COMPUTER SYSTEMS

SERVICING
SECOND SEMESTER
1ST QUARTER
WEEK 5 - MODULE 5

1
 IN THIS CHAPTER

» Understanding printer connections

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» Maintaining a printer

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» Managing printer jobs

» Controlling the printer driver

» Canceling printing

» Dealing with output ugliness

» Unjamming

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CKDSWHUb 5
Printer Problems

P
rinters are really their own computers, which means that they feature their
own set of problems. Your computer is simply a visitor to the printer’s
realm, whether the printer is attached directly or available on a network.
zhe computer passes oĵ a document to print, and the printer prints the docu-
ment. And along the way, various things can and do go wrong.

Between the Computer and Printer

Computers and printers may not hate each other, though it seems like they have
a mutual distrustɯɠ like they were once married or shared a political debate pro-
gram on a cable news channel. The evidence is clear: Try to print something and
experience the woe of the PC and printer being stubborn.

2
Connecting a printer
Like most computer peripherals, connecting a printer to a PC involves hardware
and software steps.

For hardware, connect the printer to the computer. Use a USB cable for a direct
connection, or you can access any printer that’s connectedɯɠ wired or wirelesslyɯɠ
to the PC’s current network.

The software steps to connect a printer to a Windows 10 PC are as follows:

1. There are no steps.

Unlike in the old days, the process for connecting a computer and printer just
happens.

Years ago, you had to obtain (or write yourself) the software that forced the printer
and PC to communicate. Yep: I’ve been around long enough that I not only had to
hunt for a printer driver for each program, but I’ve written printer drivers (soft-
ware) using skills concealed in books.

Today, Windows instantly recognizes any printer directly connected to the PC, as
well as any printer available on the network.

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Connecting a printer manually

To physically connect a computer and printer, the printer must somehow be
attached to the computer.

To directly attach a printer, use a USB cable. One end plugs into the printer, and
the other into the PC.

To connect a network printer, attach the network cable to the printer. Use the
printer’s control panel to make the wireless connection, choosing the Wi-Fi net-
work and typing in the network password.

3
 Oh, and printers also plug into the wall.

To conĸrm that the printer is connected and available in Windows, follow these
steps:

1. 3UHVV:LQ+I to conjure the Settings app.

2. Choose Devices.

3. Ensure that Printers & Scanners is chosen from the left side of the
window.

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Printer Problems
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If the printer doesn’t show up, you can add it directly: Click the Add a Printer or
Scanner button, and obey the directions onscreen. If that technique fails, check
to ensure that the printer is on and connected to the PC.ɯFor a network printer,
ensure that the network is operating properly and that the PC is using the same
network. See ChapterɯȰɯin this minibook for details on diagnosing network trouble.

Beyond the Settings app, another place to peruse not only printers but all PC hard-
ware is the Devices and Printers window, which dwells in the Control Panel’s

4
domain.

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RI DYDiODEOe Srinters EXt ZKen itȇs R΍ nRtKinJ Srints

» Printers GRnȇt FRPe ZitK 86B FDEOes

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FDEOe TKRse Srinters GiGnȇt FRPe ZitK FDEOes eitKer

Sharing the printer

The best way to add a printer to your home or oĶce is to connect it directly to the
network. Most printers sold today feature a network connection: wired, wireless,
or both. Once connected, a network printer is available to all Windows 10 PCs that
use the same network.

Another way to share a printer is to connect it to a PC and then use Windows to

Ĺag the printer for sharing. This method is a bit old-fashioned, but it still works.
Obey these directions to share a printer directly connected to your PC:

1. 3UHVV:LQ+I to bring up the Settings app.

2. Choose Devices.

3. Select the printer from the list.

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You can’t really tell that a printer directly connected to your PC is shared on the
networkɯɠ unless you visit the Setwork window on another PC and see its icon
listed, similar to what’s shown in Figureɯ5-Ȫ.

5
 To view the Setwork window, press Win+E to bring up a File Explorer window.
Choose Setwork from the items listed on the left side of the window.

The resources shown, such as the printer illustrated in Figureɯ5-Ȫ, aren’t tied to
any speciĸc PC.ɯIf you open your own PC, however, such as ES™O, shown in the
ĸgure, you can conĸrm that the attached printer is shared, as shown in the right
in Figureɯ5-Ȫ.

