CompTIA A+ Complete Study Guide phần 9 ppsx

15 Installing, Configuring, Optimizing, and Upgrading Printers and Scanners THE FOLLOWING COMPTIA A+ IT TECHNICIAN EXAM OBJECTIVES ARE COVERED IN THIS CHAPTER: 4.1 Identify the fundame

 Recovery CD / recovery partition

 Remote Desktop Connection and Assistance

 System File Checker (SFC)

Several of these resources are covered in this section Startup modes are discussed in the

“Advanced Startup Modes” section earlier in this chapter Task Manager, Device Manager, Event Viewer, and MSCONFIG are talked about in the “System Management Tools” section earlier in this chapter Remote Desktop Connection and Assistance is covered in the “Remote Desktop Connection and Assistance” section earlier in this chapter

Bootable Media

In the old days of computer troubleshooting, one of the items that every technician needed to carry was a bootable floppy disk When CD-ROMs became common, you made sure that your floppy had the CD-ROM drivers on it too, because operating systems (and their installation files) were being offered on that media as well

Today it seems fewer and fewer computers even have floppy disk drives And most, if not all, of today’s computer BIOSs are capable of booting from the CD-ROM or DVD drives.The moral of the story is, even though technology has changed, the fundamental reason we carried and still need to carry bootable media has not If the operating system won’t start but the computer appears to POST just fine, you need to somehow find a way to figure out exactly what’s wrong Booting to a command line or to an installation program gets you a step closer

to solving the problem

I would still recommend carrying a bootable floppy disk, just because you never know when you’ll need it It’s also a good idea to carry bootable CD-ROMs of popular operating systems, such as Windows 98, Me, 2000, and XP

Documentation Resources

Whenever troubleshooting, always consider the use of the following resources

User/Installation Manuals

Technicians are the most guilty of not using this readily available resource when troubleshooting

a system In fact, most often, a technician will rely on their own experience and try to install a

new component without reading the manual Then, when the installation doesn’t work, the nician might go back and look at the manual after spending time looking for the solution to a problem that might have been avoided in the first place.

tech-Typically, in addition to the steps needed to install software or a device, a manual includes

a section on the most common problems and the solutions to those problems This area of the manual would be especially useful for the technician we just described

Internet/Web Resources

Possibly the most useful resource to the technician is the Internet As mentioned throughout this book, a manufacturer’s website is the best place to get the most current drivers, fixes, and technical information Often you can search a hardware or software vendor’s website for a problem you might be having with that hardware or software, and find the fix for it In addition, Microsoft’s website contains a wide variety of known problems and issues with Windows and its interaction with other software Sometimes an issue that can’t be solved at the software vendor’s website can

be solved by viewing the Microsoft support website, because Microsoft has a larger staff and has been able to document a larger variety of problems If you can’t find an answer at the manufac-turer’s or Microsoft’s website, you might try entering your problem into one of the many search engines, such as Yahoo (http://www.yahoo.com) or Google (http://www.google.com) There are websites dedicated to communities of technical individuals (such as yourself) that can be a great source of information Chances are, if you’re having a computer or technical problem, someone else, somewhere in the world, has the solution—and the Internet can bring you together You can post your problem to any number of website bulletin boards and news-groups and receive a response, possibly within minutes

Training Materials

The final resource is one that most people overlook Individuals do not acquire knowledge magically—they either learn it by themselves with self-study materials or are taught by an experienced instructor In either case, books and other training materials (such as the one you are reading right now) are excellent sources of information Although training materials don’t often contain patches or updates, they can and do teach concepts that you can apply to help you with troubleshooting After all, if you had not read this book, you might not have gotten the information you needed to pass the A+ exam

Now ask yourself: Did I learn anything? Will the information I learned be able to help me troubleshoot a computer problem?

Recovery CD / Recovery Partition

Many times a computer will have more problems than can be fixed easily, or the fix may result

in only a temporary solution Usually such a case calls for a complete formatting and tion of the OS and applications, and restoration of data However, many new computers today don’t come with a true OS CD-ROM Instead, they come with one or more recovery CDs

reinstalla-A recovery CD is a CD-ROM that comes with a particular model and brand of computer

The CD-ROM contains an image of the entire Windows installation, along with applications, utilities, and drivers specifically for that computer In the case of a serious system failure, you can insert this CD-ROM into the CD-ROM drive of your computer, boot to it, and completely restore the system back to the way it was when you bought it

Troubleshooting Windows 725

These CDs are also known as restoration CDs.

However, these CDs will erase the hard drive first! Therefore, any data and settings that

you’ve created will be gone, including data files, e-mail configuration settings, Internet favorites,

and so on The computer will be exactly as it was out of the box.

If you ever need to use a recovery CD-ROM, back up your data before booting

to the CD Most recovery CDs don’t give you the option of backing up before

the restoration You will lose all your data when you use one of these CDs for

a recovery

A recovery partition is basically the same as a recovery CD The difference is that instead

of being portable, it’s a partition on a hard drive There are numerous third-party utilities on the market that can help you create recovery partitions, such as Norton’s Ghost

To use a recovery partition, you would boot the problematic computer by using a boot disk (or CD) Depending on how you have it configured, the recovery process starts automatically

or you enter a simple command to begin the process Just as with a recovery CD, all tion previously on the computer will be removed

informa-System File Checker (SFC)

The System File Checker (SFC) is a command line–based utility that checks and verifies the versions of system files on your computer If system files are corrupt, the SFC will replace the corrupt files with correct versions

The syntax for the System File Checker is as follows:

SFC [switch]

Table 14.9 lists the switches available for SFC

T A B L E 1 4 9 SFC Switches

/CACHESIZE=X Sets the Windows File Protection cache size, in megabytes

/PURGECACHE Purges the Windows File Protection cache and scans all protected

system files immediately /REVERT Reverts SFC to its default operation

/SCANNOW Immediately scans all protected system files

To run the SFC, you must be logged in as an administrator or have administrative leges If the System File Checker discovers a corrupt system file, it will automatically overwrite

privi-the file by using a copy held in privi-the %systemroot%\system32\dllcache directory If you

believe that the dllcache directory is corrupt, you can use SFC /SCANNOW, SFC /SCANONCE,

or SFC /SCANBOOT, or SFC /PURGECACHE to repair its contents

Performing Preventative Maintenance

In this section you’ll take a look at some preventative steps you can take to help keep Windows 2000 and Windows XP running smoothly They include the following:

 Updating Windows regularly

 Scheduling backups

 Creating restore points

Updating Windows

Windows 2000 and Windows XP include Windows Update, a feature designed to keep Windows

current by automatically downloading and installing updates such as patches and security fixes

By default, Windows Update will run automatically when any Administrator user is logged in However, if you want to run it manually, you can do so by clicking Start  All Programs  Win-dows Update in Windows XP, or by clicking Start Windows Update (Windows XP), or by clicking Start  Windows Update in Windows 2000 You can also go to http://windowsupdate.microsoft.com to start the process

Often, updates to Windows are called service packs.

