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setup network printer

setup network printer

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Published by: Krishna Prasad on Mar 21, 2011
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If you're working on a Windows XP Professional system that is connected to a network, you can share one or more of that system

's folders with other computers and users on that network. Learn when it's possible and exactly how to set up shared folders in Windows XP Professional.

Managing Local and Network Print Devices
You manage print devices in Windows XP Professional from the Printers And Faxes folder, which is accessible from the Control Panel, or by clicking Start|Printers And Faxes. When working with printing in Windows XP, you need to fully understand the following printing terminology as defined by Microsoft:

• •

• •

Printer—A software interface between the operating system and a print device. It defines ports through which print jobs get routed. Printer names direct print jobs to one or more print devices. Print device—A piece of equipment (hardware) that physically produces printed documents. A print device may be attached to a local computer or connected via a network interface. Printer port—A software interface through which print jobs get directed to either a locally attached print device, or a network-connected print device. Windows XP supports local line printer terminal (LPT), COM (serial), and Universal Serial Bus (USB) ports. It also supports network-connected printer port devices such as the Intel NetPort and the Hewlett-Packard (HP) JetDirect. Print server—A computer that serves as the host for printers that are associated with print devices. Printer driver—Software specific to each print device (designed to run in Windows XP) that translates printing commands into printer language codes for each print device. PCL5 and PostScript are examples of two types of printer languages. Print job—The actual document to be printed along with the necessary print processing command. Print resolution—What determines the quality and smoothness of the text or images that the print device will render. This specification is expressed in dots per inch (dpi). Higher dpi numbers generally result in better print quality. Print spooler—The process (service) that runs in the background of Windows XP that initiates, processes, and distributes print jobs. The spooler saves print jobs into a temporary physical file on disk. Print jobs are then despooled and transferred to the appropriate print device. Print queue—A logical "waiting area" where print jobs are temporarily stored until the print device is available and ready to process each job according to the job's priority level, and according to its order within the queue.

Connecting to Local and Network Printers
After you add a local printer to a Windows XP Professional computer, you have the option of sharing it with other users on the network. To add a local printer to your system, perform these steps: 1. Log on as an administrator or a member of the Administrators group.

and then click Next. Click Next. you may clear the Automatically Detect And Install My Plug And Play Printer checkbox. Click the port you want to use from the Use The Following Port drop-down list. it's always a good idea to make sure that the printer has been set up and is working properly. Click Next to continue. Windows XP Professional automatically installs and properly configures it for you. Simply follow these steps: 1. Click Start|Printers And Faxes to open the Printers And Faxes window. Click Next. 16. Click Next. Click Next. Click the option button labeled A Network Printer. 12. and best practice dictates that the printer name should not contain any spaces or special characters. Click the Add A Printer link from the Printer Tasks pane. 3.2. you also use the Add Printer Wizard from the Printers folder. 9. 4. 6. or diskette with the proper printer drivers from the manufacturer. Log on as an administrator or a member of the Administrators group. Select Connect To This Printer. the Select A Printer Port dialog box appears. 15. Specify whether this printer will be designated as the system's default printer. Enter a share name for the printer. If the printer that you are adding is not Plug and Play compatible. Click the Have Disk button if you have a DVD-ROM. Select the printer Manufacturer and Model. Enter an optional Location name and Comment. . The Add Printer Wizard appears. click the Share Name button if you want to share this printer with the network. Click the Windows Update button to download the latest drivers available from Microsoft's Web site. In the Printer Sharing dialog box. Click the Local Printer button. Click the Add A Printer link from the Printer Tasks pane. CD-ROM. Enter a name for the printer. 6. 14. 8. The Add Printer Wizard appears. 13. Or A Printer Attached To Another Computer. 5. The name should not exceed 31 characters. 4. Click Next. If the printer is Plug and Play compliant. You should strive to use only drivers that have been digitally signed by Microsoft. Click Start|Printers And Faxes to open the Printers And Faxes window. 7. Click Next to continue. Click Finish to exit the Add Printer Wizard. Click Yes and then click Next when prompted to print a test page. 5. and then click Next. Click Next. 10. 3. If the printer is not Plug and Play. it's a good idea to limit the share name to 14 or fewer characters. and to place no spaces within the share name. for compatibility. type in the UNC path for the printer. or click the Create A New Port button and choose the type of port to create from the drop-down list. Follow one of these options: Select Browse For A Printer. To connect to a network printer. 11. 2.

you can use the net use command to connect to network drive shares. If you select an individual print job that is listed. or members of the Print Operators group or the Server Operators group (if the Windows XP print server is a member of a Windows domain). 7. you can Pause. The print queue window itself displays the document name. Connecting to Network Printers via the Command Line As mentioned earlier in this chapter. These older devices should be upgraded to newer HP network interface cards and print devices that support TCP/IP and the standard port monitor. and the port used. CAUTION Windows XP has dropped support for the Data Link Control (DLC) protocol. the number of pages for each print job. the time and date that the job was submitted. Users may manage only their own print jobs. the size of the job. and click Next. Resume. which is used by some older Hewlett-Packard (HP) Jet Direct cards and Jet Direct print server devices. lpt2. Users can also manage other users' print jobs if they have been granted the Allow Manage Documents permission. or Cancel that job by selecting one of these options from the Documents menu. Click Yes or No when prompted to make the printer the system's default. The net use command is the only way to connect client computers that are running MS-DOS to network printers. If you choose to browse for a printer. they get the built-in security principal Creator Owner applied to their user accounts so that they are granted permission to manage documents as well. You can also take the printer offline from the Printer menu. At the time that users print one or more documents. . The syntax is as follows: net use lptx: \\print_server_name\printer_share_name Printer ports lpt1. Members of the Administrators group and members of the Power Users group have permissions to manage print jobs that are listed in the print queue. locate the printer from the Browse For Printer dialog box and then click Next. you manage print jobs by double-clicking the printer icon that you want to work with. the status. the document owner.Select Connect To A Printer On the Internet Or On A Home Or Office Network. Start. you can pause printing or cancel all documents from the Printer menu. Managing Printers and Print Jobs From the Printers And Faxes folder. type in the URL address for the printer. After you have opened the printer's print queue window. You can also use this command to connect to remote printers from a command prompt window. and lpt3 are represented by lptx. Click Finish to exit the Add Printer Wizard. 8. and then click Next. 9. unless they are members of the Administrators group or the Power Users group (if the computer is standalone or a member of a workgroup).