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Printer Problems
Both your computer and the printer must be on for other computers on the net-
work to access and use the printer. This is why it’s a better idea to connect the
printer directly to the network and keep it on all the time.

Controlling the printer

All printers feature a control panel. The more advanced the printer, the more
sophisticated its control panel. Low-end printers might have a couple of buttons
and some lights. A printer that also serves as a scanner, copier, and fax might
have a touchscreen interface with fancy graphics and online help. Additionally,
the printer software in Windows may oĵer control over its features, such as scan-
ning and faxing, or provide feedback for a paper jam or low ink levels.

If your printer doesn’t have a control program or app, you can install one from the
Windows Store. Obey these directions:

1. 3UHVV:LQ+I.

2. In the Settings app, choose Devices.

6
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When the app is installed, you can use it to control or gather information about
the printer.

To open the printer’s app, repeat Steps 1 through 3ɯin this section, but in Step 4
click the Manage button. On the Printer’s page, click the Open Printer App button.

In Figureɯ5-3, you see the printer app for a 6ewlett-Packard all-in-one printer. It
shows the printer status, ink levels, and features buttons to control the features.

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tR FDnFeO D Srint MRE 6ee tKe ODter seFtiRn ȊCDnFeOinJ D Srint MREȋ

» 6RPe ROGer Srinters PD\ IeDtXre Dn on-line or select EXtton Ζt FontroOs

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notKinJ FDn Ee SrinteG

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soItZDre PeDns tKDt \oX FDnȇt sFDn FoS\ or ID[ IroP ZitKin :inGoZs <oX
FDn stiOO Xse tKe Srinterȇs FontroO SDneO GireFtO\ to SerIorP tKese tDsNs

Disconnecting a printer
You can unplug a USB printer from a computer at any time. Doing so doesn’t
uninstall the printer’s software, but it does make the printer unavailable, also to
any network computers that try to access it.

I can’t think of any reason to disconnect a network printer, or to direct a wireless

network printer to forget its network.

7
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A Srinter DSS

For the most part, disconnecting a printer means to remove the printer’s driver.
This solution might be necessary if the existing driver is bad and Windows won’t
reinstall the driver or update to a newer driver. To remove a print driver, see the

Printer Problems
later section “Removing or resetting the printer driver.”

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spooling )or OoZenG Srinters sSooOinJ tDNes SODFe on tKe PC KiJKenG
Srinters IeDtXre tKeir oZn PePor\ so sSooOinJ tDNes SODFe on tKe GeYiFe TKe
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SrintinJ SroFess DnG Srint MoEs

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sDYinJ enerJ\ or \oX MXst Gonȇt Srint tKDt oIten tXrn o΍ tKe Srinter

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Printers require their own resources to operate successfully: ink and paper. You
can’t print without one or the other.

8
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SrintinJ SKoto SDSer eYen SDSer Ior ironon trDnsIers to TsKirts

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tKe SrintinJ PeFKDnisP OYerO\ tKiFN SDSer stoFN is DOso Srone to MDP D
Srinter

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DttePSt to Srint ZitK Dn ePSt\ inN FDrtriGJe

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TKese Dre tKe sXEtrDFtiYe FoOors Ds oSSoseG to tKe Pore IDPiOiDr DGGitiYe
FoOors reG EOXe DnG Jreen 6oPe SKoto Srinters PD\ DGG seFonG \eOOoZ DnG
PDJentD inNs

» <es Srinter inN is e[SensiYe

» One triFN \oX FDn tr\ ZitK toner is to roFN tKe FDrtriGJe Dt tKe ȴrst OoZ toner
ZDrninJ RePoYe tKe toner IroP tKe Srinter DnG tKen XsinJ EotK KDnGs sKiIt
tKe inN JentO\ EDFN DnG IortK <oX FDn Jet D IeZ e[trD SDJes IroP tKe toner
EXt \oX PXst reSODFe it Dt tKe ne[t ZDrninJ

Feeding envelopes
Most printers have an envelope slot, feeder, or tray. The better printers even let
you stack up envelopes for mass mailings. Finding the tray is the ĸrst step in
printing an envelope. The second step is to ensure that the envelope is properly
oriented.

