Tài liệu Managing Printing pdf

If you chose to manually configure a print device, the Select the Printer Port dialog box appears, as shown in Figure 12.5.. 1 2 An icon for a printer in the Printers folder If you are c

Chapter 12

Managing Printing

MICROSOFT EXAM OBJECTIVES COVERED IN THIS CHAPTER

Connect to local and network print devices

 Manage printers and print jobs

 Control access to printers by using permissions

 Connect to a local print device

One common network management task is setting up and using printers To manage printing, you need an understanding of the print-ing process and the terminology associated with the process.

The process of creating, managing, and deleting printers is fairly easy When you create printers, you use a Wizard, which leads you through each step of the configuration Anything that is not configured through the Add Printer Wizard can be configured through the printer’s properties You can also manage printing options such as pausing and deleting print jobs for the entire printer or for specific print documents

In this chapter, you will learn the basics of Windows 2000 Professional printing, how to set up and configure printers, and how to manage printers and print jobs

The printing processes used by Windows 2000 Server and Windows 2000 fessional are the same.

Pro-Reviewing Printing Basics

Before you learn about the specifics of Windows 2000 printing, you should have an understanding of basic network printing principles Table 12.1 defines the terms that relate to network printing, and the following sections describe the printing process and the roles of print devices and printers

Reviewing Printing Basics 547

T A B L E 1 2 1 Windows 2000 Printing Terminology

Term Definition

Printer The software interface between the physical printer

(the print device) and the operating system You can create printers through the Printers folder This is also referred to as a logical printer

Print device The actual physical printer or hardware device that

produces the printed output.

Print server The computer on which the printer has been defined

When you send a job to a network printer, you are tually sending it to the print server first.

ac-Print spooler A directory or folder on the print server that stores

the print jobs until they can be printed Your print server and print spooler must have enough hard disk space to hold all of the print jobs that could be pend- ing at any given time This is also referred to as a

print queue Print processor The process that determines whether or not a print

job needs further processing once that job has been sent to the spooler The processing (also called ren- dering) is used to format the print job so that it can print correctly at the print device.

Printer pool A configuration that allows you to use one printer for

multiple print devices A printer pool is useful when you have multiple printers that use the same print driver and are in the same location By using printer pools, users can send their print jobs to the first available printer.

Print driver The specific software that understands your print

de-vice Each print device has its own command set, and each print device has an associated print driver Physical port The port through which a printer is directly connect-

ed to a computer, either a serial (COM) or parallel (LPT) port

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Reviewing the Windows 2000 Printing Process

Printing is a common problem area in many networks To troubleshoot the problems related to the Windows 2000 printing process, you need to under-stand the steps involved in the process A simple overview of the printing process is illustrated in Figure 12.1

F I G U R E 1 2 1 A simple overview of the Windows 2000 printing process

Logical port The port through which a printer with a network card

is attached to a network Logical ports are much faster than physical ports They also are not restricted

by parallel and serial cable distance limitations, which apply to printers connected to a PC’s parallel

or serial port.

Local printer A printer that uses a physical port and that has not

been shared If a printer is defined as local, the only users who can use the printer are the local users of the computer that the printer is attached to.

Network printer A printer that is available to local and network users A

network printer can use either a physical or logical port.

T A B L E 1 2 1 Windows 2000 Printing Terminology (continued)

Print Device

Reviewing Printing Basics 549

The following steps are involved in the printing process:

1. From the client, the user chooses to print On any Windows platform, the print request is passed to the Graphics Device Interface (GDI) The GDI calls the print driver If the user is accessing the printer for the first time, the print driver is loaded into the client’s memory from the print server The print driver will stay in memory until the computer is turned off or a newer print driver is detected on the print server The GDI is also responsible for processing print jobs for the appropriate print device

2. The print job is sent to the computer’s local print spooler, which in turn sends the job over the network to the print server

3. The router at the print server receives the print job

4. The router passes the print job to the print spooler on the print server, which spools the print job to a disk

5. The print processor on the spooler analyzes the print job If the job needs any further processing, the print processor processes the job so that the job will print correctly

6. If specified, the separator page processor adds a separator page to the front of the print job

7. The print job is passed to the print manager, which determines when the job should print and directs the print job to the correct port

8. The print job goes to the print device, and the job prints

In order to print to a printer, you must have that printer’s driver to tell the application how to send the print job Windows 2000 Professional clients automatically download the print driver from the print server each time they send a print job If the print driver is updated on the print server, the next time the user sends a job to the printer, the driver is automatically updated

With Windows 2000 Professional, you can also specify drivers for automatic download for other Windows clients See the “Sharing Properties” section later in this chapter for details.