Here is an overview of how Windows Update works:

1. Windows Update starts (either by itself or manually)

2. Windows Update goes online to check what updates are available It compares the update list to the updates that have already been applied to the computer or have been refused by the Administrator

/SCANONCE Scans all protected system files once

/SCANBOOT Scans all protected system files every time the computer is rebooted

T A B L E 1 4 9 SFC Switches (continued)

Performing Preventative Maintenance 727

3. If updates are available, they are downloaded automatically in the background

4. After the updates are downloaded, Windows Update notifies you that the download is complete and asks whether you want to install them

If you choose not to install the updates right away, Windows will do so for you when you shut off the computer Instead of shutting off right away, Windows Update will install the updates first and then perform a proper shutdown

By default, Windows Update is enabled But at times you might want to configure it Exercise 14.11 shows you how to configure Windows Update in Windows XP

It’s not a problem if you want to choose to have control over which updates get installed and when However, it really is in your best interest to have Windows Update enabled to ensure that you have the most current patches available

Scheduling Backups

This is one of the areas that most users, and even most companies, fail to manage properly

At the same time, it’s one of the most important Backups serve several key purposes, such as protecting against hard drive failure, protecting against accidental deletion, protecting against malicious deletion or attacks, and making an archive of important files for later use Any time you make major changes to your system, including installing new software, you should per-

form a backup of important files before making the changes

E X E R C I S E 1 4 1 1

Configuring Windows Update in Windows XP

Windows Update should be enabled by default However, you can change this option if you prefer This exercise shows you how to do that.

1. Open the System Properties dialog box (right-click My Computer and choose Properties,

or double-click the System icon in Control Panel).

2. Click the Automatic Updates tab.

3. Choose the option that best suits your needs You have four choices:

Automatically download recommended updates for my computer and install them Download updates for me, but let me choose when to install them

Notify me but don’t automatically download or install them Turn off Automatic Updates

Both Windows 2000 and Windows XP allow you to schedule backups, which is a great feature that not all versions of Windows have had

Now that you know you can schedule backups to make your life easy—and of course you want to make backups because it’s the right thing to do—the question becomes: How often do you need to back up your files?

The answer really depends on what the computer does and what you do on the computer How often does your data change? Every day? Every week or every month? How important are your files? Can you afford to lose them? How much time or money will it cost to replace lost files? Can they be replaced? By answering these questions, you can get an idea of how often you want to run scheduled backups As a rule of thumb, the more important it is, and the more often

it changes, the more often you want to back up If you don’t care about losing the data, there’s

no need for backups—but most of us do care about losing our stuff

Exercise 14.12 walks you through scheduling a backup in Windows XP

E X E R C I S E 1 4 1 2

Scheduling Backups in Windows XP

Backups are critical, and not enough people make them This exercise shows you how to do

it, so now you have no excuses not to!

1. Open Windows Backup by choosing Start  All Programs  Accessories  System Tools  Backup This opens up the Backup Or Restore Wizard The wizard will walk you through all of the options you can use, or you can click the Advanced Mode link to set up things manually.

2. On the Backup Or Restore Wizard screen, click Next to continue.

3. Choose Back Up Files And Settings and click Next.

4. Choose what you want to back up (as shown in the following graphic), and click Next.

Performing Preventative Maintenance 729

5. Confirm the backup type and destination, and give the backup file a name (it will have a BKF extension) For the destination, you can click the Browse button to select the right location, which might be a floppy drive, CD or DVD burner, or a network drive Click Next.

6. At the Completing the Backup Or Restore Wizard confirmation page, review the settings

If you’re happy with them, click Finish to begin the backup Clicking on Advanced will give you more options; continue with step 7.

7. Specify the type of backup If you’re not sure, choose Normal Click Next.

8. Choose your backup options: Verify data, hardware compression, and disable volume shadow copy It’s a good idea to verify data, but it does take extra time Click Next.

9. Choose to replace the current backup file (if one exists) or append the data to the end of the backup Click Next.

10. Here is where you can schedule the backup Choose Later, and then click the Set Schedule button (If you didn’t want to schedule, but just back up files now, click Now.)

E X E R C I S E 1 4 1 2 ( c o n t i n u e d )

One key point to remember is that for the backups to run properly as scheduled, the puter needs to be on when the scheduled backup is supposed to take place.

com-11. In the Schedule Job dialog box, choose how often and at what time you would like to run backups, and click OK Click Next.

12. You will be prompted for a username and password to run the backup This is because only certain user accounts (such as the Administrator) have the ability to run backups When the process starts, Windows will log itself in as the user account you specify to perform the backup Click Next.

13. Review the information on the confirmation page and click Finish.

Backup Lessons

People don’t back up data enough, plain and simple Scheduling regular backups is a good protective measure, but just because you are backing up your data doesn’t mean you’re com- pletely saved if something goes wrong.

Several years ago, one of my former students related a story to me about a server crash at his company A server had mysteriously died over the weekend, and the technicians were greeted with the problem first thing Monday morning Not to worry, they thought, because they made regular backups.

After several attempts to restore the backup tape, a second, more serious problem was readily apparent The backup didn’t work They couldn’t read data from the tape, and it was the only backup tape they had It wasn’t going to be a very good Monday Ultimately, they ended up losing a lot of data from the server, because their backup didn’t work.

How do you prevent tragedies like this from happening? Test your backups After you make

a backup, ensure that you can read from it If you’ve just backed up a small amount of data, restore it to an alternate location and make sure you can read it If you are backing up entire computers, a good idea is to run a test restore on a separate computer No matter your method, test your backups, especially when it’s the first one you’ve made after setting up backups or have made backup configuration changes It isn’t necessary to fully test each single backup after that, but it is a good idea to spot-check backups on occasion.

E X E R C I S E 1 4 1 2 ( c o n t i n u e d )

Exam Essentials 731

Creating Restore Points

As noted earlier in this chapter, Windows XP has a feature called System Restore, which lets you create and use restore points to “roll back” a system’s configuration to a previous state Windows XP is configured to create restore points automatically, but you can also create them manually if you so choose Detailed instructions on creating restore points are given earlier

in this chapter in the “System Restore” section, as well as in Exercise 14.8

Summary

In this chapter, you learned about several aspects of using, optimizing, and troubleshooting Windows We started with an overview of several command-line utilities you can use in Win-dows, including proper syntax and switches Then we showed you how to manage disks, directories, and files, as well as several useful Windows-based utilities

Next, we discussed ways to optimize Windows, including virtual memory, hard drives, temporary files, services, startup, and applications

We reviewed the Windows boot process, as well as how to recover Windows from a boot failure From there, we presented several common Windows problems and solutions Finally,

we looked at preventative maintenance tasks to help keep Windows running smoothly

com-Here are two more ideas that will help too One, rotate backup tapes (or CDs) Alternate tapes every other backup period, or use a separate tape for each day of the week This lessens the risk of having a bad tape bring you down Two, store your backups off-site If your backup is sitting on top of the server, and you have a fire that destroys the building, then your backup didn’t do you any good There are data archiving firms that will, for a small fee, come and pick

up your backup tapes and store them in their secure location.

