transfer belt, transfer roller, pickup rollers, separation pads, and duplexing assembly.
In some laser printers, the drum, laser, and primary corona wire are contained within the toner cartridge. Issues that are caused by these components can usually be fixed just by replacing the toner cartridge.
Note
Toner cartridges are replaceable; they are known as consumables. Whatever material it is that actually prints onto paper is usually considered a consumable, regardless of the type of printer.
Laser printers have some advantages over other printers:
• Speed: A laser printer can print anywhere from 10 to 100 pages per minute (ppm), depending on the model and whether it is a color or black-and-white laser printer.
• Print quality: The laser printer commonly prints at 600 dots per inch (DPI), which is considered letter quality, but 1,200 DPI and 2,400 DPI resolution printers are also available.
ExamAlert
Of all printer types, the laser printer is considered to have the lowest cost per page, making it an excellent long-term printer choice for businesses.
Maintenance of laser printers is vital. You should periodically inspect the laser printer, and replace the toner cartridge if necessary. Many laser printers have a counter that can be set to notify you when the printer has printed out X number of pages; for example, 50,000. Once the printer gets to that point, you should perform maintenance, or at the very least, carefully inspect the internals of the printer. Most laser printer manufacturers offer maintenance kits which include a variety of components which we will discuss more in the troubleshooting section of this book. If you do use the maintenance kit, reset the counter when you are finished. You will find that this is similar to the maintenance counter of a vehicle.
During your maintenance of the printer, you should clean it up including the outside cover, the trays, the bin where the cartridge sits, and possibly the rollers. After maintenance is complete be sure to calibrate the printer. This is usually a sub-routine that is built into the printer’s firmware; you might also be able to initiate it from Windows. Calibration allows you to set the horizontal and vertical printing coordinates and margins so that text and images appear clear and straight.
Inkjet Printers
Inkjet printers are common in small offices, home offices, and for personal use. They can print documents but more commonly print photographs and graphical information in color; most of the time, they connect to the computer by way of USB or Wi-Fi.
The inkjet printer works by propelling ink onto various sizes of paper. Many inkjets store ink in multiple ink cartridges that are consumable; they have to be replaced when empty. Some inkjet printers stop operating if just one of the ink cartridges is empty. Two common types of inkjet printers are the thermal inkjet and the piezoelectric inkjet:
• Thermal inkjets: These account for the bulk of consumer inkjets and are the more recognizable type of inkjet printer. To move the ink to the paper, heat is sent through the ink cartridge, forming a bubble (known as the thermal bubble) that pushes the ink onto the paper; immediately afterward, another charge of ink is readied. The reservoir of ink is within the ink cartridge; this is where the heat transfer occurs. HP and Canon develop many models of thermal inkjet printers. Don’t confuse thermal inkjets with thermal printers.
• Piezoelectric inkjets: These account for the bulk of commercial inkjets. The printing processes within a piezoelectric inkjet and a thermal inkjet are similar; however, the piezo inkjet applies current to the ink material, causing it to change shape and size, forcing the ink onto the paper. The reservoir of ink is in another area outside of where the current is applied. This process enables longer print head life as compared to thermal inkjets. Epson develops many models of piezoelectric inkjet printers. Piezoelectric inkjets can also be found in manufacturing assembly lines.
The inkjet print process is fairly simple:
1. The paper or other media is pulled or moved into position by a roller and feeder mechanism or it’s moved into position by an assembly line’s conveyor belt (as with some piezoelectric inkjets).
2. The print head, located on a mechanical arm, moves across the paper, assisted by a carriage and belt system. The print head delivers black and colored ink from the ink cartridges as directed by the print driver.
3. At the end of the line, the paper or media is advanced and the print head either reverses direction and continues to print (often referred to as Hi-Speed mode) or returns to the left margin before printing continues. In printers that allow for duplexing, a duplexing assembly refeeds the paper back into the printer for printing on the other side.
4. After the page is completed, the paper or other media is ejected.
ExamAlert
Know that inkjet printer components include ink cartridge, print head, roller, feeder, duplexing assembly, carriage, and belt.
Maintenance of an inkjet printer is often much simpler than with a laser printer. Check the ink cartridges periodically by using the printer’s on-screen display (OSD), or within Windows (if possible), or physically inspect them if necessary. If one or more cartridges is low, be prepared to replace them. If there is a buildup of residue on the print cartridge, clean it with a manufacturer supplied solution, or consider using a 50/50 mix of isopropyl alcohol and water. (A box of cotton swabs is handy in your toolkit!). Inkjet printers should be periodically calibrated so that horizontal and vertical imagery lines up properly, and so colors are blended appropriately. This should always be done when cartridges are removed and replaced. While inspecting and maintaining an inkjet printer, look for any bits of paper that might have been caught up in the rollers or feeder and remove them, clearing any paper jams that might have occurred.