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Understanding the Roles of Print Devices and Printers

A print device is the actual physical printer or hardware device that does the printing In Windows 2000 terminology, a printer is the software interface between the print device and the operating system

When you set up your computer or your network, you can determine how many print devices you have by counting the devices you can see and touch Printers are a bit trickier to enumerate, because you can configure them in several ways:

 One printer per print device

 One printer for multiple print devices, called printer pooling

 Multiple printers for a single print device, a configuration usually set

up to allow print schedulingYou’ll learn how to configure printer pools and set up print scheduling (by configuring the printer’s availability) in the “Managing Printer Proper-ties” section later in this chapter

Setting Up Printers

Before you can access your physical print device under Windows 2000 Professional, you must first create a logical printer To create a printer, you use the Add Printer Wizard, which guides you through all of the steps In order to create a new printer in Windows 2000 Professional, you must be logged on as a member of the Administrators or Power Users group

Microsoft

Exam

Objective

Connect to local and network print devices.

 Manage printers and print jobs.

Setting Up Printers 551

This chapter covers the material related to managing printing for the nect to local and network print devices” objective The subobjective for connecting to an Internet printer is covered in Chapter 13, “Dial-Up Network- ing and Internet Productivity.”

“Con-The computer on which you run the Add Printer Wizard and create the printer automatically becomes the print server for that printer As the print server, the computer must have enough processing power to support incom-ing print jobs and enough disk space to hold all of the print jobs that will be queued

To create a new local printer or network printer, take the following steps:

1. Select Start  Settings  Printers to open the Printers folder, as shown

in Figure 12.2 Then double-click the Add Printer icon

F I G U R E 1 2 2 The Printers folder with the Add Printer icon

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2. The Add Printer Wizard starts, as shown in Figure 12.3 Click the Next button to continue

F I G U R E 1 2 3 The Welcome to the Add Printer Wizard dialog box

3. The Local or Network Printer dialog box appears, as shown in ure 12.4 Choose Local Printer if you have a printer directly attached to computer, or choose Network Printer if you have a printer attached to a network Then click the Next button If you have a Plug-and-Play print device attached to your computer, it should be automatically detected, and you can skip to step 6 If your print device is not attached or recognized, deselect the Auto-matically Detect and Install My Plug and Play Printer option and continue with the following steps to manually specify the print device configuration

Fig-Setting Up Printers 553

F I G U R E 1 2 4 The Local or Network Printer dialog box

4. If you chose to manually configure a print device, the Select the Printer Port dialog box appears, as shown in Figure 12.5 Specify the port the print device will use and then click the Next button

F I G U R E 1 2 5 The Select the Printer Port dialog box

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If you have already installed this driver on your computer, the dialog box that lists the printer manufacturers and models will also include a Windows Update button next to the Have Disk button.

5. A dialog box that lists printer manufacturers and models appears, as shown in Figure 12.6 Specify the print device manufacturer and model and then click the Next button If the print device is not listed, click the Have Disk button and insert the disk that contains the driver that came with your print device

F I G U R E 1 2 6 Selecting the printer manufacturer and model

6. The Name Your Printer dialog box appears, as shown in Figure 12.7

Accept the default name or enter another name for your printer and click the Next button

Setting Up Printers 555

F I G U R E 1 2 7 The Name Your Printer dialog box

7. The Printer Sharing dialog box appears, as shown in Figure 12.8 You can choose to not share the printer or to share the printer If you choose to share the printer, specify a share name to be used by the printer Then click the Next button

F I G U R E 1 2 8 The Printer Sharing dialog box

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8. If you chose to share the printer, the Location and Comment dialog box appears, as shown in Figure 12.9 In this dialog box, specify location information and a comment Network users can use this information to search for a description of the printer’s location, configuration, and capabilities Click the Next button