Somewhere on the manual feed tray you’ll ĸnd icons for envelope orientation.
6eed them.

When the printer lacks icons, print a sample envelope and see where the address
shows up. This trick helps you determine how to orient the envelope, though you
may have to complete one or two more sample runs before you get the orientation
just right.

After working through envelope orientation, your next task is getting your soft-
ware to print an envelope. It’s not as diĶcult as it sounds: An envelope is merely
a sheet of paperɕ one of a speciĸc size. Use the Page Setup dialog box to choose the
envelope size from the list of paper sizes. Ta-da! Just format the envelope “docu-
ment” accordingly and then print.

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PDssiYe nXPEer oI enYeOoSes to Ee sKot tKroXJK tKe Srinter Dt D tiPe

9
 » 6oPe DSSOiFDtions sXFK Ds 0iFrosoIt :orG IeDtXre Dn EnYeOoSe FoPPDnG
ZKiFK FDn Ee XseG to Srint D sinJOe enYeOoSe or Pore

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Srinter Xses KeDt to IXse tKe toner to tKe SDSer tKe KeDt FDn DOso seDO Dn
ePSt\ enYeOoSe

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on seOeFtinJ SDSer si]e

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You may access the printer in various programs, but it’s Windows that does the
work. The goal is consistency: Printing in every program is like saving and open-
ing ĸles. You don’t need to learn new tricks, but you may not know all the tricks.

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Because Windows handles all printing duties for you, the printing procedure works
basically the same way in every program: Press Ctrl+P to summon the traditional
Print dialog box or newer Print screen. Both items are illustrated in Figureɯ5-4.

Printer Problems

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10
Both locations oĵer the same control and details. The Print screen has the bonus
of a print preview window, which is otherwise a separate command for programs
that feature a Print dialog box. (Usually it’s the File ➪ Print Preview command.)

The printing process works like this:

1. Save your document.

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2. Press Ctrl+3WRVXPPRQWKH3ULQWGLDORJER[RU3ULQWVFUHHQ

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FOiFN tKe )iOe tDE or OɝFe EXtton CKoose Print

3. Select a printer.

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ȵDJJeG ZitK D Jreen FKeFN PDrN iFon iOOXstrDteG in )iJXreb5 6ee tKe ODter seF
tion Ȋ6ettinJ tKe GeIDXOt Srinterȋ

4. Choose the number of copies.

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5. Select the page range.

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6. Set other options.

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tKe PDJe 6etXS GiDOoJ Eo[ 6ee tKe IoOOoZinJ seFtion

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The document spews forth from the printer. Or, if something else happens, see
the later section “Printer Problems and Solutions.”

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Ior tKe SrintinJ SroFess to Ee sXFFessIXO

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GoFXPent Print onO\ ZKen eYer\tKinJ is reDG\ to Srint

11
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te[t or sSeFiȴF SDJes or D rDnJe oI SDJes 6eSDrDte inGiYiGXDO SDJes ZitK
FoPPDs D rDnJe oI SDJes ZitK D K\SKen )or e[DPSOe

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GoFXPent Dre SrinteG

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DnG tKen Srint DOO eYen SDJes

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GoFXPents Drenȇt FoOODteG DOO tKe ȴrst SDJes Srint DnG tKen DOO tKe seFonG
SDJes DnG so on

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is oXt oI SDSer PC stDnGs Ior PDSer CDrtriGJe DnG Load Letter PeDns to
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Printer Problems
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tKe sFreen CDOOeG D screen dump, DIter \oX SresseG tKDt Print 6Freen Ne\ eYer\ FKDrDF
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sinFe tKe PC Zent JrDSKiFDO in tKe eDrO\ s

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:Ken \oX Sress tKe Ne\ D snDSsKot oI tKe GesNtoS is tDNen TKe JrDSKiFDO iPDJe is
storeG in tKe :inGoZs FOiSEoDrG DnG \oX FDn SDste it into Dn\ GoFXPent tKDt DFFeSts
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oI onO\ tKe FXrrent ZinGoZ

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iPDJe into D JrDSKiFs SroJrDP sXFK Ds PDint DnG tKen Srint tKe iPDJe IroP tKDt
SroJrDP

12
 8VLQJWKH3DJH6HWXSGLDORJER[
A companion to the Print dialog box is the Page Setup dialog box. Its purpose is
to set the page margins, paper size, orientation, and other page-level formatting
items. These options are part of the printing processɯɠ speciĸcally, dealing with
the paper. A typical Page Setup dialog box is shown in Figureɯ5-5.