Thermal Printers
Thermal printers produce text and images by heating specially coated thermal paper. It is typical to see thermal printers used in point-of-sale (POS) systems, gas station pumps, and so on. Thermal printers consist of the following parts:
• Thermal head: This generates the heat and takes care of printing to the paper.
• Platen: This is the rubber roller that feeds the paper past the print head.
• Spring: This applies pressure to the print head, which brings the print head into contact with the paper.
• Circuit board: This controls the mechanism that moves the print head.
To print, special thermal paper is inserted between the thermal head and the platen. The printer sends current to the thermal head, which, in turn, generates heat. The heat activates the thermo-sensitive coloring layer of the thermal paper, which becomes the image.
Maintenance of a thermal printer includes inspecting the paper tray and replacing the paper, cleaning the heating element, and removing any debris that can be left behind by the thermal printing process.
Impact Printers
Impact printers use force to transfer ink to paper (for example, a print head striking a ribbon with paper directly behind it—similar to a typewriter). This type of printer is somewhat deprecated although certain environments might still use it: auto repair centers, warehouses, accounting departments, and so on.
One type of impact printer, the daisy wheel, utilizes a wheel with many petals, each of which has a letter form (an actual letter) at the tip of the petal. These strike against the ribbon, impressing ink upon the paper that is situated behind the ribbon. But by far the most common type of impact printer is the dot matrix.
Dot-matrix printers are also known as line printers because they print text one line at a time and can keep printing over a long roll of paper, as opposed to page printers that print to cut sheets of paper. The paper is fed into the printer using a tractor-feed mechanism—many dot-matrix printers use paper that has an extra perforated space with holes on each side that allow the paper to be fed into the printer. Dot-matrix printers use a matrix of pins that work together to create characters, instead of using a form letter. The print head that contains these pins strikes the ribbon that, in turn, places the ink on the paper. Print heads come with either 9 pins or 24 pins; the 24-pin version offers better quality, known as near letter quality (NLQ). Dot-matrix printers are loud and slow but are cheap to maintain.
ExamAlert
Know that impact printer components include print head, ribbon, and tractor feed. Also know that impact paper is used.
Maintenance of an impact printer includes replacing the ribbon, replacing the print head, replacing the paper, and checking for bits of the perforated paper along the tractor feed mechanism and elsewhere in the printer.
3D Printers
3D printing is when various materials—often plastic—are joined together to build a three-dimensional object. It is done by designing the object on the computer (with CAD and slicing software) and ultimately, exporting the appropriate files to the correct 3D printer. The technology is often used to create prototypes of products to be later manufactured in bulk. However, it can be used to actually create commercial products as well.
ExamAlert
Know that 3D printers use a special plastic filament.
3D printing can be accomplished by implementing one of a few processes, namely fused deposition modeling (FDM) or laser sintering. FDM is an additive process where materials are fed into an extruder, superheated, and then applied on top of a substrate, layer by layer, to create 3D shapes which harden immediately. Laser sintering uses a laser that compacts a piece of material—such as nylon—using heat and/or pressure, and binds the materials to create the structure.
Note
3D “printing” is not considered an accurate name by some, but it is used widely. You will also see the name additive manufacturing, among others.
3D printers are made by several manufacturers. Some use proprietary processes and file types, others use standardized processes and files. Either way, the device is usually of cuboid shape with one or more glass walls allowing the user to view the manufacturing process. The center of the device contains a platform (or build plate) with open space above it for the item to be built, and an extruder moves about that area in three dimensions (X, Y, and Z axes).
But for the A+ exam this is all details. What’s important for the A+ tech is how to install, maintain, and troubleshoot printers. Let’s discuss installation and maintenance briefly; we will get to printer troubleshooting in an upcoming chapter.
Many 3D printers can connect via USB, Wi-Fi, and Ethernet. These printers are controlled by a computer running an operating system such as Windows 7 and higher, or OS X 10.9 and higher. The computer itself should meet the recommended requirements for the various design software—such as CAD software and slicing software. Some manufacturers of 3D printers make their own software, while others use third-party programs. Be ready to install the different programs necessary, and to even work with design templates, many of which are freely available on the Internet.
When first installing a 3D printer, and periodically afterward, be sure to update the firmware for the device. Next, periodically make sure the build plate is level; this is usually done via the LCD panel. Then, lubricate, tighten, and re-align the rods and pulleys periodically. Finally, clean the device including the extruder’s drive gear, the build plate, and so on. Users should clean up after themselves when completing a 3D print job, but you and I know that this is a utopian concept, especially given the fast pace of engineering and prototyping work, so be ready to clean up excess plastic filament from the device.
