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A+ Guide to Managing and Maintaining your PC, 6e

A+ Guide to Managing and Maintaining your PC, 6e. Chapter 21 Supporting Printers and Scanners . Objectives. Learn how printers and scanners work Learn how to install printers and scanners and how to share a printer over a local area network

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A+ Guide to Managing and Maintaining your PC, 6e

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  1. A+ Guide to Managing and Maintaining your PC, 6e Chapter 21 Supporting Printers and Scanners

  2. Objectives • Learn how printers and scanners work • Learn how to install printers and scanners and how to share a printer over a local area network • Learn about routine maintenance tasks necessary to support printers and scanners • Learn how to troubleshoot printer and scanner problems A+ Guide to Managing and Maintaining your PC, 6e

  3. Introduction • General topics • The most popular types of printers • How printers work • How to support printers and scanners • Specific skills to acquire • Installing a printer and scanner • Sharing a printer with others on a network • Maintaining printers and scanners • Troubleshooting printer and scanner problems A+ Guide to Managing and Maintaining your PC, 6e

  4. How Printers and Scanners Work • Multiple ways to connect printer/scanners to a PC • Examples: parallel port, serial port, wireless connection • Printers can be combined with other devices; e.g., fax • Metrics used to rate a printer: • Warm-up time (time to print the first page) • The resolution (measured in dpi or dots per inch) • Maximum duty cycle (monthly quota set by warranty) • Printing speed (measured in PPM or pages per minute) • Technology for formatting a page; e.g., PostScript • Types: impact (e.g., dot matrix), nonimpact (e.g., laser) A+ Guide to Managing and Maintaining your PC, 6e

  5. Laser Printers • Overview of how electrophotography works • Toner is placed on an electrically charged rotating drum • Toner is deposited on paper moving at the drum speed • Six steps of laser printing • Cleaning: drum cleaned of residual toner and charge • Conditioning: drum surface is charged to -600 V • Writing: laser beam writes -100 V image to drum surface • Developing: toner is applied to -100 V areas of the drum • Transferring: toner drawn off drum and onto the paper • Fusing: heat and pressure used to fuser toner to paper A+ Guide to Managing and Maintaining your PC, 6e

  6. Figure 21-2 The six progressive steps of laser printing A+ Guide to Managing and Maintaining your PC, 6e

  7. Inkjet Printers • Overview of inkjet printer technology: • The print head moves across the paper • One line of text is created with each pass • Ink is applied to paper using a matrix of small dots • Plates with magnetic charge direct path to the page • Comparison to laser printers • Resolution tends to be lower • Images tend to smudge on inexpensive paper • Usually less expensive • Advice: buy printer with color and black ink cartridges A+ Guide to Managing and Maintaining your PC, 6e

  8. Figure 21-7 The ink cartridges of an inkjet printer A+ Guide to Managing and Maintaining your PC, 6e

  9. Dot Matrix Printers • Overview of dot matrix printer technology: • A print head moves across the width of the paper • Pins are used to print a matrix of dots on the page • Pins shoot against a cloth ribbon • Ribbon impacts the paper, depositing the ink • Dot matrix printer technology is obsolescent • Guidelines for maintaining print heads • Keep the printer in a cool, well-ventilated area • Do not print over 50 to 75 pages without a cool down A+ Guide to Managing and Maintaining your PC, 6e

  10. Figure 21-8 Keep the print head of a dot matrix printer as cool as possible so that it will last longer A+ Guide to Managing and Maintaining your PC, 6e

  11. Thermal Printers and Solid Ink Printers • Nonimpact printers that use heat to produce output • Overview of thermal printer technology • Wax-based ink is heated by heat pins • Heat pins melt the ink onto paper • Overview of dye-sublimation printer technology • Print head passes over and heats each color film • Heated film causes dye to vaporize onto glossy paper • Overview of solid ink printer technology • Ink in solid blocks (color sticks) is melted into print head • Head jets ink onto paper as it passes by on a drum A+ Guide to Managing and Maintaining your PC, 6e