Be religious about backing up your data, and in the event of a failure, you’ll be back up and running in short order.

Know what the IPCONFIG and PING utilities are for Both IPCONFIG and PING are network

troubleshooting commands You can use IPCONFIG to view your computer’s IP configuration, and PING to test connectivity between two network hosts

Know how to create, format, and manage partitions in Windows 2000 and Windows XP The

Disk Management utility is used to create, format, and manage partitions in Windows 2000 and Windows XP

Know how and when to use Windows 2000 and Windows XP utilities Utilities that you need

to be familiar with include Device Manager, Task Manager, MSCONFIG, ATTRIB, REGEDIT and REGEDT32, Event Viewer, System Restore, Remote Desktop, and Windows Explorer

Understand ways in which you can optimize Windows performance Some common areas

for optimization include virtual memory, hard drives (disk defragmentation), temporary files, services, startup, and applications

Know how to fix common Windows problems You need to be familiar with how to fix

printing problems, boot and auto-restart errors, system lockups, driver failures, application failures, and Registry problems

Understand how to perform preventative maintenance in Windows The maintenance you

should do includes the following: Perform regular backups, apply current patches and service packs (generally through Windows Update), and create restore points

A. Highlight the network card and hit the Del key on your keyboard.

B. Highlight the network card, right-click, and click Uninstall

C. Highlight the network card, right-click, and click Disable

D. Device Manager does not allow you to disable hardware

7. Which of the following are methods to open Task Manager? (Choose all that apply.)

A. Right-click My Computer and select Tasks

B. Press Ctrl+Alt+Del

C. Press Ctrl+Shift+Esc

D. Press the Windows key and Esc

8. In Windows 2000, which utility contains Event Viewer, Disk Defragmenter, and Services?

A. Delete and reinstall the printer

B. Unplug the printer from the wall outlet, and plug it back in

C. Stop and restart the print spooler

D. Map the printer to LPT2

12. You have just installed Windows XP and want to optimize the virtual memory What is the minimum recommended page-file size in Windows XP?

A. As big as the amount of RAM in your computer

B. One and a half times the amount of RAM in your computer

C. Two and a half times the amount of RAM in your computer

D. There is no minimum recommended page-file size in Windows XP

14. Your Windows 2000 computer will not boot into Windows You believe that the problem

is the video resolution you just set isn’t supported by your monitor Which of the following options should you try at boot to troubleshoot the problem?

A. Safe Mode

B. Safe Mode With Networking

C. Last Known Good Configuration

D. None of the above

16. You believe that your system files are corrupted in Windows XP You run System File Checker What do you do to make System File Checker automatically repair your system files if repair

18. Which of the following commands can you use to convert a FAT partition to an NTFS partition?

A CONVERT

B CONVPART

C CONV

D. You cannot convert a FAT partition to NTFS

19. You are at a command prompt Which utility can you use to see whether you have a network connection to another computer?

Answers to Review Questions 737

Answers to Review Questions

1. B, C To open a command prompt, you can use CMD or COMMAND

2. A The EDIT command is a holdover from the DOS days, and is used to edit text-based files Notepad and Wordpad are both Windows-based utilities, and EDT does not exist

3. D The operating system boots from the active partition Often this is also a primary partition and the first partition created on a hard drive

4. D A logical partition is any partition that has a drive letter It can be primary, active, or extended However, a logical partition can also span multiple hard disks or multiple primary

unin-7. B, C Task Manager can be opened by pressing Ctrl+Alt+Del or by pressing Ctrl+Shift+Esc

8. C In both Windows 2000 and Windows XP, the Computer Management utility contains Event Viewer, Disk Defragmenter, and Services

9. C The System Restore application creates restore points, which are backups of system configuration

10. A, B Windows XP Home and XP Professional both have the necessary software (Remote Desktop) to act as home computers However, Windows XP Home cannot act as a remote computer

11. C If you are sending jobs to the printer but no printing is occurring, you should stop and restart the print spooler service This is done through the Services applet in Administrative Tools in Control Panel, or Services in Computer Management

12. B The minimum recommended page-file size is 1.5 times the amount of physical memory in your computer

13. D The NTLDR file is responsible for switching from real to protected mode during the Windows 2000/XP boot process

14. D VGA mode will load your video driver, but only at 640 × 480 resolution Your monitor should be able to handle that If you had just installed a new video driver, then the other options might be of more use

15. A The Windows 2000 operating system uses ERDs to back up the Registry, which contains system configuration items

16. D The SFC command will run System File Checker The /SCANNOW option will scan files, and SFC automatically repairs files it detects as corrupt.

17. C To change drives at the command prompt, simply type in the drive letter and a colon, and press Enter However, if you were previously at a specific directory in D: (say, D:\TEMP), then typing D: and pressing Enter would take you to D:\TEMP

18. A The CONVERT command is used to convert FAT partitions to NTFS You cannot convert NTFS to FAT, however

19. C The PING command tests to see whether you can reach a remote host on the network

20. A The ATTRIB command is used to set file attributes To add attributes, use the plus sign (+) To remove attributes, use the minus sign (–) The Read-Only attribute is designated by R

15

Installing, Configuring, Optimizing, and

Upgrading Printers and Scanners

THE FOLLOWING COMPTIA A+ IT TECHNICIAN EXAM OBJECTIVES ARE COVERED IN THIS CHAPTER:

 4.1 Identify the fundamental principles of using printers and scanners

 Describe processes used by printers and scanners including laser, ink dispersion, thermal, solid ink and impact printers and scanners

 4.2 Install, configure, optimize and upgrade printers and scanners

 Install and configure printers / scanners

 Power and connect the device using local or network port

 Install and update device driver and calibrate the device

 Configure options and default settings

 Install and configure print drivers (e.g PCL™, Postscript™, GDI)

 Validate compatibility with operating system and applications

 Educate user about basic functionality

 Install and configure printer upgrades including memory and firmware

 Optimize scanner performance including resolution, file format and default settings

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 4.3 Identify tools and diagnostic procedures to troubleshooting printers and scanners

 Gather information about printer / scanner problems

 Review and analyze collected data

 Isolate and resolve identified printer / scanner problem including defining the cause, applying the fix and verifying functionality

 Identify appropriate tools used for troubleshooting and repairing printer / scanner problems

 Ensure a suitable environment

 Use recommended supplies

THE FOLLOWING COMPTIA A+ REMOTE SUPPORT TECHNICIAN EXAM OBJECTIVES ARE COVERED IN THIS CHAPTER:

 3.1 Identify the fundamental principles of using printers and scanners

 Describe processes used by printers and scanners including laser, ink dispersion, impact, solid ink and thermal printers