TIP Windows XP print server computers automatically download the correct printer drivers for client computers running Windows 95. as long as the correct drivers have been installed on the print server. Select paper source and quality. Install additional printer drivers for client computers that use different operating systems or different Windows NT CPU platforms. The General Tab From the General tab. Add. The printer Properties dialog box contains six tabs (seven tabs for a color printer): General. The Ports Tab On the Ports tab. or stop sharing the printer. you can configure that printer's settings and options. Security. You can configure many print server settings—such as changing the location of the Spool folder—from the Print Server Properties dialog box. Advanced. and Color Management (for a color printer). Set printing preferences such as portrait or landscape orientation. You can easily configure many of the properties of your Windows XP Professional system as a print server by selecting File|Server Properties from the Printers And Faxes window. Enable bidirectional printing support. Print a test page. Device Settings. Using this dialog box means that you don't have to edit the Registry directly to make changes to your Windows XP print server configuration settings. and Windows XP that connect to the print server. By right-clicking one of the available printer icons in the Printers And Faxes folder and choosing Properties. you can work with the following settings: • • • • Add or modify printer location and comment information. change the network share name. Windows NT. Windows 2000. and delete ports. Sharing. Ports. configure. you have these configuration options: • • • Select a port to print to. .Configuring Print Server and Printer Properties A Windows XP Professional computer becomes a print server when you physically connect a printer to the system and then share that printer with the network. Windows 98/Me. The Sharing Tab The Sharing tab displays the following options: • • Share the printer.

Creator Owner–Allow Manage Documents. print jobs are directed to the first available print device. and Pages Per Sheet). advanced options vary depending upon printer capabilities. The Advanced Tab On the Advanced tab. For a Windows XP computer that is joined to a domain. the default security permissions for printers are as follows: Administrators–Allow Print. and Allow Manage Documents. Spool print jobs and start printing immediately. . Allow Manage Printers. like these: • • • • • • • • • • • • Set time availability limits. and Allow Manage Documents. Enable advanced printing features (such as metafile spooling) and enable advanced options (such as Page Order. you work with scheduling and spooling settings. Everyone–Allow Print. TIP For a Windows XP computer that is not a domain member. do not spool print jobs. Change the printer driver or add a new driver. Retain documents after they have been printed. Take ownership of the printer (similar to taking ownership of NTFS files and folders) via the Owner tab by clicking the Advanced button. Allow Manage Printers. Booklet Printing. Power Users–Allow Print. Everyone–Allow Print. and Allow Manage Documents. Allow Manage Printers. Allow Manage Printers. and Manage Documents. Hold mismatched documents. or Text. View the effective permissions for the printer (similar to viewing the effective permissions for NTFS files and folders) via the Effective Permissions tab by clicking the Advanced button. and Allow Manage Documents. Creator Owner–Allow Manage Documents. Print spooled documents first. Print directly to the printer. Select a different print processor: RAW. which enables you to select two or more identical print devices that are configured as one logical printer. Set up printer auditing (similar to NTFS file and folder access auditing) via the Auditing tab by clicking the Advanced button. Specify a separator page. Manage Printers. or start printing after the last page has spooled. the default security permissions for printers are as follows: Administrators–Allow Print. EMF.• Enable printer pooling. The Security Tab You can configure the following security settings with the Security tab: • • • • Set permissions for users and groups (similar to NTFS file and folder permissions): Allow or Deny the Print. Set print job priority. Set printing defaults. Print Operators and Server Operators–Allow Print.

NET Server print servers by using a Web browser and a URL. instead of connecting via the GUI or via the command line using a UNC path. IIS version 5 or later must be running on the print server computer. http://print_server_name/printer_share_name—This address connects you to the Web page for the print queue folder for the printer that you specify. Windows 2000. . For example. and any installable options such as printer memory settings. You can enter one of two available URLs into your Web browser: • • http://print_server_name/printers—This address connects you to the Web page for the Printers And Faxes folder on the Windows XP print server computer (however.20. IPP gives users the ability to print over an Internet connection. or Windows . The available settings on this tab vary depending on the manufacturer and the model of the printer that you are working with. as shown in Figure 3. fax devices are not displayed in the browser window). Using the Internet Printing Protocol (IPP) Windows XP Professional computers can connect to printers that are attached to Windows XP. IPP works over a corporate intranet or through an Internet connection.The Device Settings Tab The Device Settings tab enables you to configure printer-specific settings. font cartridge settings. many printers enable you to configure paper tray assignments.

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