Chapter 11

Chapter 11:
Installing and Managing Printers
 Learning Objectives
Chapter 11

■ Explain and apply the fundamentals of

Windows 2000 Server printing
■ Install local, network, and Internet
printing services in Windows 2000
Server
■ Configure printing services for all types
of needs
Learning Objectives (continued)
Chapter 11

■ Manage printers and print services

■ Solve common printing problems
 Basic Concepts
Chapter 11

■ 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
■ Print client: A client computer that
generates a print job
Standalone Print Server Devices
Chapter 11

Figure 11-1 Print server devices

 Basic Concepts (continued)
Chapter 11

■ 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.
■ Printer driver: A file containing
information needed to control a specific
printer, implementing customized printer
control codes, font, and style
information.
 Printing Stages
Chapter 11

P r in t f ile is g e n e r a te d
a t t h e u s e r 's
w o rk s ta tio n

F ile is p r in te d a f te r f ir s t
U s e r 's p r i n t f i l e s e n t t o p a g e is r e c e iv e d o r
n e tw o r k p r in te r s h a r e a f te r a ll o f f ile is
r e c e iv e d

W h e n its tu r n c o m e s ,
P r in t f ile is s p o o le d a t
th e p r in t f ile is s e n t to
th e p r in te r s h a r e ( s u c h
th e p r in te r a lo n g w ith
a s a W in d o w s 2 0 0 0 f ile
c o n f ig u r a tio n
s e rv e r o r n e tw o rk
in fo rm a tio n fro m
w o r k s ta tio n )
p r in te r d r iv e r

Figure 11-2 Printing stages

 How Network Printing Works
Chapter 11

■ A software application creates a print

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

■ The print file is transmitted to the Server

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

■ 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)
■ When the file is completely formatted
the print monitor sends the print file
from the spooler to the printer
 Design Tip
Chapter 11
■ 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.
 How Internet Printing Works
Chapter 11

■ When an application generates a print file,

the file is processed through the client’s
browser, which works with the GDI
■ The browser makes a remote procedure call
(using the HTTP and IPP protocols) to the
Internet Information Services (IIS) in
Windows 2000 Server
■ The IIS transfers the print file to the regular
Windows 2000 Print Spool service
 Print Job Data Type
Chapter 11

■ 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
 Data Types
Chapter 11

■ RAW: Used with MS-DOS, Windows

3.x, and UNIX
■ RAW with FF appended: Puts a form
feed code at the end of the print file
■ 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
 Data Types
Chapter 11

■ TEXT: Used for ANSI-type files, such as

from older word processors and text
editors
■ Enhanced Metafile (EMF): Used for
Windows-based print files that use GDI at
the client
■ PSCRIPT1: Used to translate Macintosh
Postscript formatted files to non-
Postscript
 Print Monitors
Chapter 11

■ Local port: sends print jobs to a local

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

■ 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
■ AppleTalk Printing Devices Port: used
for Macintosh clients that communicate
via the AppleTalk protocol to PostScript
LaserWriter-type printers
 Print Monitors (continued)
Chapter 11

■ Pjlmon.dll and Usbmon.dll: monitors

that you install manually and that are
used for bidirectional printers and
printers attached to USB ports
 Windows 2000 Server
Print Monitors Chapter 11
Print Monitor File(s)

Local Localmon.dll

Standard TCP/IP printing Ipmontr.dll and Tcpmon.dll

Line printer (LPR) Lprmon.dll and Lpr.exe

Hewlett-Packard older JetDirect cards Hpmon.dll

Macintosh Sfmmon.dll

Printer job language (PJL) for bidirectional printers Pjlmon.dll

USB printer ports Usbmon.dll

Table 11-1 Windows 2000 Server Print Monitors

 Sample Candidates That Can
Host a Shared Printer Chapter 11

■ Windows 2000 Server and Professional

■ Windows NT Server and Workstation
■ Windows 98
■ Windows 95
 Printer Sharing
Chapter 11

L a s e r p r in te r c o n n e c te d
b y a p rin t s e rv e r c a r d

W o r k s ta tio n W o rk s ta tio n

E th e rn e t

W o rk s ta tio n
W in d o w s 2 0 0 0 s e rv e r

Figure 11-3 Shared network printers

 Printer Installation
Chapter 11

■ Depending on the level of Plug and Play

sophistication, a printer can be installed
in one of several ways, such as:
◆ Automatic or manual detection (or a
combination of both) using the
Add/Remove Hardware Wizard
◆ Automatic or manual detection (or a
combination of both) using the Add Printer
Wizard
 Detecting a Newly
Connected Printer Chapter 11

