CHAPTER 13

ADMINISTERING NETWORK PRINTERS

Lesson 1: Understanding Printer Administration

You can administer network printers at the server or remotely over the network. There are four

major tasks involved in administering a printer:

• Managing printers,
• Managing documents
• Troubleshooting Printers
• Performing tasks that require the Manage Printers permission.

Managing Printers

Managing printers include the following tasks:

• Assigning forms to paper trays
• Setting a separator page
• Pausing, resuming and canceling documents on a printer
• Redirecting documents
• Taking ownership of a printer.

Managing Documents

• Pausing and resuming a document
• Setting notification, priority and printing time
• Deleting a document

Troubleshooting Printers

• Handling printers that are off or offline
• Handling printers that are out of paper, ink or toner
• Helping users who can’t print or who can’t print correctly
• Helping users who can’t access a printer.

Performing Tasks that require the Manage Printers Permission

• Adding and removing printers
• Sharing printers
• Taking ownership of a printer
• Changing printer properties or permissions.

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Accessing Printers

You can gain access to printers for administration by using the Printers window which you

open by selecting the Start button, pointing to Settings, and clicking the Printers system folder.

Start/Settings/Printers/Properties.

***** SEE PAGE 286 and 287 chart ********

You can allow or deny printer permissions. Denied permissions always override allowed

permissions. It is similar to the No access in Windows NT.

Lesson Summary:

1) There are tasks associated with administering printers: Managing printers, managing

documents, troubleshooting printers and performing tasks that require the Manage Printers

permissions.

2) You might need to limit access to certain printer, for example printers for cheques. You can

use the printer permissions to delegate responsibilities for specific printers to users who are

not administrators.

Lesson 2: Managing Printers

Managing printers includes assigning forms to paper trays and setting a separator page. In addition,

you can pause, resume and cancel a document if a problem occurs on a print device. If a print device

is faulty or you add print devices to your network, you might need to redirect documents to a different

printer.

You can perform the following:

• Assign Forms to Paper Trays, the Forms defines the paper size. Right-click on the

Printing Device, Properties, Device Setting tab, then select the appropriate paper size.

• Setting a Separator Page is a file that contains print device commands. Separator pages

have two functions, 1. to identify and separate printed documents, 2. to switch print devices

between print modes.

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Separator Page Files ** IMPORTANT **

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Filename Function

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Sysprint.sep Prints a page before each document.

Pcl.sep Switches the print mode to PCL for Hp-series print devices

And prints a page before each document.

Pscript.sep Switches the print mode to PostScript for Hp-series print

Devices but doesn’t print a page before each document.

Sysprtj.sep A version of Sysprint.sep that uses Japanease charcters.

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Redirecting Documents to a Different Printer

You can redirect documents to a different printer as follows:

1. Open Printers, right-click printer/Properties.
2. Ports tab
3. Add port.
4. Click Local Port./New Port.
5. Enter the Port name with the UNC name for the printer, for example, \\prntsrv6\HpLaser5.
6. Ok

Taking Ownership of a Printer

By default, the user who installed the printer owns it. The following users can take

ownership of a printer:

• A user or a member of a group who has the Manage Printers permission for the printer.
• Members of the Administrators and Power Users groups. By default these groups have

the Manage Printers permission, which allows them to take ownership.

You can take ownership of a printer as follows:

• Properties/Security tab/Advanced.
• Access Control Settings/Owner tab/Change Owner to.

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NOTE: If you are a member of the Administrators group and you want the Administrators

group to take ownership of the printer, click the Administrators group.

Lesson Summary:

1) For each “print device” (actual printer HP-932C) you need separate printer (software)

and driver. Just like at home, I have 2 different printers a HP and a Brother, even though

they are not connected simultaneously, but they both had to be installed, and they both

have their own drivers.

2) Managing printers includes assigning forms to paper trays; setting a separator page;

pausing resuming and canceling documents on a printer; redirecting documents to a

different printer, and taking ownership of a printer.

Lesson 3: Managing Documents:

Managing documents includes pausing, resuming, restarting and canceling a document if a

printing problem occurs. You can also send a message to a user that the document is done printing.

Managing Document Tasks

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Task Action Example

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To pause printing Click Pause, status will change When a problem

A document occurs with the

Document.

To resume printing Click resume, to start up again. Once the problem

A document is fixed.

To restart printing Restart, causes printing to start. Starts in the middle

A document of the document.

To Cancel printing Cancel, or delete key Maybe a document

Document was sent to the

Wrong printer or

Has the wrong

Paper, legal not

Letter size.

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Setting Notification, Priority and Printing Time:

You can control print jobs by setting the notification, priority, and printing time. To perform

these documents management tasks, you must have the Manage Documents permission for

the appropriate printer.

Set the notification in the General tab of properties.

The priority can go between 1 and 99, you can also restrict the time with the 24 hour clock. With

#1 being the lowest priority and 99 being the highest. Works in kind of the reverse order.

Lesson Summary:

1) Included in managing documents is pausing, resuming, restarting, and canceling a document,

setting who is notified when a print job is finished, setting the document priority to allow a

critical document to print before other documents and setting a specific time for a document to

print.

Lesson 4: Administering Printers Using a Web Browser:

To gain access to a printer by using a Web browser, the printer by using a Web browser,

the print server on which the printer resides must have IIS installed.

If the printer always print regardless of the driver. But, if you have the wrong driver installed

you will get printed garbage and rabble. Also, if printing off the Internet, if a site does not want

you printing the pictures, you will get the printing code, and not the picture.

If you have loaded Microsoft Word and also Excel, if excel will not print you probably have the wrong driver.

Understanding Web Servers:

A Web server is a computer that responds to requests from a user’s browser. Shortcuts or

links to resource on a Web server from user’s computers are known as Web folders or HTTP

folders.

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Using a Web Browser to Manage Printers:

• You can administer printers from any computer running a Web browser, regardless

of whether the computer is running Windows 2000 or has the correct printer driver installed.

• Customize the Interface.
• Summary page listing the status of all printers on a print server.
• Report real-time print device data, such as whether the print device is in power-saving

mode etc.

• When a printer is in workoffline status, it is grayed out. See on Ron’s Laptop, all the

company printers are grayed out signifying that they are offline and offsite printers.

Accessing Printers Using A Web Browser:

If you want to gain access to all printers on a print server by using a Web browser, open the Web

browser, and then in the Address box, type:

http://print_server_name/printers

If you want to gain access to a specific printer by using a Web browser, open the Web browser,

and then in the Address box type:

http://server_name/printer_share_name

Lesson Summary:

• Use the Web Browser to administer printers.
• You can administer printers from any computer running a Web browser, regardless

of whether the computer is running Windows 2000 or has the correct printer driver installed.

Lesson 5: Troubleshooting Common Printing Problems:

• Examine the Problem
• Is it one user or a group of users.
• Is the printer on or online.
• Check the cabling
• Review the common problems
• Learn from experience.
• Does the user have access to that printer.
• Is the printer jammed, or out of toner, check the obvious.

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Lesson Summary:

• Check the common problems
• Work at the problem, document it, then you will have some references to look at in the future.

To add Printer there are 2 ways: ** IMPORTANT**

• Start/Settings/Printers/add using the Printer Wizard (you cannot change the priority this way).
• Start/Settings/Add and Remove Hardware, Browse and choose from the list.

ERROR: Allows you to change the print priority. We did this in class and it should not

allow you to do this, it would be a disaster in an office if everyone has this privilege.