To access the Page Setup dialog box, choose File ➪ Page Setup. In some programs,
look for the Page Setup command on the File tab. In Microsoft OĶce applications,
page setup options are found on the Layout tab.

6ere are the items you can set in the Page Setup dialog box, each of which relates
to some aspect of printing:

Margins: TKis oStion sets tKe Srint DreD OeDYinJ sSDFe neDr tKe eGJe oI tKe SDSer
6oPe Srinters FDnnot Srint to tKe IXOO eGJe oI tKe SDJe so set tKe PDrJins in D Eit
not onO\ to PDNe tKe SrinteG SDJe OooN JooG EXt DOso to SreYent SrintinJ errors

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si]eȋ is YirtXDO OnO\ ZKen \oX Srint Goes tKe SDSer si]e EeFoPe iPSortDnt AnG
tKebSrinter GXtiIXOO\ OooNs Ior tKe riJKt SDSer si]e DnG PD\ reIXse to Srint on
DnotKer SDSer si]ebȃ XnOess \oX Xse D Ȋ6KrinN to ȴtȋ oStion iI DYDiODEOe in tKe
PrintbGiDOoJ Eo[

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6etXS GiDOoJ Eo[

13
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Dn\tKinJ TKe Srinter DXtoPDtiFDOO\ Srints in SortrDit or ODnGsFDSe orientDtion \oX
Gonȇt neeG to FKDnJe tKe SDSer trD\

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FKosen in tKe PDJe 6etXS GiDOoJ Eo[ not in tKe Print GiDOoJ Eo[ An e[DPSOe oI
XsinJ tKis IeDtXre is D Srinter stoFNeG ZitK SODin SDSer in TrD\  DnG FoPSDn\
OetterKeDG in TrD\ 2

Settings and options present in the Page Setup dialog box relate directly to which-
ever printer you’ve selected as the default. To use another printer’s features, such
as a speciĸc paper tray, choose that printer in the Print dialog box, but do not
printɌ Then use the Page Setup dialog box to set options speciĸc for that printer,
such as paper size and paper trays.

» A Print GiDOoJ Eo[ PiJKt sKDre soPe oI tKe sDPe settinJs Ds tKe PDJe 6etXS
GiDOoJ Eo[

» 6oPe Print GiDOoJ Eo[es KDYe D EXtton or OinN to tKe PDJe 6etXS GiDOoJ Eo[

» A IeZ Srinters FDn Srint on Dn entire sKeet oI SDSer in ZKiFK FDse \oX FDn set
tKe SDJe PDrJins to ]ero DOO DroXnG OtKerZise tKe Srinter reTXires D
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ΖnIorPDtion FDnnot Ee SrinteG on tKDt KDOIinFK

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Printer Problems
 inFKes Ds ZeOO Ds EXroSeDn A si]e SDSer 8se DGMXstPents on tKe SDSer
trD\ to FKDnJe tKe si]e

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si]e )XrtKer \oX PXst set tKe SDSer si]e in tKe PDJe 6etXS GiDOoJ Eo[ AIter
\oX FoPSOete EotK steSs tKe Srinter JenerDtes tKe oXtSXt \oX Gesire

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XseG IreTXentO\ Ior OoDGinJ sSeFiDO SDSer sXFK Ds enYeOoSes AOO Srinters Xse
tKe sOot DXtoPDtiFDOO\ ZKen SDSer is Sresent tKoXJK tKe PDSer 6oXrFe settinJ
in tKe Print 6etXS GiDOoJ Eo[ FDn oYerriGe tKis IeDtXre

» :Ken \oX FKoose DnotKer SDSer si]e in tKe PDJe 6etXS GiDOoJ Eo[ Gonȇt
IorJet to stoFN \oXr Srinter ZitK tKe neZ SDSer si]e TKe Srinterȇs GisSOD\ PD\
rePinG \oX oI tKe SDSer sZDS or it PD\ not

14
Setting the default printer
The default printer is the one that Windows uses automatically. It’s preset in
the Print dialog box and assumed as the printing output device for all programs.
For any quick-print commands, such as the Print button in Microsoft OĶce, the
default printer is the one selected automatically.