Figure 11-4 Add/Remove Hardware Wizard detecting the printer

Configuring a Local Printer via
the Add Printer Wizard Chapter 11

Figure 11-5 Setting up a local printer

 Troubleshooting Tip
Chapter 11

■ If a Plug and Play compatible printer is

not automatically detected, make sure
that the Plug and Play service is started
 Configuring a Print Monitor
Chapter 11

■ 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:
◆ AppleTalk Printing Devices
◆ Hewlett-Packard Network Port
◆ Local Port
◆ Standard TCP/IP Port
 Selecting the Type of Printer
Chapter 11

■ Also during the manual installation

process, you can specify the
manufacturer and model of printer in
order to select the right printer driver
Selecting the Type of
Printer (continued) Chapter 11

Figure 11-6 Entering the type of printer

 Specifying a Printer Name and
Printer Share Name Chapter 11

■ During a manual installation, you can

specify a printer name and a printer
share name
Entering a Printer Share Name
Chapter 11

Figure 11-7 Creating a shared printer

 Printer and Printer Share
Name Guidelines Chapter 11

■ Compose names that are easily

understood and spelled by those who will
use the printer
■ Include a room number, floor, or
workstation name to help identify where
the printer is located
■ Include descriptive information about the
printer, such as the type, manufacturer,
or model
 Review of the Setup Parameters
Chapter 11

■ When you manually set up a printer,

there is the option to review setup
parameters
Review of the Setup Parameters
(continued) Chapter 11

Figure 11-8 Printer setup summary

 Printer Properties
Chapter 11

■ After a printer is set up you can manage

the printer’s properties that include:
◆ General printer information
◆ Printer sharing
◆ Printer port setup
◆ Printer scheduling and advanced options
◆ Security
◆ Device settings
 General Printer Properties
Chapter 11

■ The general printer properties include:

◆ The printer name
◆ The printer location
◆ A descriptive comment about the printer
◆ The printer model
◆ The printer’s features
General Printer Properties
(continued) Chapter 11

Figure 11-9 Printer Properties General tab

 Sharing Properties
Chapter 11

■ The sharing tab is used to:

◆ Enable or disable sharing
◆ Specify the share name
◆ Publish the printer in the Active Directory (if the
Active Directory is installed)
◆ Install additional drivers for clients other than
Windows 2000
Sharing Properties (continued)
Chapter 11

Figure 11-10 Configuring printer sharing

 Port Properties
Chapter 11

■ The Ports tab enables you to:

◆ Associate a printer with a port
◆ Set up printer pooling
◆ Enable bidirectional printing
◆ Add a new port, such as a print monitor
◆ Remove a port
◆ 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)
 Printer Pooling
Chapter 11

■ Printer pooling: Linking two or more

identical printers with one printer setup
or printer share
 Configuring Ports
Chapter 11

Figure 11-11 Configuring printer ports

 Troubleshooting Tip
Chapter 11

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

Figure 11-12 Advanced printer properties

 Troubleshooting Tip
Chapter 11

■ If pages are intermixing from different

printouts try selecting the option, Start
printing after last page is spooled
 Troubleshooting Tip
Chapter 11

■ 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
 Separator Page files
Chapter 11

■ Sysprint.sep: used for PostScript-only

printers
■ Pcl.sep: used to print in Printer Control
Language (PCL) for printers that can do
either PCL or PostScript
■ Pscript.sep: used to print in PostScript
for printers that can do either PCL or
PostScript
 Separator Page
Customization Codes Chapter 11
Control Code Result