  12. Introducing Scanners • Scanner: converts an image into a digital file • Types: flat-bed, sheet-fed, and portable (handheld) • Other features used to select scanners: • Scanning speed: especially important for high volume • Scanner resolution: at least 400 dpi (dots per inch) • Scanning mode: color, black and white, grayscale • Preview mode: for previewing and editing input page • Bundled software: may include image-editing program • Maximum document size: might be 81/2 x 11 or larger • File formats: might be JPEG, TIFF, PDF, GIF, HTML • Connection to PC: might be USB, FireWire, or SCSI A+ Guide to Managing and Maintaining your PC, 6e

  13. Figure 21-10 The HP Scanjet 3970 is a type of flat-bed scanner A+ Guide to Managing and Maintaining your PC, 6e

  14. Introducing Scanners (continued) • Overview of scanner technology: • A motor moves scanning head across paper on glass • Fluorescent lamp under glass shines light onto paper • Reflected light is diverted by set of mirrors into a lens • Lens focuses light onto a series of diodes • Diodes convert the light into electrical current • Varying amounts of current are digitized and sent to PC • PC converts digital signals into a graphics (or text) file • OCR (optical character recognition) software • Interprets written text for storage in text files A+ Guide to Managing and Maintaining your PC, 6e

  15. Figure 21-13 How a flat-bed scanner works A+ Guide to Managing and Maintaining your PC, 6e

  16. Installing and Sharing a Printer • Two ways a printer is connected to the network • By way of connection to a computer (indirect) • By way of an Ethernet port on the printer (direct) • PCs on a network need drivers to use the printer • Topics covered in this section • How to install a local printer • How to share that printer with others on the network A+ Guide to Managing and Maintaining your PC, 6e

  17. Installing a Local Printer • Steps taken when a hot-pluggable port is used: • Log onto the system as an administrator • Launch the CD setup program • Follow installation instructions from setup program • Connect the printer to the port (USB) • The setup program detects the printer and tells you • Test the printer from the Printers window • Show user how to use the printer and any add-ons A+ Guide to Managing and Maintaining your PC, 6e

  18. Figure 21-14 The printer setup program installs the drivers A+ Guide to Managing and Maintaining your PC, 6e

  19. Installing a Local Printer (continued) • Steps taken when an older port is used: • Plug in the printer to the port and turn on the printer • Launch setup program from manufacturer’s CD • Alternative: use the Windows installation process • Follow directions onscreen to install printer • Test the printer in the Printers window A+ Guide to Managing and Maintaining your PC, 6e

  20. Sharing a Printer with Others in a Workgroup • File and Printer Sharing • Must be installed to share a local printer using Windows • Client for Microsoft Networks • Must be installed to use shared printer on a remote PC • Overview of how to share a local printer • Open printer’s Properties dialog box and select Sharing • Select share this printerand enter a name for the printer • Make drivers available in Additional Drivers window • Remote PC must have network printer drivers • Can be installed from setup CD or from host PC A+ Guide to Managing and Maintaining your PC, 6e

  21. Figure 21-21 Sharing a printer on a Windows XP PC A+ Guide to Managing and Maintaining your PC, 6e

  22. Sharing a Printer with Others in a Workgroup (continued) • Critical steps when installing printer driver from CD • Indicate that you want to use a network printer • Enter the host computer name and printer name • Using My Network Places to find a network printer • Right-click printer in My Network Places • Select Connect from the shortcut menu • Drivers from the host may be installed • Network Neighborhood • Used in Windows 9x/Me to locate a network printer A+ Guide to Managing and Maintaining your PC, 6e

  23. Figure 21-23 To use a network printer under Windows XP, enter the host computer name followed by the printer name, or have Windows XP browse the network for shared printers A+ Guide to Managing and Maintaining your PC, 6e