 3.2 Install, configure, optimize and upgrade printers and scanners

 Install and configure printers and scanners

 Power and connect the device using network or local port

 Install/update the device driver and calibrate the device

 Configure options and default settings

 Install and configure print drivers (e.g PCL™, Postscript™ and GDI)

 Validate compatibility with OS and applications

 Educate user about basic functionality

 Optimize scanner performance for example: resolution, file format and default settings

 3.3 Identify tools, diagnostic procedures and troubleshooting techniques for printers and scanners

 Gather information required to troubleshoot printer/scanner problems

 Troubleshoot a print failure (e.g lack of paper, clear queue, restart print spooler, recycle power on printer, inspect for jams, check for visual indicators)

THE FOLLOWING COMPTIA A+ DEPOT TECHNICIAN EXAM OBJECTIVES ARE COVERED IN THIS CHAPTER:

 3.1 Identify the fundamental principles of using printers and scanners

 Describe the processes used by printers and scanners including laser, inkjet, thermal, solid ink, and impact printers

 3.2 Install, configure, optimize and upgrade printers and scanners

 Identify the steps used in the installation and configuration processes for printers and scanners, for example:

 Power and connect the device using network or local port

 Install and update the device driver

 Calibrate the device

 Configure options and default settings

 Print test page

 Install and configure printer/scanner upgrades including memory and firmware

4831xc15.fm Page 741 Wednesday, September 13, 2006 9:56 AM

 3.3 Identify tools, diagnostic methods and troubleshooting procedures for printers and scanners

 Gather data about printer/scanner problem

 Review and analyze data collected about printer/scanner problems

 Implement solutions to solve identified printer/scanner problems

 Identify appropriate tools used for troubleshooting and repairing printer/scanner problems

 Ensure a suitable environment

 Use recommended supplies

There’s definitely been a movement in modern society to avoid the use of paper when possible Many office environments are proud to call themselves “paper-free” environments No matter the level of your “paper-freeness,” odds are you still need to print things off, whether it’s in

the office or at home Electronic records are great to keep, but many situations still call for an

old-fashioned hard copy

Printers are computer peripherals that specialize in putting ink to paper There are several

different ways that this can be accomplished, but the end result is all pretty much the same

In a sense, scanners are the exact opposite of printers While printers put ink to paper,

transforming an electronic file into a paper one, scanners transform a paper file into an

elec-tronic one (In fact, how many times has someone sent you a hard copy of something, only for

you to need to scan it into your computer?) Scanners are devices that make an electronic copy

of the hard-copy paper or picture you have Scanners are very handy devices Their usefulness

runs a gamut from scanning necessary legal documents to scanning pictures of the family to

send to relatives

In this chapter, we look at different ways printers physically work, as well as how to make

them play nice with your computer After we cover those basics, we’ll look at ways to optimize

printing, upgrade printers, fix printers when things don’t work right, and help prevent things

from going wrong in the first place In addition, we’ll look at scanners throughout this chapter

as well There aren’t as many user-fixable moving parts on scanners as there are on printers,

but some of the high points we’ll cover include optimizing scanner performance and

trouble-shooting scanner problems

By design this chapter focuses mainly on printers and not on scanners There are two reasons for this First, there are far more printer questions than scanner questions on the A+ exams Second, printers are far more “technician-friendly.”

There are a lot more things you can do to clean and fix printers than you can scanners Still, we’ll cover scanner-specific material where it’s appropriate.

Understanding Printer and

Scanner Processes

You can find several different types of printers and scanners on the market today As with all

other computer components, there have been significant advancements in printer technology

4831xc15.fm Page 743 Wednesday, September 13, 2006 9:56 AM

over the years Most of the time when faced with the decision of purchasing a printer, you’re going to be weighing performance versus cost Some of the higher-quality technologies, such

as color laser printing, are rather expensive for the home user Other technologies are less expensive but might not provide the same level of quality

In this section, you will learn about five different types of printer technologies and how they function Specifically, we’ll look at the following:

 Impact printers

 Ink-dispersion printers (such as inkjet and bubble-jet)

 Laser printers

 Other printers (such as solid ink and thermal)

The following sections cover the processes used by each of these printing technologies For a detailed discussion of all components involved with each printer technology, please see Chapter 7.

Impact Printers

Impact printers are so named because in order to transfer ink to paper, the printhead actually makes impact with the paper This printing technology is one of the oldest around, and it usually provides a fairly low level of print quality

A good way to think of an impact printer is to imagine it as a typewriter attached to your computer (that is, if you can remember what a typewriter is) Like typewriters, most impact printers have an ink ribbon that goes between the paper and the printhead The printhead strikes the ink ribbon and presses it against the paper, which transfers the ink from the ribbon

to the paper

The two major types of impact printers are daisy wheel and dot matrix

Daisy-Wheel Printers

Daisy-wheel printers contain a wheel (called the daisy wheel because it looks like a daisy) with

raised letters and symbols on each “petal” (see Figure 15.1) When the printer needs to print

a character, it sends a signal to the printhead, which is the mechanism that contains the wheel The printhead rotates the daisy wheel until the required character is in place An electrome-

chanical hammer (called a solenoid) then strikes the back of the petal containing the character

The character pushes up against an inked ribbon that strikes the paper, making the impression

of the requested character

Daisy-wheel printers were one of the first types of impact printer developed Their speed is

rated by the number of characters per second (cps) they can print The early printers could

print only between two and four characters per second Aside from their poor speed, the main disadvantage to this type of printer is that it makes a lot of noise when printing—so much, in fact, that special enclosures were developed to contain the noise

Understanding Printer and Scanner Processes 745

The daisy-wheel printer has a few advantages, of course First, because it is an impact printer, you can print on multipart forms (like carbonless receipts), assuming they can be fed into the printer properly Second, it is relatively inexpensive compared to the price of a laser printer of the same vintage Finally, the print quality is comparable to that of a typewriter because it uses a very similar technology This typewriter level of quality was given a name:

letter quality (LQ).

Dot-Matrix Printers

The other common type of impact printer is the dot-matrix printer These printers work in a

man-ner similar to daisy-wheel printers, but instead of a spinning, character-imprinted wheel, the head contains a row of pins (short, sturdy stalks of hard wire) These pins are triggered in patterns that form letters and numbers as the printhead moves across the paper (see Figure 15.2)

print-F I G U R E 1 5 1 A daisy-wheel printer mechanism

F I G U R E 1 5 2 Formation of images in a dot-matrix printer

Printhead

Solenoid Ribbon

Platen

Printhead Direction of movement

The pins in the printhead are wrapped with coils of wire to create a solenoid and are held

in the rest position by a combination of a small magnet and a spring To trigger a particular pin, the printer controller sends a signal to the printhead, which energizes the wires around the appropriate print wire This turns the print wire into an electromagnet, which repels the print pin, forcing it against the ink ribbon and making a dot on the paper The arrangement of the dots in columns and rows creates the letters and numbers you see on the page Figure 15.2 shows this process

