Chapter 11

Chapter 11: Installing and Managing Printers

Learning Objectives
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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)
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Manage printers and print services Solve common printing problems

Basic Concepts
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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
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Figure 11-1 Print server devices

Basic Concepts (continued)
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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
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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

U s e r 's p r i n t f i l e s e n t t o n e tw o r k p r in te r s h a r e

F ile is p r in te d a f te r f ir s t p a g e is r e c e iv e d o r a f te r a ll o f f ile is r e c e iv e d

P r in t f ile is s p o o le d a t th e p r in te r s h a r e ( s u c h a s a W in d o w s 2 0 0 0 f ile s e rv e r o r n e tw o rk w o r k s ta tio n )

W h e n its tu r n c o m e s , th e p r in t f ile is s e n t to th e p r in te r a lo n g w ith c o n f ig u r a tio n in fo rm a tio n fro m p r in te r d r iv e r

Figure 11-2 Printing stages

How Network Printing Works
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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)
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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)
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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
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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
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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
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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
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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
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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 nonPostscript

Print Monitors
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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)
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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)
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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
Print Monitor Local Standard TCP/IP printing Line printer (LPR) Hewlett-Packard older JetDirect cards Macintosh Printer job language (PJL) for bidirectional printers USB printer ports File(s) Localmon.dll

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Ipmontr.dll and Tcpmon.dll Lprmon.dll and Lpr.exe Hpmon.dll Sfmmon.dll Pjlmon.dll Usbmon.dll

Table 11-1 Windows 2000 Server Print Monitors

Sample Candidates That Can Host a Shared Printer
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Windows 2000 Server and Professional Windows NT Server and Workstation Windows 98 Windows 95

Printer Sharing
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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
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Depending on the level of Plug and Play sophistication, a printer can be installed in one of several ways, such as:
x Automatic

or manual detection (or a combination of both) using the Add/Remove Hardware Wizard x Automatic or manual detection (or a combination of both) using the Add Printer Wizard

Detecting a Newly Connected Printer

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

Configuring a Local Printer via the Add Printer Wizard

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Figure 11-5 Setting up a local printer

Troubleshooting Tip
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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
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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:
x AppleTalk

Printing Devices x Hewlett-Packard Network Port x Local Port x Standard TCP/IP Port

Selecting the Type of Printer
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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)

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Figure 11-6 Entering the type of printer

Specifying a Printer Name and Printer Share Name
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During a manual installation, you can specify a printer name and a printer share name

Entering a Printer Share Name
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Figure 11-7 Creating a shared printer

Printer and Printer Share Name Guidelines
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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
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When you manually set up a printer, there is the option to review setup parameters

Review of the Setup Parameters (continued)

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Figure 11-8 Printer setup summary

Printer Properties
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After a printer is set up you can manage the printer’s properties that include:
x General

printer information x Printer sharing x Printer port setup x Printer scheduling and advanced options x Security x Device settings

General Printer Properties
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The general printer properties include:
x The

printer name x The printer location x A descriptive comment about the printer x The printer model x The printer’s features

General Printer Properties (continued)

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Figure 11-9 Printer Properties General tab

Sharing Properties
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The sharing tab is used to:
x Enable

or disable sharing x Specify the share name x Publish the printer in the Active Directory (if the Active Directory is installed) x Install additional drivers for clients other than Windows 2000

Sharing Properties (continued)
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Figure 11-10 Configuring printer sharing

Port Properties
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The Ports tab enables you to:
x x x x x x

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
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Printer pooling: Linking two or more

identical printers with one printer setup or printer share

Configuring Ports
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Figure 11-11 Configuring printer ports

Troubleshooting Tip
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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
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The printer properties that you can configure on the Advanced tab include:
x x x x x x x x x

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)

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Figure 11-12 Advanced printer properties

Troubleshooting Tip
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If pages are intermixing from different printouts try selecting the option, Start printing after last page is spooled

Troubleshooting Tip
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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
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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
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 \B\S \D \E Double-width block printing until turned off by \U Single-width block printing until turned off by \U Includes the date and time of the print job 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

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Table 11-2 Separator Page Customization Codes

Separator Page Customization Codes (continued)
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 \Lmno Includes the ID or job number of the print job Continuously prints one or more characters as specified, such as mno, until the next control code is found in the separator file \N \n \U Includes the name of the person who sent the print file Skips n lines to enable formatting the separator page Stops single- or double-wide block printing

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Design Tip
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Use separator and banner pages sparingly because they can add to paper costs

Security Properties
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The printer Properties Security tab enables you set up:
x Printer

permissions x Special permissions x Auditing x Ownership

Printer Share Permissions
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Share Permission Print Access Capability 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)
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Figure 11-13 Configuring security

Printer Events That Can Be Audited
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The successful or failed activities that can be audited are:
x Print

jobs x Manage printers x Manage documents x Read printer share permissions x Change printer share permissions x Take ownership of the printer

Design Tip
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Periodically use the Security Configuration and Analysis MMC snapin to review analyze the security and group policies that are set up for printers, accounts, and other objects

Printer Device Properties
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The Device Settings tab in the printer Properties is used to configure:
x Printer

trays x Printer memory x Paper size x Fonts x Specialized features of a printer

Printer Device Properties (continued)

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Figure 11-14 Configuring printer device settings

Troubleshooting Tip
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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
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You can set up and even manage a printer that is not physically connected to the server by: x Starting the Add Printer Wizard and selecting to configure a network printer x Locating the printer on the network or through the Internet (or specifying the printer’s name or URL) x Completing the steps as prompted by the Wizard

Configuring a Printer by IP and MAC Addresses
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Configure print server cards by using the IP and MAC address to identify the card: x Start the Add Printer Wizard x Select to install a local printer without PnP x Select to create a new port and use the Standard TCP/IP Port option x Specify the print server’s IP address x Specify the type of print server x Complete the remaining steps under the guidance of the Wizard

Configuring a Printer by IP and MAC Addresses (continued)

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Figure 11-15 Configuring a TCP/IP port

Configuring a Printer by IP and MAC Addresses (continued)

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Figure 11-16 The new TCP/IP port

Design Tip
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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
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You can manage a printer in the Printers folder through its icon Example activities that you can manage are:
x To

make a printer the default x To pause a printer x To set printing preferences x To configure the printer’s properties

Managing a Printer (continued)
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Figure 11-17 Designating a default printer

Managing Print Documents
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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:
x Pausing

a print job x Restarting a print job x Viewing the properties of a print job (including resetting the priority of the hob)

Troubleshooting Tip
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If a printer malfunctions, move the jobs in its queue to another printer by one of two methods:
x Move

the jobs to a port already configured for multiple or pooled printers connected to the same computer x Add a new port on the broken printer’s setup that points to a printer that is working

Troubleshooting Tip
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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
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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
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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
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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

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