Virtual Printing
Let’s go beyond the physical printer and briefly discuss virtual printing. Virtual printing is when a document, image, or web page is “printed” to a file format and stored on the computer instead of being printed on paper at a printer. There are several reasons to do this, including accessibility, compatibility, storage of documents to be printed later, and so on. There are four types of virtual printing you should know for the exam: print to file, print to XPS, print to PDF, and print to image. Let’s begin with the oldest type—and a great fallback solution: print to file.
Print to File
Let’s say that you finish creating a document at your home office on a PC but you don’t have a printer to print the document to and you do want to print the document so you can submit it to someone at work. Let’s also imagine that your organization’s main office has a couple of printers but none of the computers have the application you use, and purchasing another license for that application is too expensive. One possible solution is to print to file, which stores the document as a printable file that can then be transported by flash drive or other means to a computer at the main workplace and then printed from there.
Let’s say this is a Microsoft Word document. You could select Print, as you normally would, and then instead of selecting a particular printer, you could select the Print to File checkbox. This then saves the file as a .prn file to be stored as you wish and can be printed from later. When you arrive at your workplace, you can print the file from the Command Prompt using the following sample syntax:
copy x:\filename.prn \\computername\printersharename
What does that mean? Well, you need to know several bits of information. First, you need to know the drive letter of the flash drive (or other storage medium) where the file is stored. I used “x:” as a variable, but it could be any letter. We’ll say it’s a flash drive that is using the F: drive letter. Next, you need to know the filename—we’ll say it’s “printjob1.” Then you need the name of the computer that the printer is connected to (or controlled by). We’ll say the printer is connected to a computer named “workstation3.” Finally, you need to know the share name of the printer. (See the previous section on printer sharing.) Let’s say the share name is “printer1.” Now we have all the information we need and the syntax in this scenario would be
copy f:\printjob1.prn \\workstation3\printer1
Note
If the printer is connected directly to the network, you can forgo the computer-name\printersharename and connect directly to the printer name or, better yet, its IP address (for example, \\192.168.1.150).
That “copies” the print job to the printer and prints it out to the best of its ability. And I say “best” because you might encounter several issues with print-to-file technology, including print failures, incorrect printing, ASCII printing, and so on. The technology is not without its quirks. That’s why other, newer technologies are often selected, such as PDFing and printing to XPS.
Print to XPS
Windows incorporates the XML Paper Specification (XPS) print path. The XPS spooler is meant to replace the standard Enhanced Metafile print spooler that Windows has used for years. XPS provides improved color and graphics support, support for the CMYK colorspace, and reduces the need for colorspace conversion.
This is implemented as the Microsoft XPS Document Writer that can be found in Control Panel > Devices and Printers. A document created within any application in Windows can be saved as an .xps file to be later viewed on any computer that supports XPS. It can also be printed from any computer that supports XPS but prints with proper fidelity only when the computer has an XPS-compliant printer. If you do not have an XPS printer, the functionality might need to be turned on within the Windows Features utility (a link that can be found in Control Panel > All Control Panel Items > Programs and Features).
In most cases, this solution will replace “print to file,” but it is good to have print to file as a backup in case XPS fails or is not running on the computer in question.
Print to PDF
To make a document universally readable, you have several options. One of the most common is to convert it into a Portable Document Format (PDF), also known as “print to PDF.” The most common PDF-making software is Adobe Acrobat (which is a paid program) and Adobe also makes the most common PDF reader software (Adobe Acrobat Reader, which is free). However, there are other versions of freely available PDF making and reading software available on the Internet.
They all work in the same manner: as a virtual printer. If you want to convert a document into a PDF, there are several ways to do it. For example, in Microsoft Word you could go to Save As, and then select .PDF from the list of file types, or you could go to Print, and select Microsoft Print to PDF from the Printers list (and those are just a couple of available options that are built into Word). That then creates a file with a .pdf extension that can be distributed how you wish. As long as the target user has a PDF reading program, he will be able to view the document without any need for the original program that the document was written on.
Print to Image
It is also possible to capture a document, web page, or even a window (or region) of the operating system as an image file. A simple example of this print-to-image technology can be found on any Windows computer simply by using the Print Screen button on the keyboard. The entire screen capture can then be pasted into the appropriate program. Going beyond this, screen capturing programs such as the Snipping Tool (included in Windows 7 and higher) and Snagit can be used to capture the entire screen, an individual window, a region of the screen, or even a scrolling web page as an image file. Programs such as this enable you to save the file as a .jpg, .gif, .tif, .png, and so on—just about any one of the commonly used graphic file extensions. These screen captures are also often referred to as screenshots. Most of the Windows screen captures you see in this book were produced with Snagit (free trial version is available on the TechSmith website). So, it works great for instructional purposes and for documentation. However, you might also need to capture a particular set of data and send that final captured image to engineers, designers, marketers, and so on—anyone who does not have the program that you use installed on their computer.