\ Indicates that the file is a separator page file and must be first character

in the first line of the file

\B\M Double-width block printing until turned off by \U

\B\S Single-width block printing until turned off by \U

\D Includes the date and time of the print job

\E End of file marker or can be used to begin a new separator page when

there are more than one

\Fpath Prints a text file located in the path designation

Table 11-2 Separator Page Customization Codes

 Separator Page Customization
Codes (continued) Chapter 11
Control Code Result

\Hnn Sends the printer control code nn to the printer, but you need to read the

printer documentation to find out what control codes can be used

\I Includes the ID or job number of the print job

\Lmno Continuously prints one or more characters as specified, such as mno,

until the next control code is found in the separator file

\N Includes the name of the person who sent the print file

\n Skips n lines to enable formatting the separator page

\U Stops single- or double-wide block printing

 Design Tip
Chapter 11

■ Use separator and banner pages

sparingly because they can add to
paper costs
 Security Properties
Chapter 11

■ The printer Properties Security tab

enables you set up:
◆ Printerpermissions
◆ Special permissions
◆ Auditing
◆ Ownership
 Printer Share Permissions
Chapter 11
Share Permission Access Capability

Print Users can connect to the shared printer, send print jobs, and

manage their own print requests (such as to pause, restart,

resume, or cancel a print job).

Manage Documents Users can connect to the shared printer, send print jobs, and

manage any print job sent (including jobs sent by other users).

Manage Printers Users have complete access to a printer share including the

ability to change permissions, turn off sharing, configure printer

properties, and delete the share.

Table 11-3 Printer Share Permissions

Security Properties (continued)
Chapter 11

Figure 11-13 Configuring security

 Printer Events That
Can Be Audited Chapter 11

■ The successful or failed activities that

can be audited are:
◆ Print
jobs
◆ Manage printers
◆ Manage documents
◆ Read printer share permissions
◆ Change printer share permissions
◆ Take ownership of the printer
 Design Tip
Chapter 11

■ 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
 Printer Device Properties
Chapter 11

■ The Device Settings tab in the printer

Properties is used to configure:
◆ Printer trays
◆ Printer memory
◆ Paper size
◆ Fonts
◆ Specialized features of a printer
 Printer Device
Properties (continued) Chapter 11

Figure 11-14 Configuring printer device settings

 Troubleshooting Tip
Chapter 11

■ If a PostScript printer seems slow, use

the Device Settings tab in that printer’s
properties to set up virtual memory for
the printer
 Configuring a Nonlocal or
Internet Printer Chapter 11

■ You can set up and even manage a printer

that is not physically connected to the server
by:
◆ Starting the Add Printer Wizard and selecting
to configure a network printer
◆ Locating the printer on the network or
through the Internet (or specifying the
printer’s name or URL)
◆ Completing the steps as prompted by the
Wizard
 Configuring a Printer by IP and
MAC Addresses Chapter 11
■ Configure print server cards by using the IP
and MAC address to identify the card:
◆ Start the Add Printer Wizard
◆ Select to install a local printer without PnP
◆ Select to create a new port and use the
Standard TCP/IP Port option
◆ Specify the print server’s IP address
◆ Specify the type of print server
◆ Complete the remaining steps under the
guidance of the Wizard
Configuring a Printer by IP and
MAC Addresses (continued) Chapter 11

Figure 11-15 Configuring a TCP/IP port

Configuring a Printer by IP and
MAC Addresses (continued) Chapter 11

Figure 11-16 The new TCP/IP port

 Design Tip
Chapter 11

■ If you are configuring a print server that

is a mainframe, UNIX, or other similar
computer, use the LPR print monitor in
the setup
 Managing a Printer
Chapter 11

■ You can manage a printer in the

Printers folder through its icon
■ Example activities that you can manage
are:
◆ To make a printer the default
◆ To pause a printer
◆ To set printing preferences
◆ To configure the printer’s properties
Managing a Printer (continued)
Chapter 11

Figure 11-17 Designating a default printer

 Managing Print Documents
Chapter 11

■ You can also manage documents sent

to a printer by opening that printer’s
icon in the Printers folder
■ Example activities that you can manage
include:
◆ Pausing a print job
◆ Restarting a print job
◆ Viewing the properties of a print job
(including resetting the priority of the hob)
 Troubleshooting Tip
Chapter 11

■ If a printer malfunctions, move the jobs

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

■ 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 Summary
Chapter 11

■ A Windows 2000 Server can be turned

into a print server to manage printers
connected to it and shared printers
connected to other computers
■ Learn how to use the appropriate print
monitors and data types for specific
kinds of printer setups
 Chapter Summary
Chapter 11

■ A new printer can be installed using the

Add/Remove Hardware Wizard, the Add
Printer Wizard, or both
■ 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 Summary
Chapter 11

■ 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