The main disadvantage of dot-matrix printers is their image quality, which can be quite poor compared to the quality produced with a daisy wheel Dot-matrix printers use patterns of dots

to make letters and images, and the early dot-matrix printers used only nine pins to make those

patterns The output quality of such printers is referred to as draft quality—good mainly for

pro-viding your initial text to a correspondent or reviser Each letter looked fuzzy because the dots were spaced as far as they could be and still be perceived as a letter or image As more pins were crammed into the printhead (17-pin and 24-pin models were eventually developed), the quality increased because the dots were closer together Dot-matrix technology ultimately improved to

the point that a letter printed on a dot-matrix printer was almost indistinguishable from writer output This level of quality is known as near letter quality (NLQ).

type-Dot-matrix printers are noisy, but the print wires and printhead are covered by a plastic dust cover, making them quieter than daisy-wheel printers They also use a more efficient printing technology, so the print speed is faster (typically in the range of 36 to 72cps) Finally, because dot-matrix printers are also impact printers, they can use multipart forms Because of these advantages, dot-matrix printers quickly made daisy-wheel printers obsolete

Neither type of impact printer used ink cartridges like we’re familiar with in today’s printers

As we mentioned, the ink was contained in a ribbon that was pressed up against the paper As each character was struck, the ribbon would advance slightly so that the new character had a fresh supply of ink As you would imagine, these ink ribbons would eventually run out of life and need to be replaced

Ink-Dispersion Printers

With impact printers, the printhead must impact the ink ribbon, which comes in contact with the paper to create an image In an ink-dispersion printer, the printhead comes very close to the paper and squirts out its ink (disperses it) in a specific pattern to create the image.Ink-dispersion printers are the most popular type of printer on the market today, but you prob-

ably don’t recognize them by this moniker If someone mentioned the terms inkjet or bubble-jet

printers though, you’d probably recognize them

Both inkjet and bubble-jet printers spray ink on the page, but inkjet printers use a reservoir of ink, a pump, and an ink nozzle to accomplish this They are messy, noisy, and inefficient Bubble-

jet printers work much more efficiently and are much cheaper In a bubble-jet printer, bubbles of

ink are sprayed onto a page and form patterns that resemble the items being printed

The printing process for inkjet and bubble-jet printers is identical For the sake

of brevity, we’ll refer to the process only from the more current bubble-jet technology.

Understanding Printer and Scanner Processes 747

So, you want to get something from your computer screen onto a piece of paper? Here’s how the bubble-jet printing process works:

1. You click the Print button (or similar button), which initiates the printing process

2. The software you are printing from sends the data to be printed to the printer driver you have selected

The functionality of printer drivers is discussed in detail in Chapter 7.

3. The printer driver uses a page-description language to convert the data being printed into the proper format that the printer can understand The driver also ensures that the printer

is ready to print

4. The printer driver sends the information to the printer via whatever connection method

is being used (parallel, USB, network, and so on)

5. The printer stores the received data in its onboard print buffer memory A print buffer is

a small amount of memory (typically 512KB to 16MB) used to store print jobs as they are received from the printing computer This buffer allows several jobs to be printed at once and helps printing to be completed quickly

6. If the printer has not printed in a while, the printer’s control circuits activate a cleaning

cycle A cleaning cycle is a set of steps the bubble-jet printer goes through in order to purge

the printheads of any dried ink It uses a special suction cup and sucking action to pull ink through the printhead, dislodging any dried ink or clearing stuck passageways

7. Once the printer is ready to print, the control circuitry activates the paper-feed motor This causes a sheet of paper to be fed into the printer until the paper activates the paper-feed sensor, which stops the feed until the printhead is in the right position and the leading edge of the paper is under the printhead If the paper doesn’t reach the paper-feed sensor

in a specified amount of time after the stepper motor has been activated, the Out of Paper light is turned on and a message is sent to the computer

8. Once the paper is positioned properly, the printhead stepper motor uses the printhead belt and carriage to move the printhead across the page, little by little The motor is moved one small step, and the printhead sprays the dots of ink on the paper in the pattern dictated

by the control circuitry Typically, this is either a pattern of black dots or a pattern of

cyan, magenta, yellow, and black (CMYK) inks that are mixed to make colors Then the

stepper motor moves the printhead another small step; the process repeats all the way across the page This process is so quick, however, that the entire motion of starts and stops across the page looks like one smooth motion

9. At the end of a pass across the page, the paper-feed stepper motor advances the page a small amount Then the printhead repeats step 8 Depending on the model, the printhead either returns to the beginning of the line and prints again in the same direction only, or

it moves backward across the page so that printing occurs in both directions This process continues until the page is finished

10. Once the page is finished, the feed-stepper motor is actuated and ejects the page from the printer into the output tray If more pages need to print, printing the next page begins again at step 7.

11. Once printing is complete and the final page has been ejected from the printer, the

print-head is parked (locked into rest position) and the print process is finished.

This sounds like a complex process, and in reality it is But even though it’s complex, it’s

a lot faster than impact printers Some of the faster bubble-jet printers approach speeds of

20 pages per minute when printing text

Laser Printers

In the office environment, laser printers are the most common type of printer found Of the common printer types, laser printers provide the best speed and print quality The reason more people don’t have them at home is because historically they’ve been quite a bit more expensive than their bubble-jet counterparts Although this isn’t always the case anymore, laser printers still have the stigma of being cost-prohibitive for home use

There are two major categories of laser printers: those that use the electrophotographic (EP) print process and those that use the light-emitting diode (LED) print process Each works

in basically the same way, with slight differences

Electrophotographic (EP) Print Process

The EP print process is the process by which an EP laser printer forms images on paper It

con-sists of six major steps, each with a specific goal Although many different manufacturers call these steps different things or place them in a different order, the basic process is still the same Here are the steps in the order you will see them on the exam:

The details of these steps were discussed in depth in Chapter 7 You will want

to review them thoroughly before taking your A+ elective examination

LED Laser Printer Print Process

The other major category of laser printer is the light-emitting diode (LED) page printer This technology is primarily developed and used by Okidata and Panasonic Because the A+ exam does not currently cover LED page printers, we will discuss only the differences between them and laser printers

Understanding Printer and Scanner Processes 749

The LED page printer uses the same process as a laser printer, with one major exception: It uses a row of small light-emitting diodes held very close to the photosensitive drum to expose it Each LED is about the same size as the diameter of the laser beam used in laser printers These printers are basically the same as EP process printers, except that in the writing step, they use LEDs instead of a laser This makes these printers much cheaper and smaller than their EP cous-ins, but their resolution is worse and they’re also messier

Other Printers

The vast majority of the printers on the market are laser and ink-dispersion printers Impact printers used to enjoy significant popularity, but their slow speed and relatively low quality doomed them from the start

Some other types of printers you might run across include solid-ink printers, thermal printers, and dye-sublimation printers

These printers were discussed in Chapter 7 Please refer to that chapter for more information.