  24. Figure 21-25 Install a shared printer in Windows XP using My Network Places A+ Guide to Managing and Maintaining your PC, 6e

  25. Sharing a Printer with Others in a Workgroup (continued) • Three ways to make a printer available on a network: • Attach a regular printer to a PC that is part of network • Connect a network printer directly to the network • Use a print server to manage requests from client PCs • Sources of drivers: Manufacturer’s CD or Web site • Critical steps for the last two methods • Configure local printer to use a standard TCP/IP port • Identify printer name or IP address of network printer • Select the correct driver to be installed A+ Guide to Managing and Maintaining your PC, 6e

  26. Figure 21-27 Enter the printer name or IP address to identify the printer on the network A+ Guide to Managing and Maintaining your PC, 6e

  27. Maintaining Printers and Scanners • How to extend working life of printers and scanners • Follow the manufacturer’s directions for device use • Perform the necessary routine maintenance • Maintenance topics: • Communication protocols used by printers • Managing printers • Installing and supporting a scanner A+ Guide to Managing and Maintaining your PC, 6e

  28. Printer Languages • Communication methods • Printer uses PostScript commands to build the page • Printer uses PCL commands to build the page • PCL: Printer Control Language • Windows GDI builds page, then sends it to the printer • GDI: Graphics Device Interface • Raw data is printed with little-to-no formatting • Spooling (simultaneous peripheral operations online) • Process of queuing print requests from application • Bidirectional communication: printer and OS can talk A+ Guide to Managing and Maintaining your PC, 6e

  29. Using Windows to Manage Printing • Some tasks performed from Printers and Faxes • Delete printers • Change the Windows default printer • Purge print jobs to troubleshoot failed printing • Manage printer settings and options • How to adding new equipment to a printer • Install physical device; e.g., stapler and stacker unit • Enable new equipment in Properties window of printer • Some printers allow you to install extra memory • Obtain driver upgrades to add new functionality A+ Guide to Managing and Maintaining your PC, 6e

  30. Figure 21-29 Manage print jobs using the printer window A+ Guide to Managing and Maintaining your PC, 6e

  31. Figure 21-32 Optional printer equipment has been installed by Windows A+ Guide to Managing and Maintaining your PC, 6e

  32. Routine Printer Maintenance • Sources of specific maintenance procedures • Printer documentation • The manufacturer’s Web site • Printer consumables • Examples: paper, toner cartridges, ink cartridges • Advice: keep a full supply of consumables on hand • Printer maintenance kit • Specific printer components • Step-by-step instructions for performing maintenance • Special tools or equipment A+ Guide to Managing and Maintaining your PC, 6e

  33. Routine Printer Maintenance (continued) • Cleaning a printer • Clean the outside of the printer with a damp cloth • Do not use ammonia-based cleaners • Clean the inside of the printer with a dry cloth • Do not blow out toner with compressed air • Two safe tools • Toner-certified vacuum cleaner • Extension magnet brush • Uses of software: clean inkjet nozzles, align cartridges • Cartridge nozzles may have to be manually cleaned A+ Guide to Managing and Maintaining your PC, 6e

  34. Figure 21-38 Use the Services tab in the Printing Preferences window to service this inkjet printer A+ Guide to Managing and Maintaining your PC, 6e

  35. Figure 21-39 Clean the area around the nozzle plate with a damp cotton swab A+ Guide to Managing and Maintaining your PC, 6e

  36. Routine Printer Maintenance (continued) • Some of many resources at OEM’s Web site • Online documentation, drivers, replacement parts • Manual shows how to access firmware utility • Updating firmware (for HP 8100 DN network printer) • Enter printer’s IP address in browser address box • The opening window of the utility appears • Click Administration and then the Support tab • Connect to the HP Web site • Search for updates and the download the software A+ Guide to Managing and Maintaining your PC, 6e

  37. Figure 21-40 The network printer firmware is accessed on the network using a browser A+ Guide to Managing and Maintaining your PC, 6e