F I G U R E 1 2 9 The Location and Comment dialog box

9. The Print Test Page dialog box appears, as shown in Figure 12.10 If the print device is attached to your computer, you should print a test page to verify that everything is configured properly Otherwise, you should skip this step Click the Next button to continue

Setting Up Printers 557

F I G U R E 1 2 1 0 The Print Test Page dialog box

10. The Completing the Add Printer Wizard dialog box appears, as shown

in Figure 12.11 This gives you a chance to verify that all of the printer settings have been set correctly If there are any problems, click the Back button to make corrections If everything is configured properly, click the Finish button

F I G U R E 1 2 1 1 The Completing the Add Printer Wizard dialog box

To complete the setup process, the Add Printer Wizard will copy files (if necessary) and create your printer An icon for your new printer will appear

in the Printers folder, as shown in Figure 12.12

F I G U R E 1 2 1 2 An icon for a printer in the Printers folder

If you are creating a printer that is attached to a computer that is running dows 2000 Professional, you will most likely be configuring a printer for per- sonal use or limited network access.

Adding the First Printer

1. Select Start  Settings  Printers to open the Printers folder Then double-click the Add Printer icon.

2. The Add Printer Wizard starts Click the Next button to continue.

3. In the Local or Network Printer dialog box, select the Local Printer radio button Make sure that the Automatically Detect and Install My Plug and Play Printer check box is not checked (unless you have a print device attached to your computer) and click the Next button.

4. In the Select the Printer Port dialog box, select the Use the Following Port radio button, select LPT1 in the list box, and click the Next

button.

5. In the next dialog box, choose HP in the Manufacturers list box and

HP DeskJet 970Cse in the Printers list box Then click the Next button.

6. In the Name Your Printer dialog box, leave the default name of HP DeskJet 970Cse and click the Next button.

7. In the Printer Sharing dialog box, select the Share As radio button

and type HPDJ970 in the text box Then click the Next button.

8 In the Location and Comment dialog box, type Training Room in the Location text box and Color Printer in the Comment text box Click

the Next button.

9. In the next dialog box, select the No radio button to skip printing a test page and click the Next button.

10. In the Completing the Add Printer Wizard dialog box, click the Finish button.

Managing Printer Properties

Printer properties allow you to configure options such as the printer name, whether or not the printer is shared, and printer security To access the printer Properties dialog box, open the Printers folder, right-click the printer you want to manage, and choose Properties from the pop-up menu

Adding the Second Printer

1. In the Printers folder, double-click the Add Printer icon

2. When the Add Printer Wizard starts, click the Next button to continue.

3. In the Local or Network Printer dialog box, select the Local Printer radio button Make sure that Automatically Detect and Install My Plug and Play Printer is not checked (unless you have a print device attached to your computer) and click the Next button.

4. In the Select the Printer Port dialog box, select the Use the Following Port radio button, select LPT2 in the list box, and click the Next button.

5. In next dialog box, choose HP in the Manufacturers list box and HP LaserJet 4 in the Printers list box Then click the Next button.

6. In the Name Your Printer dialog box, leave the default name of HP LaserJet 4 and click the Next button.

7. In the Printer Sharing dialog box, select the Do Not Share This Printer radio button and click the Next button.

8. In the Print Test Page dialog box, select No to skip printing a test page and click the Next button.

9. In the Completing the Add Printer Wizard dialog box, click the Finish button.

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Managing Printer Properties 561

The printer Properties dialog box has six tabs: General, Sharing, Ports, Advanced, Security, and Device Settings The following sections describe the properties on these tabs

The Properties dialog boxes for some printers will contain additional tabs to allow advanced configuration of the printer For example, if you install an HP DeskJet 970Cse printer, its Properties dialog box will have additional tabs for Color Management and Services.

Configuring General Properties

The General tab of the printer Properties dialog box, shown in Figure 12.13, contains information about the printer It also lets you set printing prefer-ences and print test pages

F I G U R E 1 2 1 3 The General tab of the printer Properties dialog box

Microsoft

Exam

Objective

Connect to local and network print devices.

 Manage printers and print jobs.

