Chapter 14: Advanced Printers and Scanners

1. Chapter 14: Advanced Printers and Scanners IT Essentials: PC Hardware and Software v4.0

2. Chapter 14 Objectives 14.1 Describe potential safety hazards and safety procedures associated with printers and scanners 14.2 Install and configure a local printer and scanner 14.3 Describe how to share a printer and a scanner on a network 14.4 Upgrade and configure printers and scanners 14.5 Describe printer and scanner preventive maintenance techniques 14.6 Troubleshoot printers and scanners

3. Chapter 14 Worksheets and Labs • 14.2.4 Lab: Install an All-in-one Printer/Scanner • 14.3.2 Lab: Share the All-in-one Printer/Scanner • 14.4.2 Lab: Comparing Scanned Images • 14.5.1 Worksheet: Search for Certified Printer Technician Jobs • 14.6.3 Lab: Fix a Printer • 14.6.3 Remote Technician: Fix a Printer Problem

4. 14.1 Introduction • This chapter explores the functionality of printers and scanners. • The chapter discusses safety hazards, configuration procedures, preventive maintenance, and printer and scanner sharing. • Learn how to maintain, install, and repair these devices in both local and network configurations.

5. Hazards of Printers and Scanners Always follow safety procedures when working on any computer, printer or scanner. These rules will keep you and the equipment safe. • Always lift equipment by using the strength in your legs and knees, not your back. • Wear appropriate work clothes and shoes. • Do not wear loose jewelry or baggy clothes when servicing computer equipment. • Turn off equipment and allow it to cool before beginning any repairs on internal components. • Only qualified technicians should perform advanced repairs on laser printers due to high voltage potential.

6. 14.2 Printer and Scanner Installation • Connect it (USB, LPT, 1394, Print Server) • Use Windows XP’s PnP driver • Add software from manufacturer • Check for driver updates on the Internet • Change default settings • Run a test print • Scan a picture • Print the scanned picture

7. Computer Ports

8. Postscript vs. PCL

9. Drivers and Software The process of installing and updating a printer driver: • Determine the version of the installed printer driver and select a newer version to increase functionality. • Search the Internet to locate the latest driver version. • Download the driver and follow the instructions. • Install the driver. • Test the driver. • To test the driver choose Start > Settings > Printers and Faxes. Right-click the printer and choose Properties. Then choose Print Test Page. If the printer does not work, restart the computer and then try again.

10. Options and Default Settings The media control options set the way a printer manages media: • Input paper tray selection • Output path selection • Media size and orientation • Paper weight selection The printer output options manage how the ink or toner goes on the media: • Color management • Use the Print Test Page option from Windows • Print speed

11. Global and Per-Document Methods Global method sets options to affect all documents. • To change the configuration of a global printer, select Start > Control Panel > Printers and Faxes and right-click the individual printer. Per-Document method sets options to affect a single document. • To change the printer settings, keep the document open and select File > Page Setup. • Alter the colors, print quality, paper direction, and margin size for the document that you are printing without changing the default settings.

12. Verify Functionality Installation is complete only after successfully testing all device functions. • Print double-sided documents • Use different types of paper trays • Change the settings of a color printer so that it prints in black and white or grayscale to print draft copies of documents • Change scanner's scan resolution • Edit scanned images of saved documents • Use an optical character recognition (OCR) application

13. 14.3 Shared Printer The computer that is connected to the printer can serve as the print server. • Confirm printer sharing software is installed on the computer • The computer must know which printer to share • Go to the Printers folder • Right-click the printer to share • Select Properties • Click the Sharing tab • Select Share this printer option • Assign the printer a name

14. Types of Print Servers A print server has three functions. • Provide client access • Administrate print jobs • Storing jobs in a queue until the print device is ready, and then feeding or spooling the print information to the printer • Provide feedback to the users • Notification that a print job is finished, or an error message There are three kinds of print servers: • Network print server devices • Dedicated PC print servers • Computer-shared printers When dealing with a network printer, stop the print service when doing repairs to keep print jobs from being added to the queues.