  38. Figure 21-42 Locate any firmware updates for the printer on the HP Web site A+ Guide to Managing and Maintaining your PC, 6e

  39. Supporting Scanners • Overview of how to install a USB scanner • Launch the setup CD before connecting the scanner • Follow onscreen software installation instructions • Connect the scanner, plug it in, and turn it on • Test the scanner by scanning and saving an image • Scanner routine maintenance • Read scanner documentation • Use utility software to adjust settings; e.g., resolution • Clean glass with soft dry cloth or mild glass cleaner A+ Guide to Managing and Maintaining your PC, 6e

  40. Figure 21-45 Make adjustments before the final scan is made A+ Guide to Managing and Maintaining your PC, 6e

  41. Figure 21-47 Setting preferences for a scanner A+ Guide to Managing and Maintaining your PC, 6e

  42. Troubleshooting Printers and Scanners • Section topics • General printer troubleshooting • Troubleshooting problems specific to each printer type • General tasks performed during troubleshooting • Interview the user • Find out what works and does not work • Make an initial determination of the problem • If problem is solved, check with the client • Document problem symptoms and solutions A+ Guide to Managing and Maintaining your PC, 6e

  43. Printer Does Not Print • Organize diagnostic questions in a flowchart • Some questions to ask for problems with the printer • Does the printer have paper? • Is the paper installed correctly? • Is the paper damp or wrinkled? • Some tasks for fixing a problem with a cable or port • Check that the cable is firmly connected at both ends • Try a different cable, use a shorter cable • Enter CMOS setup and check the port configuration A+ Guide to Managing and Maintaining your PC, 6e

  44. Figure 21-49 How to isolate a printer problem A+ Guide to Managing and Maintaining your PC, 6e

  45. Printer Does Not Print (continued) • Some tasks for troubleshooting network connection • Turn the printer off and back on or reboot the PC • Verify that the correct default printer is selected • Try installing a second supported network protocol • A few ways to fix problems from Windows printing • Delete all print jobs in the printer’s queue • Check the Event Viewer for printer issues • Verify printer properties; e.g., lower resolution • Uncheck “Enable bidirectional supportfor printer” • Disable printer spooling A+ Guide to Managing and Maintaining your PC, 6e

  46. Figure 21-52 Disable printer spooling A+ Guide to Managing and Maintaining your PC, 6e

  47. Printer Does Not Print (continued) • A few ways to troubleshoot application problems • Verify that the correct printer is selected • Try printing from a different application file • Delete any files in the print spool • Reboot the PC • Try printing from another application • Close any applications that are not being used • Add more memory to the printer • Remove and reinstall the printer drivers A+ Guide to Managing and Maintaining your PC, 6e

  48. Problems with Laser Printers • Poor print quality or toner low message displayed • Unplug a heated printer and allow it to cool • Replace the toner cartridge • Try a different brand of paper • Clean the inside of the printer • Printer stays in warm-up mode • Turn off the printer and disconnect the cable to PC • Verify that the cable is connected to the correct port • Verify that data is being sent to the correct port • Try printing from another PC A+ Guide to Managing and Maintaining your PC, 6e

  49. Problems with Laser Printers (continued) • A paper jam occurs or paper out message appears • Check for jammed paper in input tray and output bin • Damp paper can cause paper jams • One or more white streaks appear in the print • Remove the toner cartridge, shake it, and reinstall • Remove and clean the developer unit • Print appears speckled • Try replacing the cartridge • Replace the laser drum A+ Guide to Managing and Maintaining your PC, 6e

  50. Problems with Laser Printers (continued) • Printed images are distorted • Check for debris interfering with the printer operation • Inspect photoreceptor drum for wear • Printing is slow • Clean up the drive, install a new drive if necessary • Add more memory to the printer • A portion of the page does not print • Add more memory • Print only simple pages with few graphics A+ Guide to Managing and Maintaining your PC, 6e

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