Solid-Ink Printers

Solid-ink printers are a lot like bubble-jet printers, except that the ink comes in a waxy solid

form instead of a liquid One key difference is that many solid-ink printers will print an entire line at a time, making them faster than bubble jets Still others will print an entire page in a single pass Proponents of solid-ink printers point to this feature as a mark of superiority over color dispersion and color laser printers With one pass, there is no chance of misalignment

of colors on a page

Because many solid-ink printers will print an entire page in one pass, printing in color is not slower than printing in black and white In addition, since the printer does not use a fuser (unlike laser printers), they are great for printing transparencies, which tend to melt in laser printer fusers

Thermal Printers

Based on their name, you might guess that these types of printers use heat to print, and you would be correct Many older fax machines use this technology, but it’s less common today.Thermal printers use a special waxy paper that typically comes on a roll When the paper comes in contact with heat it changes color, usually to black or dark brown Some thermal printers can print in two colors The second color is usually red, and is created by applying less heat to the paper than is required to produce black images

The key components of a thermal printer are the thermal head, platen, spring, and controller boards The thermal head generates the heat and prints on the paper It can either be the width

of the paper or movable, much like an inkjet printhead The platen is a rubber roller that feeds the paper A spring applies pressure to the back of the thermal head, causing it to contact the paper, and the controller board is the brains of the outfit

As the paper passes between the platen and the thermal head, an electrical current heats the head in the desired print pattern The spring engages and presses the thermal head to the paper, which causes a chemical reaction in the paper and “prints” the image.

The advantages of thermal printers are that they’re fast and quiet, and the only consumable

is paper

Dye-Sublimation Printers

Dye-sublimation printers use sheets of solid ink that sublimate, or go from the solid phase

directly to gas During printing, a printhead passes over these sheets (one each of cyan, magenta, yellow, and gray for tonal change) inside the printer As it passes over the page, spots

on the printhead heat up, causing the ink under those spots to sublimate into gas This gas then passes through the paper being printed, where the ink turns back into a solid, embedded into the paper The printhead in most printers makes four passes, one for each color

These types of printers tend to be slow, but they do a great job of printing photo images

Scanner Processes

There are two types of scanners that have been popular computer peripherals: handheld scanners and flatbed scanners In terms of the scanning technology, both use similar pro-cesses However, due to the difficulty of obtaining quality images from handheld scanners, flatbed scanners are the far more popular option today

Flatbed (or desktop) scanners have a glass plane, also called the scanner window Images are placed on this pane Under the pane, a movable scanner head and a light source handle the dirty work The scanner head is called a charged-couple device, and the light source is typically

a cold cathode fluorescent or xenon light

After the image is placed face-down on the glass, the scanner head and light source move across the image, reading it as a series of light and dark spots Images are only visible to the charged-couple device based on the light that they reflect, hence the need for the light source Color scanners typically have three charge-coupled devices, one each for red, green, and blue.Some scanners have automatic feed mechanisms, eliminating the need to manually feed or change each page In these types of scanners, the scanning head is usually stationary, and the image passes over it at a constant speed These types of scanners often look a lot like large, office-style laser printers In fact, many office-style multifunction devices can scan and print using one input area

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners

By themselves, printers and scanners make pretty good paperweights, other than the fact that they’re usually rather bulky As peripherals, these devices don’t achieve their full potential alone; they must be connected to a computer for that Once the device is installed, there are

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 751

several things you can configure to enhance and optimize the peripheral’s performance If it’s still not performing the way you would like, perhaps it’s time to think of an upgrade, such as

a memory upgrade for a printer

As an A+ technician, you need to know the procedures required to install, configure, mize, and upgrade printers and scanners This section covers those procedures

opti-Printer and Scanner Installation Procedures

Although every device is different, there are certain accepted methods used for installing any device Printers and scanners are just two sides of the same coin Both devices use similar hook-ups, but one is an input device, and the other is an output device The following procedure works for installing both kinds of devices:

1. Attach the device using a local or network port and connect the power

2. Install and update the device driver and calibrate the device

3. Configure options and default settings

4. Print/scan a test page

5. Verify compatibility with the operating system and applications

6. Educate users about basic functionality

Before installing any device, read your device’s installation instructions There are exceptions to every rule.

Step 1: Attach the Device Using a Local or Network Port and Connect the Power

When installing a printer or scanner, you must first take the device out of its packaging and set it up on a flat, stable surface Then connect the device to either the host computer with its power off (if it is a stand-alone device) or to the network (if it is a network device) However, USB devices usually require that you install the software first and then connect the device

Once you have connected the device, connect power to it using whatever supplied power adapter comes with it Some devices have their own built-in power supply and just need an A/C power cord connecting the device to the wall outlet, while others rely on an external transformer and power supply Finally, turn on the device

Some USB scanners are very low power and run off the power supplied by the USB cable.

Step 2: Install and Update the Device Driver and Calibrate the Device

Once you have connected and powered up the device, boot up the computer and wait for Windows to recognize the device It will pop up a screen similar to the one shown in Figure 15.3 This wizard will allow you to configure the driver for the printer or scanner (depend-ing on the device) You can insert the driver CD-ROM that comes with the device, and the wizard will guide you through the device driver installation If Windows fails to recognize the device, you can use the Add Hardware Wizard to troubleshoot the installation and to install the device drivers

F I G U R E 1 5 3 The Windows Add Hardware Wizard

Once the driver is installed, the device will function But some devices, such as inkjet printers

and scanners, require that you calibrate the device Calibration is the process by which a device

is brought within functional specifications For example, inkjet printers need their printheads aligned so they print evenly and don’t print funny-looking letters and unevenly spaced lines The process is part of the installation of all inkjet printers

Each manufacturer’s process is different, but a typical alignment/calibration works like this:

1. During software installation, the installation wizard asks you if you would like to brate now, to which you respond Yes or OK

cali-2. The printer prints out a sheet with multiple sets of numbered lines Each set of lines represents an alignment instance

3. The software will ask you which set(s) looks the best Enter the number and click OK

or Continue

4. Some alignment routines end at this point Others will reprint the alignment page and see

if the alignment “took.” If not, you can reenter the number of which one looks the best

5. Click Finish to end the alignment routine

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 753

Understanding and Installing PCL, PostScript, and GDI Drivers

For your printer to work properly, you need to install the right driver for the device In tion, you need to make sure you’re talking to the device in the language that it speaks.There are several printer communication languages in existence, but the three most common ones are Printer Command Language (PCL), PostScript, and Graphics Device Interface (GDI).PCL was developed by Hewlett-Packard in 1984 and originally intended for use with inkjet printers Since then, its role has been expanded to virtually every printer type, and it’s a de facto industry standard

addi-PostScript (PS) is a page description language which allows computers to communicate with printers One of the early advantages of PS was that it allowed any font to be scaled to any size and printed properly This might not sound like an earth-shattering feature, but at the time it was revolutionary for home and business printers (Previously, these types of features were only found on high-end image plotters.)