ExamAlert
Know the four types of virtual printing: Print to file, print to XPS, print to PDF, and print to image. Perform each type of virtual printing on your own computer.
Printer Installation and Drivers
When installing printers, focus on several things:
• Compatibility: Make sure that the printer is compatible with the version of Windows that runs on the computer that controls the printer. Check the Windows compatibility lists to verify this. If the printer is to connect to the network, make sure that it has the right type of compatible network adapter to do so.
• Installing printer drivers: Generally, the proper procedure is to install the printer driver to Windows before physically connecting the printer. However, if the driver already exists on the computer, the printer can simply be connected. Usually, the best bet is to use the driver that came on the disc with the printer or download the latest driver from the manufacturer’s website. Verify whether the driver to be installed is the right one based on the version and edition of the operating system (for example, 32-bit or 64-bit versions of Windows, and Windows 10 versus Windows 7). Printer drivers are installed in a similar fashion to other drivers described in this book; it is performed in the Devices and Printers section of the Control Panel. Any current printers should be listed. From there, right-click anywhere in the work area and select “Add...” (the text will vary according to the version of Windows you are using).
• Connecting the device: In general, devices connecting via USB can be connected without turning the computer off. (That is, they are hot-swappable.) However, devices that connect to older parallel ports or serial ports require the computer to be shut down first. Plug the USB or other connector cable into the computer first, and then connect the printer to an AC outlet. (It’s recommended to use a surge protector for printers, but it is not recommended to use a UPS for a laser printer due to the high draw of the laser printer.) Verify that the device turns on.
• Calibrating the printer: Color laser printers, inkjet printers, and multifunction printers might need to be calibrated before use. This involves aligning the printing mechanism to the paper and verifying color output. Usually the software that accompanies the printer guides a user through this process. In some cases, these calibration tests can be done via the small display on the printer.
• Testing the printer: First, test the printer by printing a test page in Windows. This is also done from the Devices and Printers window. Right-click the printer, select Printer properties, and then click the Print Test Page button on the General tab. The resulting page should show the operating system the local computer runs and various other configuration and driver information. If the page can be read properly and the Windows logo is using the correct colors, the test passed. Some printers offer a test page option on the display of the printer as well. After a test page has been printed, it might be wise to try printing within the most used applications as well, just to make sure they work properly. Some applications might behave differently, and some configurations of printers in Windows might cause a particular application to have print failures. I set it all the time: “Always remember to test! Your reputation depends on it!”
Cram Quiz
Answer these questions. The answers follow the last question. If you cannot answer these questions correctly, consider reading this section again until you can.
1. During which step of the laser printing/imaging process is the transfer corona wire involved?
A. Developing
B. Transferring
C. Fusing
D. Cleaning
2. Which stage of the laser printing/imaging process involves extreme heat?
A. Fusing
B. Transferring
C. Exposing
D. Writing
3. Which represents the proper order of the laser printing/imaging process?
A. Processing, charging, developing, exposing, fusing, transferring, cleaning
B. Developing, processing, charging, exposing, transferring, fusing, cleaning
C. Charging, exposing, developing, processing, transferring, fusing, cleaning
D. Processing, charging, exposing, developing, transferring, fusing, cleaning
4. Which of the following are associated with inkjet printers?
A. Imaging drum, fuser assembly, transfer belt, transfer roller, pickup rollers, separate pads, duplexing assembly
B. Ink cartridge, print head, roller, feeder, duplexing assembly, carriage and belt
C. Feed assembly, thermal heating unit, thermal paper
D. Print head, ribbon, tractor feed, impact paper
5. When finished installing a new printer and print drivers, what should you do? (Select all that apply.)
A. Calibrate the printer.
B. Install the print drivers.
C. Check for compatibility.
D. Print a test page.
Cram Quiz Answers
1. B. The transfer corona wire gets involved in the laser printing/imaging process during the transferring step.
2. A. The fusing step uses heat (up to 400 degrees Fahrenheit/200 degrees Celsius) and pressure to fuse the toner permanently to the paper.
3. D. The proper order of the laser printing/imaging process is processing, charging, exposing, developing, transferring, fusing, cleaning.
4. .B. Inkjet printer components include ink cartridge, print head, roller, feeder, duplexing assembly, carriage, and belt. Imaging drum, fuser assembly, transfer belt, transfer roller, pickup rollers, separate pads, and duplexing assembly are associated with laser printers. Feed assembly, thermal heating unit, and thermal paper are associated with thermal printers. Print head, ribbon, tractor feed, and impact paper are associated with impact printers.
5. A and D. After the printer is installed (meaning it has been connected and the drivers have been installed), you should calibrate the printer (if necessary) and print a test page. You should also consider updating the firmware for the printer. Before starting the installation, you should check for compatibility with operating systems, applications, and so on.