In earlier versions of Windows, the default printer was either the ĸrst printer
installed or chosen speciĸcally. In Windows 10, you can direct Windows to choose
a default printer, which is the last printer used. To control that setting, follow
these steps:

1. 3UHVV:LQ+I.

2. In the Settings app, choose Devices.

3. Ensure that Printers & Scanners is chosen on the left side of the window.

4. Scroll down the right side of the window to locate the Default Printer
item.

5. 6HWWKHPDVWHUFRQWUROWRJJOHWRWKH2QSRVLWLRQWRGLUHFW:LQGRZVWRVHW
the default printer as the last printer used.

If you’d rather set a default printer yourself, ensure that the toggle is set to the Oĵ
position in Step 5, and then continue with these steps:

6. &OLFNWKH'HYLFHVDQG3ULQWHUVOLQN

TKe OinN is IoXnG on tKe EottoP oI tKe riJKt siGe oI tKe 6ettinJs DSS ZinGoZ
ZorN tKroXJK 6teSs  tKroXJK bin tKis seFtion

7. ΖQWKH'HYLFHVDQG3ULQWHUVZLQGRZULJKWFOLFNRQWKHSULQWHU\RXZDQWDV
the default.

TKe 'eYiFes DnG Printers ZinGoZ is iOOXstrDteG in )iJXreb5 Ζtȇs SDrt oI tKe
ControO PDneO

8. Choose Set As Default.

ΖI \oX GiGnȇt reset tKe PDster FontroO toJJOe in 6teS 5 \oX see D ZDrninJ COiFN
OK to set tKe GeIDXOt Srinter ZrestinJ FontroO DZD\ IroP :inGoZs

The default printer features a green check mark on its icon, as shown in Figureɯ5-6.
This icon appears on at least one of the printers shown on the Device and Printers
screen. If not, Windows is setting the last-used printer as the default.

15
 )Ζ*85(bb
TKe 'eYiFes DnG
Printers sFreen

Printer Problems
You can choose any printer when you print. The default is preset; otherwise, you
choose a printer in the Print dialog box. You must remember to do so in the Print
dialog box before you click the Print button.

:RUNLQJZLWKSULQWMREV
When you print something in Windows, you create a print job. The program hands
oĵ information to the Windows print spooler service, which communicates with
the printer, sending the document along directly or over the network. Once at the
printer, the job prints as fast as the printer can go.

A typical print job might print quickly, depending on how much printer memory
is available. Multiple jobs stack in a printer queue, with each job printing one after
the other. To view the queue, open the Printer’s window. 6eed these directions:

1. 3UHVV:LQ+I to bring up the Settings app.

2. Choose Devices.

16
 3. :LWK3ULQWHUV 6FDQQHUVVHOHFWHGRQWKHOHIWVLGHRIWKHZLQGRZFOLFNWR
select a printer on the right side of the window.

4. &OLFNWKH2SHQ4XHXHEXWWRQ

TKe TXeXe ZinGoZ DSSeDrs sKoZinJ SenGinJ Srint MoEs iI Dn\ siPiODr to
)iJXreb5

)Ζ*85(bb
Print MoEs ZDitinJ
in tKe TXeXe

When jobs appear in the queue, you can control them in the printer’s queue win-
dow: Click to select a job, and then use the Document menu to pause or cancel a
job. You can also resume or restart a print job.

For example, if the printer is oķine or malfunctioning, select a print job and
choose Document, Pause. Fix the printer, and then choose Document, Resume to
continue printing.