15. Configure Computer to Share a Printer Configure the computer attached to the printer to share the printer with other network users. • Go to Start > Control Panel > Printers and Other Hardware > Printers and Faxes. • Select the printer you wish to share. The Printer Tasks box will appear on the left. • Select Share this printer. The Printer Properties dialog box for that printer will display. • Select the Sharing tab. Select Share this printer and enter the desired share name. This is the name that the printer will appear as to other users. • Verify that sharing has been successful. Return to the Printers and Faxes folder and note the printer icon now has a hand under it indicating the printer is now shared.

16. Connecting Others to Shared Printer Other users on the network can now connect to the shared printer: • Go to Start > Control Panel > Printers and other Hardware > Add a Printer. • The Add Printer wizard will appear. Click Next. • Select A network printer, or a printer attached to another computer. Click Next. • Type in the name of the printer, or browse for it on the network using the Next button. • After selecting the printer, a virtual printer port is created and displayed in the Add a Printer window. The required print drivers will be downloaded from the print server and installed on the computer. The wizard will then finish the installation.

17. 14.4 Upgrade Printers and Scanners • Some printers can be expanded to print faster and to accommodate more print jobs by adding hardware. • The hardware may include additional paper trays, sheet feeders, network cards, and expansion memory. • Scanners can also be configured to do more to meet customer needs. • Examples for scanner optimization include color correction and resizing.

18. Printer Upgrades • Improves printing speed • Enhances ability to perform complex print jobs • Improves printer efficiency • Job buffering, page creation, photo printing, and graphics • Printer upgrades include: • Adding printer memory for improved efficiency • Duplex printing to enable dual-sided printing • Extra trays to hold more paper • Specialized tray types for different media • Network cards to access a wired or wireless network • Firmware upgrades to add functionality or to fix bugs

19. Resizing • Sharpening • Brightening or darkening • Color correction • Resolution changes • Output file format • Color inversion • Resizing • Sharpening • Brightening or darkening • Color correction • Resolution changes • Output file format • Color inversion Scanner Optimization • Resizing • Sharpening • Brightening or darkening • Color correction • Resolution changes • Output file format • Color inversion

20. 14.5 Preventive Maintenance Techniques Decrease downtime and increase the service life of the components • Schedule maintenance according to vendor guidelines • Maintain a suitable environment for printers and scanners • Follow appropriate cleaning methods • Check the capacity of ink cartridges and toners

21. Maintenance Schedule A laser printer maintenance kit may contain: • Fuser assembly • Transfer rollers • Separation pads • Pickup rollers When installing new parts or replacing toners and cartridges, visually inspect all internal components: • Remove bits of paper and dust • Clean spilled ink • Look for any worn gears, cracked plastic, or broken parts

22. Operating Environment Guidelines Printers and scanners are affected by temperature, humidity, and electrical interference. • Keep paper dry • Keep printer in a cool, dust-free environment • Store toner in a clean, dry environment • Clean glass on scanners • Keep printers ventilated

23. Printer Maintenance • CAUTION: Remember to unplug scanners and printers before cleaning to prevent danger from high voltage. • Using a damp cloth wipe clean the exterior. • Use the utility supplied with the printer to clean the print heads. Afterward, test them to confirm they are clean. • On inkjet printers, clean the paper-handling machinery with a damp cloth. • CAUTION: Do not touch the drum of a laser printer while cleaning. • Use a specially designed vacuum cleaner to clean a laser printer.

24. Scanner Maintenance • CAUTION: Remember to unplug scanners and printers before cleaning to prevent danger from high voltage. • Using a damp cloth wipe clean the exterior. • On flatbed scanners, keep the lid closed when the scanner is not in use to prevent dust build-up and accidental fingertip smudges. • Consult the user guide for the manufacturer's cleaning recommendations of the glass. • Usually, use a glass cleaner and a soft cloth to protect the glass from scratching. • Check the manual for instructions on how to open the unit or remove the glass from the scanner.

25. Ink Cartridges and Toners • When an inkjet printer needs ink, it produces blank pages. • When a laser printer needs ink, it begins to print very poor-quality printouts. • Some printers have LCD message screens or LED lights that warn users when ink supplies are low. • You can set the printer software to reduce the amount of ink or toner that the printer uses.