GDI is actually a Windows component and is not specific to printers Instead, it’s a series

of components that govern how graphics images are presented to both monitors and printers GDI printers work by using computer processing power instead of their own The printed image is rendered to a bitmap on the computer, and then sent to the printer This means that the printer hardware doesn’t need to be as powerful, which results in a less expensive printer Generally speaking, the least expensive laser printers on the market are GDI printers.When you install your printer driver, you will often have to make the choice between PCL and PS or PCL, PS, and GDI drivers Figure 15.4 shows the Add Printer Wizard to illustrate

an example of this

You’re installing a LaserJet 8150 Do you select PS or PCL? It depends on if your printer

is set for PS or PCL mode This can be configured through your printer’s menu system If you have a PS driver and your printer is set for PCL, it will only print garbage If you’re not sure how to do this, check your printer’s manual

F I G U R E 1 5 4 PS and PCL print drivers

Many newer printers can handle both PS and PCL (and GDI), and will matically translate for you Therefore, it’s less likely that you’ll install the

auto-“wrong” print driver than it was several years ago.

Calibrating Scanners

Scanners may need to be color calibrated with the monitor so that what scans in is accurate to what’s on screen Many include a test pattern that can be scanned in, and the color on the screen

can be corrected for variations in color This pattern is commonly known as an IT8 scanner target

When working with print media, it is especially important to calibrate all your hardware, including your monitor, scanner, printer, and digital camera, to ensure color matching.

Step 3: Configure Options and Default Settings

Once you have installed the software and calibrated the device, you can configure any options for either the scanner or printer Scanners may require setting options such as configuring sheet feeders within the driver software These settings and how to change them can be found

in your hardware’s manual

Most of the time, scanner properties and options are configured from within the scanner software that came with the device Common configuration options include the resolution at which you want to scan, the use of color or grayscale, and the compression method to use after the document has been scanned

Where you configure specific printer properties depends a lot on the printer itself Figure 15.5 shows the Printers and Faxes window in Windows XP On the left-hand side under Printer Tasks, you can see that there’s an option to select printing preferences and another option to set printer properties (in addition, both options can be executed by right-clicking on the printer and choosing Printing Preferences or Properties, respectively)

If you don’t see these options under Printer Tasks, highlight the printer first.

Various configuration features can be set from each menu option The Printing Preferences window of this printer is shown in Figure 15.6

Under Printing Preferences (for this printer) you can select the quality of the print job, layout (portrait vs landscape), paper size, two-sided printing, and use of color By contrast, Figure 15.7 shows the printer Properties screen

Here the options are different The printer Properties is less about how the printer does its job and more about how people can access the printer From the printer Properties, you can share the printer, set up the port that it’s on, and configure when the printer will be available throughout the day (and to which specific users) Figure 15.8 shows the important Advanced tab of the printer Properties

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 755

F I G U R E 1 5 5 Printers and Faxes

F I G U R E 1 5 6 Printing Preferences

On this tab, you can configure the printer to be available only during certain hours of the day This might be useful if you’re trying to curtail after-hours printing of non-work-related documents, for example You can also configure the spool settings It’s recommended to always spool the jobs instead of printing directly to the printer However, if the printer is print-ing garbage, you can try printing directly to it to see if the spooler is causing the problem.Regarding the check boxes at the bottom, you will want to always print spooled documents first, as it speeds up the printing process If you need to maintain an electronic copy of all printed files, check the Keep Printed Documents check box Keep in mind that this will eat up

a lot of hard disk space

F I G U R E 1 5 7 Printer Properties

F I G U R E 1 5 8 Printer Properties Advanced tab

Finally, the Printing Defaults button takes you to the Printing Preferences (see Figure 15.6), Print Processor lets you select alternate methods of processing print jobs (not usually needed), and Separator Page lets you specify a file to use as a separator page (a document that prints out at the beginning of each separate print job, usually with the user’s name on it), which can

be useful if you have several (or several dozen) users sharing one printer

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 757

Step 4: Print/Scan a Test Page

Once you have done all of these steps, you are finished and can print a test page to test the put of the printer Windows has a built-in function for doing just that To print a test page, right-click on the printer you installed from within the Printer control panel and click Prop-erties On the General tab of the printer Properties (as shown back in Figure 15.7), there will

out-be a Print Test Page button Click that button, and Windows will send a test page to the printer If the page prints, your printer is working If not, check all of your connections, and then read ahead in the troubleshooting section, “Using Printer and Scanner Troubleshooting Tools and Techniques.”

For scanners, run the scanning software that came with the scanner Place a single page

on the scanner Press the Scan button on the scanner (or in the software) to initiate a test scan

If the scan comes through on the screen, then you know everything was set up correctly

In Exercise 15.1 we’ll step through the process of installing a USB printer

E X E R C I S E 1 5 1

Installing a USB Printer

In this exercise, you will install a USB printer You will need the following:

 A USB printer

 A USB printer cable

 The software driver CD or disk that came with the printer

 A computer with a free USB port and a CD-ROM drive

1. Turn on the computer.

2. Plug in the printer and turn it on.

3. Insert the printer driver CD into the computer’s CD-ROM drive The driver CD’s auto-run should automatically start the installation program If not, click on Start  Run and type

in D:\setup or D:\install (if your CD-ROM drive letter is different than D substitute that

letter for D)

4. Follow the prompts in the installation program to install the driver.

5. Once the software has been installed, plug one end of the USB cable into the printer and the other end into the free USB port Some installation programs will prompt you for this step.

6. Windows will automatically detect the new printer, install the driver, and configure it

Windows will display a balloon in the lower-right-hand corner of the screen saying, Your

hardware is now installed and is ready to use.

7. Print a test page to see if the printer can communicate and print properly.

Step 5: Validate Compatibility with Operating System

and Applications

Once your printer or scanner is installed and you have tried out a test page, everything else should work well, right? That’s usually true, but it’s good practice to verify compatibility with applications before you consider the device fully installed

With printers, this process is rather straightforward Open the application you wonder about and print something For example, open up Microsoft Word, type in some gibberish (or open a real document if you want), and print it out If you are running non-Microsoft appli-cations (such as a computer-aided drafting program or accounting software) and have ques-tions about their compatibility with the printer, try printing from those programs as well.It’s also usually pretty easy to test a scanner’s compatibility The main reason is that most scanners come with their own proprietary software to scan in images Once the image is scanned in and saved as a file (usually a picture format such as JPG, GIF, or BMP), then opening the file in other programs is not an issue The only concern is if you are trying to use

a scanning application that did not come with the scanner itself This can be a tricky process (compatibility is a big issue) to configure It’s recommended that you check your scanner (or software) manual for advice on getting this working properly

Step 6: Educate Users about Basic Functionality

Most users today know how to print, but not everyone knows how to install the right printer

or print efficiently This can be a significant issue in work environments

Say that your workplace has 10 different printers, and you just installed number 11 First, your company should use a naming process to identify the printers in a way that makes sense Calling a printer HPLJ4 on a network does little to help users understand where that printer

is in the building After installing the printer, offer installation assistance to those who might want to use the device Show users how to install the printer in Windows (or if printer instal-lation is automated, let them know they have a new printer and where it is) Also let the users know the various options available on that printer Can it print double-sided? If so, you can save a lot of paper Show users how to configure that Is it a color printer? Do users really need color for rough drafts of documents or presentations? Show users how to print in black-and-white on a color printer to save the expensive color ink or toner cartridges