» HonestO\ SrintinJ tDNes SODFe so TXiFNO\ tKDt tKe Srinter TXeXe ZinGoZ is
Srett\ PXFK D XseOess tooO in :inGoZs

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GoZn in tKe Oist

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FOiFNbonbȃ tKe Zee Srinter iFon tKDt DSSeDrs in tKe notiȴFDtion DreD on tKe
tDsNEDr TKis iFon sKoZn in tKe PDrJin YDnisKes ZKen tKe Srinter TXeXe is
ePSt\

» Ζn DGGition to tKe Srint TXeXe ZinGoZ \oX PD\ see tKe Srinterȇs DSS DSSeDr
ZKiOe SrintinJ 'eSenGinJ on tKe DSS it FDn DOso Ee XseG to FontroO Srint MoEs
in tKe TXeXe

17
 Canceling a print job
The best way to cancel a print job is to go to the printer itself. Press (or tap) the
Cancel button on the printer’s control panel. Printing stops almost immediately. If
not, one or two pages may continue to print, but then printing stops.

The only time printing continues is if more print jobs are in the queue. Refer to the
preceding section for information on viewing the queue and killing oĵ print jobs.

» )or D Srinter ZitKoXt D CDnFeO EXtton tDNe tKe Srinter o΍Oine Press tKe
OnOine or 6eOeFt EXtton A IeZ Oines or SDJes PD\ FontinXe to Srint EXt
eYentXDOO\ tKe Srinter stoSs RePoYe tKe ODst sKeet oI SDSer iI neFessDr\
TKen reset tKe Srinter or iI tKe Srinter ODFNs D Reset EXtton tXrn it o΍

» /ooN Dt \oXr Srinter noZ to OoFDte tKe CDnFeO EXtton Ζt sKoXOG Ee oEYioXs not
on D PenX or KiGGen on D seFret SDneO TKe EXtton IeDtXres D reG ; iFon

Printer Driver Duties

As Lord Commander of your computer, Windows rules the printer. It tells the
printer what to do, sending oĵ commands and instructions that result in hard

Printer Problems
copy. The software minion that carries out the orders is called a printer driver.

&KHFNLQJWKHSULQWHUGULYHU
To resolve some printer issues, you might want to conĸrm that the printer is
using the proper driver. To do so, follow these directions:

1. 7DSWKH:LQGRZVNH\

2. Type GeYiFes DnG Srinters

:Ken \oX see tKe entr\ 'eYiFes DnG Printers ControO PDneO \oX FDn stoS
t\SinJ

3. Choose the Devices and Printers Control Panel item in the search
UHVXOWVbOLVW

TKe 'eYiFes DnG Printers Sortion oI tKe ControO PDneO ZinGoZ DSSeDrs

4. 5LJKWFOLFNRQDSULQWHULFRQDQGFKRRVHWKH3URSHUWLHVFRPPDQGIURP
the shortcut menu.

18
 5. ΖQWKHSULQWHUȇV3URSHUWLHVGLDORJER[FOLFNWKH$GYDQFHGWDE

TKe AGYDnFeG tDE in tKe Srinterȇs ProSerties GiDOoJ Eo[ Oists tKe FXrrent GriYer
DssoFiDteG ZitK tKe Srinter siPiODr to tKe one sKoZn in )iJXreb5

)Ζ*85(bb
CKeFNinJ tKe
Srinter GriYer

The printer driver name (refer to Figureɯ5-Ȱ) may not exactly match the name of
the printer, but it should be close. If not, you can use that menu to choose another,
installed driver.

Use the Sew Driver button to peruse options for selecting a better printer driver.
This procedure may help you resolve issues where a printer function, such as duplex
(two-sided) printing, may not be recognized or available in a Print dialog box.

You can also visit the printer manufacturer’s website to check for new or updated
driver software. Conĸrm the driver version number in Windows ĸrst, and then
visit the website to look for software updates in the website’s Downloads area.

Also see the later section “Removing or resetting the printer driver.”

19
 Browsing all printer drivers
Windows treats printer drivers diĵerently from other hardware device driv-
ers. That’s probably because, of all the hardware you can potentially attach to
a PC, printers have the most variety. Further, printers are categorized by brand:
6ewlett-Packard, Epson, Canon, and so on. One generic printer driver can handle
most printers for a speciĸc brand.

Due to the unique nature of printer hardware and software, Windows features a
special, secret location for managing printersɯɠ the Print Management console,
shown in Figureɯ5-9. This window lists not only printers but also their drivers,
and it gives you access to the various printer queues.