26. 14.6 Troubleshooting Process Step 1 Gather data from the customer Step 2 Verify the obvious issues Step 3 Try quick solutions first Step 4 Gather data from the computer Step 5 Evaluate the problem and implement the solution Step 6 Close with the customer

27. 1. Gather Data from the Customer • Customer information • Company name, contact name, address, phone number • Laptop information • Manufacturer, model, OS, network environment, connection type • Description of problem • Open-ended questions • What error messages have you received? • Closed-ended questions • Does the problem appear on every page?

28. 2. Verify the Obvious Solutions • Check that the data cable is the correct cable and installed correctly. • Make sure the printer is not plugged into a UPS. • Check that the glass surfaces are not dirty on the printer or scanner. • Make sure that the toner cartridge is full. • Check the age of the toner cartridge. • Make sure that the ink cartridge is full. • Make sure that the wiper bar and the inside of the printer are clean. • Check that the scanner arm is not taped or blocked in place.

29. 3. Try Quick Solutions First • Restart the equipment. • Cycle the power. • Clear jobs in the printer queue. • Restart the print spooler service. • Remove and reinsert data cables. • Shake the toner cartridge. • Reinstall printer software. • Re-insert paper. • Remove tape from inkjet cartridge nozzles.

30. 4. Gather Data from the Computer Ways to gather information about a printer or scanner problem: • Printer settings • Network settings • Device manager • Errors in queue • User permissions • Application print settings

31. 5. Evaluate Problem & Implement Solution • Problem solving experience • Other technicians • Internet search • News groups • Manufacturer FAQs • Computer manuals • Device manuals • Online forums • Technical websites

32. 6. Close with the Customer • Discuss with customer the solution implemented. • Have customer verify problem is solved. • Provide all paperwork to customer. • Document steps of solution in the work order and in the technician’s journal. • Document components used in repair. • Document time spent to resolve the problem.

33. Common Problems and Solutions

34. Apply Troubleshooting Skills • It is time to apply your listening and diagnostic skills.

35. Chapter 14 Summary Advanced Printers and Scanners • Information about printers and scanners • Hazards and safety procedures • Steps to install, configure, and upgrade a printer • Steps to install, configure, and upgrade a scanner • Preventive maintenance techniques

36. Additional Resources • Whatis?com: IT Encyclopedia and Learning Center http://whatis.com • TechTarget: The Most Targeted IT Media http://techtarget.com • ZDNet: Tech News, Blogs and White Papers for IT Professionals http://www.zdnet.com • HowStuffWorks: It's Good to Know http://computer.howstuffworks.com • CNET.com http://www.cnet.com • PC World http://www.pcworld.com • ComputerWorld http://www.computerworld.com • WIRED NEWS http://www.wired.com • eWEEK.com http://www.eweek.com

37. Let’s see what you have learned . . . Q: Which two parts, one in a laser printer and one in a dot matrix printer, should be allowed to cool before attempting any repairs? A: fuser assembly and print head Q: Which two types of cables use parallel communication technology? A: IEEE1284 and SCSI Q: Which two pieces of software are included with most new printers and are installed by the user? A: configuration software and printer drivers

38. Let’s see what you have learned . . . Q: Which Windows component allows the Windows operating system to output graphics to a computer screen or print device? A: GDI Q: A user reports that whenever he needs to print a document, the print job process is automatically sent to the wrong network printer. Which path should the user follow to resolve this problem in Windows XP? A: Start > Control Panel > Printers and Faxes, right-click the printer, and then select Set as Default Printer Q: What can a technician do to reduce the time a user must wait when complex jobs are sent to the printer? A: Add more RAM to the printer

39. Let’s see what you have learned . . . Q: Which two issues should be considered when purchasing RAM for a new printer? A: physical type of memory and number of memory slots available Q: Which scanner option considerably affects the size of the output file? A: resolution settings Q: Which printer parts should be cleaned with a damp cloth? A: printer-handling machinery in inkjet printers, roller surfaces in dot matrix printers, and all exteriors