Not as many people are familiar with scanners Offer education to the users who will be using it Show them how to scan an image, as well as give them some basics about the soft-ware use, such as how to modify images and compress them so the saved image files aren’t positively huge

Installing Printer Upgrades

The printer market encompasses a dizzying array of products You can find portable printers, photo printers, cheap black-and-white printers for under $30, high-end color laser printers for over $5,000, and everything in between Most of the cheaper printers do not have upgrade options, but higher-end printers will have upgrade options including the memory and firmware

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 759

Installing Printer Memory

When purchasing a memory upgrade for your printer, you need to make sure of two things First, buy only memory that is compatible with your printer model Most printers today use a standard computer DIMM, but check your manual or the manufacturer’s website to be sure If you’re not sure, purchasing the memory through the manufacturer’s website (or an authorized reseller) is a good way to go Second, be sure that your printer is capable of a memory upgrade It’s possible that the amount of memory in your printer is the maximum that it can handle.Once you have obtained the memory, it’s time to perform surgery The specific steps required to install the memory will depend on your printer Check with the manual or the manufacturer’s website for instructions tailored to your model

Exercise 15.2 walks you through the general steps for installing memory into a laser printer

Upgrading Printer Firmware

As with upgrading memory, methods to upgrade a printer’s firmware depend on the model of printer you have Most of the time, upgrading a printer’s firmware is a matter of downloading and/or installing a free file from the manufacturer’s website Printer firmware upgrades are generally done from the print server Firmware files can easily be several megabytes in size, so they might take a bit to download

Which Printer Did That Go To?

I used to work at a satellite office for a company whose headquarters were in Houston Because

of recent printer problems, we just had a new network printer installed, and it had a different network name than the previous printer.

At the end of the month, one of our accountants printed off her monthly reconciliation report, which typically ran about 400 pages Puzzled when it didn’t come out on the printer, she printed

it again And again And again After the fourth time (and a few hours later), she decided to ask someone in IT what the problem was.

It turns out that she had mapped (installed) the new network printer but had gotten a few letters wrong in the printer name Instead of being at our office, all of her print jobs were sent

to a printer in the Houston office And of course, there were people in Houston trying to print similar reports and who just kept refilling the printer with paper because they didn’t want to cut someone else’s report off in the middle.

While this wasn’t a catastrophic failure, it was annoying She had unintentionally wasted three reams of paper, the associated toner, and hours of printer life It wasn’t a malicious act and she was a literate computer user, but it’s illustrative of the need to educate and help users with installing and configuring devices Had the printer been mapped correctly the first time, the waste could have been avoided.

E X E R C I S E 1 5 2

Installing Memory into a Laser Printer

Providing additional memory to your printer can speed up the printing process, especially in heavily utilized environments While the specific steps for your printer might be slightly dif- ferent, follow these general steps for installing printer memory:

1. Turn off the printer.

2. Disconnect all cables from the printer (power and interface cables).

3. Find the area in which you need to install the memory

4. On most HP LaserJet printers, this is in the back, on a piece of hardware called the matter board The formatter board is held in by tabs near the top and bottom of the board Remove the formatter board from the printer Other brands have different config- urations For example, on many Xerox laser printers you remove a panel on the top of the unit (underneath the paper output tray) to get to the memory.

for-5. If your printer requires you to remove a component (such as the formatter board) to upgrade the memory, place that component on a grounded surface such as an antistatic work mat Otherwise, proceed to step 6.

6. If you are replacing an existing memory module, remove the old module, being careful not to break off the latches at the end of the module that hold it in.

7. Insert the new memory module, making sure that any alignment notches on the memory module are lined up with the device before inserting the memory module.

8. Replace the removable component (if necessary).

9. Reconnect the power and interface cables.

10. Power on the printer.

11. Follow the printer manual’s instructions on running a self-test to ensure that the memory

is recognized.

Some printers require that you manually enable the added memory Here are the steps to do that in Windows 2000/XP:

1. Open the Printers and Faxes window.

2. Right-click on the printer and choose Properties.

3. On the Device Settings tab, click the Printer Memory button in the Installable Options section.

4. Select the amount of memory that is now installed.

5. Click OK.

Installing, Configuring, Optimizing, and Upgrading Printers and Scanners 761

Upgrading firmware is usually done for one of two reasons One, if you are having patibility issues, a firmware upgrade might solve them Two, firmware upgrades can offer newer features not available on previous versions

com-Optimizing Scanner Performance

Scanners pretty much either work or they don’t, and there’s not a lot of “fixing” that can be done from the field technician vantage point However, there are a lot of options that you can configure to optimize the scanning process In this section, we’ll look at some of those options

Here we focus on what you can (or should be able to) change The exact

“how” will depend on your scanner software The software shown in this chapter is intended to serve as an example.

Scanner Resolution and Output Size

One of the most common questions or concerns regarding scanning is the output file size For

a full 8.5˝ × 11˝ scanned picture, the output file can easily exceed 1GB in size You can change this by modifying the scanned resolution of the image Look at Figure 15.9 as an example

F I G U R E 1 5 9 Scanner software window

If you look near the bottom of Figure 15.9, you’ll see that the output file for this scan is 2.11MB, but the picture is only at 200 dots per inch (dpi) On the right-hand size of this screen, notice that there is a Resolution section where you can change this Lowering the resolution

to 75dpi (the lowest available in this particular software) drops the output file to under 300KB Increasing the resolution to 300dpi more than doubles the file size, to 4.75MB, and when you bump the resolution all the way to the maximum of 9600dpi, the output file is a whopping 4.86GB All of this is for a 3.5-inch by 5-inch picture

So what is the right resolution to scan at? Well, that depends on what you’re planning on doing with the scanned image For most uses, 200–300dpi will work just fine If you’re scan-ning text documents, you can even go lower If the picture will be blown up to a large size or it’s for a high-end graphical presentation, then a higher resolution might be in order Just keep

in mind that higher resolutions and larger outputs mean very large files (For example, the ture in Figure 15.9 blown up to 30 inches by 21 inches at 9600dpi would produce an output file of 175GB—it’s hardly likely that you will want to or be able to store a file that big.)

pic-File Formats

After a scanner scans a picture in, you can save it in a variety of file formats The format you choose often depends on the anticipated use of the file For example, your brochure printer might require that files be in JPG or TIF format

As with changing resolution, the specific way to change file types depends on the scanner software In the case of the HP scanner software we are using, we have to click the Accept but-ton at the bottom to scan the image (see Figure 15.9), and then the software sends the image

to the Photo & Imaging software, as shown in Figure 15.10

F I G U R E 1 5 1 0 HP Photo & Imaging