Printer Problems
)Ζ*85(bb
The Print
0DnDJePent
FonsoOe

To visit the Print Management console, obey these steps:

1. 7DSWKH:LQGRZVNH\

2. Type Srint PDnDJePent

<oX Gonȇt neeG to t\Se EotK ZorGs Ds soon Ds \oX see tKe Print 0DnDJePent
GesNtoS DSS DSSeDr in tKe seDrFK resXOts Oist \oXȇre JooG

3. &KRRVHWKH3ULQW0DQDJHPHQWGHVNWRSDSSWRRSHQLW

The All Drivers part of the window (refer to Figureɯ5-9) lists all printer drivers
available to Windows. The list includes drivers for local, network, and virtual
printers. The list doesn’t allow you to update the drivers, though you can use
the Actions portion of the console window to remove a driver package. Instead, I
recommend that you update or remove a printer driver per the directions oĵered
in the next section.

20
 Removing or resetting the printer driver
Changing or updating a printer driver is one sureĸre way to cure those frustrating,
otherwise-impossible-to-solve printer problems. And the easiest way to remove
or reset a printer driver is to remove the printer and then reinstall it. Follow these
steps:

1. Summon the Devices and Printers window.

TDS the :inGoZs Ne\ DnG t\Se devices and printers Choose thDt iteP IroP
the seDrFh resXOts to Yisit this ControO PDneO iteP

2. Select the printer.

3. &OLFNWKH5HPRYH'HYLFHEXWWRQ

4. &OLFN<HVWRFRQȴUP

The Srinter is XninstDOOeG )Xrther its GriYer is rePoYeG

5. &OLFNWKH$GG$3ULQWHUEXWWRQ

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the eDrOier seFtion ȊConneFtinJ D Srinter PDnXDOO\ȋ

You don’t need to follow these steps to update a printer driver. That process takes
place automatically. The Windows Update service checks for and downloads new
printer driver software as it becomes available.

Printer Problems and Solutions

The ĸrst step in diagnosing printer problems is to determine whether the problem
lies with the printer itself or with the application you’re using. The Print Preview
command helps you determine whether your software is up to snuĵ or that the
printer has gone hinkey.

ȊΖWSULQWHGRQWKHZURQJVLGHRIWKHSDJHȋ
Printers eat paper and ink. Know where the paper is inserted and how its oriented;
an icon near the paper tray shows the proper orientation, similar to those illus-
trated in Figureɯ5-10. If those icons in the ĸgure aren’t found or obvious, consider
marking the printer’s paper tray with a Sharpie so that you know which way the
paper goes.

21
 )Ζ*85(bb
Paper orientation
Ior a printer

Ȋ3ULQWSUHYLHZOLHGȋ
A program’s Print Preview feature can help determine whether a problem is with
the printer or speciĸc to your software. Although this statement is true for the
most part, in some situations the Print Preview command lies.

First, remember that some printers cannot print on one edge of the paper. For
the other three edges, the margin may be all the way up to the edge of the page,
or it might be a half-inch or so away from the edge. The fourth edge, however, is
required by the printer to feed the paper. Regardless of what Print Preview says,
you can’t print on that edge of the page. The solution: Decrease the document’s
margins.

Printer Problems
Second, some features aren’t implemented properly. I’m thinking speciĸcally of
Microsoft Word’s annoying page border feature. The problem is with Word, not
with the printer, but it’s diĶcult to determine because the Print Preview window
shows the border present. (To ĸx the page border on a page in Word, set the bor-
der from the text, not from the edge of the paper.)

Finally, ensure that you haven’t set your application or the printer itself to print in
Draft mode. This mode is used for quickly printing a document without fancy text
formatting or graphics. If you need these types of features, disable Draft mode in
your application or in the printer’s Properties dialog box.

Ȋ:KDWȇVWKLVH[WUDSDJH"ȋ
You may not be able to see it on the screen, but extra cells in a spreadsheet or
blank lines in a document are printed just like other items. The page is blank
because the items you’re printing are invisible.

The solution in Word is to move the cursor to the end of a document and keep
pressing the Backspace key until the extra pages are removed. In Excel, click the
View tab, and in the Workbook Views group, choose Page Break Preview.

22
Cover pages and data sheets may print if such an option is set. The program may
preĸx the print job with a title page. These features are set in the program, not by
the printer. You have to examine the program’s printing options to see why the
extra page is printed.