 Control access to printers by using permissions

The name of the printer, the location of the printer, and comments about the printer shown here reflect your entries when you set up the printer (as described in the previous section) You can add or change this information

in the text boxes

Beneath the Comment box, you see the model of the printer The items listed in the Features section of the dialog box depend on the model and driver you are using The following are some examples of printer features:

 Color printing support

 Double-sided printing support

 Stapling support

 The maximum number of pages that can be printed per minute (ppm)

 The maximum resolution for the printer, in dots per inch (dpi)

At the bottom of the dialog box, you see the Printing Preferences and Print Test Page buttons Their functions are described in the following sections

Setting Printing Preferences

Clicking the Printing Preferences button brings up the Printing Preferences dialog box, which allows you to specify the layout of the paper, page order, and paper source This dialog box has Layout and Paper Quality tabs, as well as an Advanced button that allows you to configure more printer options

Layout Settings

The Layout tab of the Printing Preferences dialog box, shown in Figure 12.14, allows you to specify the orientation and page order Your choices for the Orientation setting are Portrait (vertical) or Landscape (horizontal)

Managing Printer Properties 563

F I G U R E 1 2 1 4 The Layout tab of the Printing Preferences dialog box

The Page Order setting is new to Windows 2000 It specifies whether you want page 1 of the document to be on the top of the stack (Front to Back) or page 1 of the document to be on the bottom of the stack (Back to Front)

In Windows NT 4, your documents always printed back to front, meaning page 1 printed first At the end of the print job, you needed to reorder your pages.

The Pages Per Sheet setting determines how many pages should be printed

on a single page You might use this feature if you were printing a book and wanted two pages to be printed side by side on a single page

Paper/Quality Settings

The Paper/Quality tab of the Printing Preferences dialog box allows you to configure properties that relate to the paper and quality of a print job The options that are available depend on the features of your printer For example,

a printer may have only one option, such as Paper Source For an HP DeskJet

970Cse printer, you can configure Paper Source, Media, Quality Settings, and Color options, as shown in Figure 12.15.

F I G U R E 1 2 1 5 The Paper/Quality tab of the Printing Preferences dialog box

Advanced Settings

Clicking the Advanced button in the lower-right corner of the Printing erences dialog box brings up the Advanced Options dialog box, as shown in Figure 12.16 Here, you can configure printer options such as Paper/Output, Graphic, Document Options, and Printer Features The availability of these options depends on the specific print driver you are using

Pref-Managing Printer Properties 565

F I G U R E 1 2 1 6 The Advanced Options dialog box

Printing a Test Page

The Print Test Page button at the bottom of the General tab of the printer Properties tab allows you to print a test page This option is especially useful

in troubleshooting printing problems For example, you might use the Print Test Page option in a situation where no print driver is available for a print device and you want to try to use a compatible print driver If the print job doesn’t print or doesn’t print correctly (it might print just one character per page, for example), you will know that the print driver isn’t compatible

Configuring Sharing Properties

The Sharing tab of the printer Properties dialog box, shown in Figure 12.17, allows you to specify whether the computer will be configured as a local printer or as a shared network printer If you choose to share the printer, you also need to specify a share name, which will be seen by the network users

F I G U R E 1 2 1 7 The Sharing tab of the printer Properties dialog box

The other option that can be configured through the Sharing tab is driver support for print clients other than Windows 2000 clients This is a signifi-cant feature of Windows 2000 Professional print support, because it allows you to specify print drivers for other clients to automatically download By default, the only driver that is loaded is the Intel driver for Windows 2000

To provide the additional drivers for the clients, click the Additional Drivers button at the bottom of the Sharing tab This brings up the Additional Driv-ers dialog box, as shown in Figure 12.18

Managing Printer Properties 567

F I G U R E 1 2 1 8 The Additional Drivers dialog box

Windows 2000 Professional supports adding print drivers for the ing platforms:

follow- Windows 95 or Windows 98 Intel

 Windows NT 3.1 Alpha, Intel, and MIPS

 Windows NT 3.5 or 3.51 Alpha, Intel, MIPS, and PowerPC

 Windows NT 4.0 Alpha, Intel, MIPS, and PowerPC

In Exercise 12.2, you will share an existing printer This exercise assumes that you have completed Exercise 12.1

E X E R C I S E 1 2 2

Sharing an Existing Printer

1. Select Start  Settings  Printers to open the Printers folder.

2. Right-click HP LaserJet 4, choose Properties, and click the Sharing tab.

Configuring Port Properties

A port is defined as the interface, which allows the computer to cate with the print device

communi-Windows 2000 Professional supports local ports (physical ports) and

standard TCP/IP ports (logical ports) Local ports are used when the printer

attaches directly to the computer In the case where you are running dows 2000 Professional in a small workgroup, you would likely run printers attached to the local port LPT1

Win-Standard TCP/IP ports are used when the printer is attached to the work by installing a network card in the printer The advantage of network printers is that they are faster than local printers and can be located any-where on the network When you specify a TCP/IP port, you must know the

net-IP address of the network printer

The Ports tab, shown in Figure 12.19, allows you to configure all of the ports that have been defined for printer use Along with deleting and config-uring existing ports, you can also set up printer pooling and redirect print jobs to another printer, as described in the next sections

The Enable Bidirectional Support option on the Ports tab will be available if your printer supports this feature It allows the printer to communicate with the computer For example, your printer may be able to send more informa- tive printer errors.

3 Click the Shared As radio button Type HPLJ4 in the text box

4. Click the Apply button, then click the OK button to close the dialog box.

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Managing Printer Properties 569

F I G U R E 1 2 1 9 The Ports tab of the printer Properties dialog box

in situations where there is a group of print devices shared by a group of users, such as a secretarial pool

F I G U R E 1 2 2 0 Printer pooling

To configure a printer pool, click the Enable Printer Pooling check box at the bottom of the Ports tab and then check all of the ports that the print devices in the printer pool will attach to If you do not select the Enable Printer Pooling option, you can select only one port per printer

All of the print devices in a printer pool must be able to use the same print driver.

Redirecting Print Jobs to Another Printer

If your print device fails, you can redirect all of the jobs that are scheduled

to be printed to that print device to another print device that has been figured as a printer For this redirection to work, the new print device must

con-be able to use the same print driver as the old print device

To redirect print jobs, click the Add Port button in the Ports tab, highlight New Port, and choose New Port Type In the Port Name dialog box, type the UNC name of the printer that you want to redirect the jobs to, in the format

\\computername\printer.

Print Server Printer - Sales

Managing Printer Properties 571

Configuring Advanced Properties

The Advanced tab of the printer Properties dialog box, shown in Figure 12.21, allows you to control many characteristics of the printer You can configure the following options:

 The availability of the printer

 The priority of the printer

 The driver the printer will use

 Spooling properties

 How documents are printed

 Printing defaults

 The print processor that will be used

 The separator page

F I G U R E 1 2 2 1 The Advanced tab of the printer Properties dialog box

These options are covered in the following sections

In Windows NT 4, the options that are in the Windows 2000 Professional Advanced tab of the printer Properties dialog box were located in the General tab and the Scheduling tab of the printer Properties dialog box.

Printer Availability

Availability, or scheduling, specifies when a printer will service jobs Usually, you control availability when you have multiple printers that use a single print device For example, you might use this option if you have large jobs that tie up the print device for extended periods of time You could schedule the large jobs to print only during a specified time, say between 10:00 P.M and 4:00 A.M To set this up, you could create two printers on the same port, such as printers named LASER and REPORTS on the LPT1 port (Both printers are on the same port since the same physical print device services them.) Configure LASER to always be available Configure REPORTS to be available only from 10:00 P.M to 4:00 A.M You would then instruct your users to send short jobs to LASER and long jobs to REPORTS, with the understanding that print jobs sent to REPORTS print only during the spec-ified hours

By default, the Always Available radio button in the Advanced tab is selected, so that users can use the printer 24 hours a day To limit the printer’s availability, select the Available From radio button and specify the range of time when the printer should be available

Printer Priority

Priority is another option that you might configure if you have multiple printers that use a single print device When you set priority, you specify how jobs are directed to the print device For example, you might use this option when two groups share a printer and you need to control the priority in which print jobs are serviced by the print device In the Advanced tab of the printer Properties dialog box, you can set the Priority value to a number from 1 to 99, with 1 as the lowest priority and 99 as the highest priority

As an example, suppose that a single print device is used by the accounting department The managers in the accounting department always want their