Ȋ:KDWDUHWKHVHZURQJFRORUVDQGVWUHDNV"ȋ
Weird or faded colors indicate that a color ink cartridge is low. Some print-
ers inform you of this fact, and others don’t. The solution is to replace the ink
cartridge.

Dark streaks down the page might indicate that ink or another gunky substance
got on the printer’s paper-feeding mechanism. But for a laser printer, the streaks
often mean that the toner is old. Replace the toner cartridge.

If the printer features a head-cleaning utility, run it to see whether that resolves
the streaking color issue.

Ȋ:KDWȇVWKLVZHLUGFKDUDFWHURQWKHSDJH"ȋ
Unless you’re writing science ĸction and the weird characters are part of your
narrative, the characters I refer to as weird appear to be random letters, numbers,
or symbols that appear on printouts. Typically, the characters appear at the top of
every page. They may be the same on all pages, or diĵerent.

First, use the Print Preview command to conĸrm that you didn’t screw up the
document’s header. Some documents print with an automatic header. For exam-
ple, the web browser may automatically insert a header in your document, though
the text isn’t speciĸcally weird.

Second, conĸrm that the proper printer driver is installed. Refer to the earlier sec-
tion “Checking the printer driver.”

ȊΖVHHSDJHDIWHUSDJHRIJREEOHG\JRRNȋ
A big reason for page after page of random text or nonsense is that printing was
interrupted. The stream of data Ĺowing from the computer to the printer had a
hiccup, so the printer is misinterpreting the information. The solution is to cancel
the print job and try again.

23
The second reason for seeing the junk may be an improper printer driver. See the
section “Checking the printer driver,” earlier in this chapter, for instructions on
how to check the printer driver and change it to a better one.

Ȋ7KHSDSHUNHHSVMDPPLQJȋ
The number-one cause of printer jams is, of course, paper. Paperless printers
seldom jam, but, sadly, they just don’t sell well. You probably have a printer that
uses real paper, so it will jam someday.

The ĸrst solution to a printer jam is to ĸnd the jam and remove the paper. If the
printer is smart enough to tell you where the jam occurred, heed its advice. Other-
wise, follow the paper’s path from tray to output: Open various printer hatches
and covers to remove the errant sheet. Resume printing.

» ΖI the paJe that MaPPeG neeGs to Ee printeG aJain Xse the Print GiaOoJ Eo[ to
print onO\ the sinJOe sheet that MaPPeG

» 6oPe printers Pa\ not reFoYer IroP a paper MaP XntiO \oX open anG FOose the
FoYer

» 6oPe printers are sPart anG reFoYer ZeOO IroP a MaP reprintinJ the paJe that
Zas MaPPeG

» 'onȇt FonIXse a paper MaP Zith a PisIeeG RePoYe the paper tra\ anG pXOO oXt

Printer Problems
the paper )an it oXt to pX΍ soPe air EetZeen the paJes EnsXre that the
paper tra\ is IXOO\ inserteG Tr\ printinJ aJain

» ΖI \oX PXst Xse thiFN paper FheFN to ensXre that \oXr printer Goesnȇt haYe a
straiJhtpath option Zhere the paper siPpO\ PoYes IroP the Iront oI the
printer to the EaFN ZithoXt PaNinJ too Pan\ tXrns

Using the Printing Troubleshooter

Of the many troubleshooters oĵered in Windows, one is speciĸc to the installed
printer. 6eed these steps to summon that troubleshooter:

1. 3UHVV:LQ+I to bring forth the Settings app.

2. Choose Devices.

3. Ensure that Printers & Scanners is chosen from the left side of the
window.

4. &OLFNWRVHOHFWWKHSULQWHU

24
5. &OLFNWKH0DQDJHEXWWRQ

The printerȇs PanaJePent sFreen appears

6. &OLFNWKH5XQWKH7URXEOHVKRRWHUOLQN

The troXEOeshooter attePpts to ȴnG proEOePs

Keep in mind that the printer troubleshooter looks only on the PC for any issues.
It doesn’t check the printer itself.

Some printers may have a self-diagnostic mode or troubleshooting utility on the

control panel. For example, an inkjet printer might have a head-cleaning utility
you can run, which resolves streaking issues.

25
26