1. A+ Guide to Hardware, 4e
Chapter 12
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 Hardware, 4e 2

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 Hardware, 4e 3

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)
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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
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6. Figure 12-2 The six progressive steps of laser printing
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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
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8. Figure 12-7 The ink cartridges of an inkjet printer
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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
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10. Figure 12-8 Keep the print head of a dot matrix printer as
cool as possible so that it will last longer
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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
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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
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13. Figure 12-10 The HP Scanjet 3970 is a type of flat-bed scanner
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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
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15. Figure 12-13 How a flat-bed scanner works
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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
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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
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18. Figure 12-14 The printer setup program installs the drivers
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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
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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 printer and 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
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21. Figure 12-21 Sharing a printer on a Windows XP PC
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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
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23. Figure 12-23 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
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24. Figure 12-25 Install a shared printer in Windows XP using My Network Places
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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
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26. Figure 12-27 Enter the printer name or IP address to identify the
printer on the network
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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
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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
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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
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30. Figure 12-29 Manage print jobs using the printer window
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31. Figure 12-32 Optional printer equipment has been installed by Windows
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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
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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
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34. Figure 12-38 Use the Services tab in the Printing Preferences
window to service this inkjet printer
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35. Figure 12-39 Clean the area around the nozzle plate with a damp cotton swab
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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
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37. Figure 12-40 The network printer firmware is accessed on
the network using a browser
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38. Figure 12-42 Locate any firmware updates for the printer on the HP Web site
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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
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40. Figure 12-45 Make adjustments before the final scan is made
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41. Figure 12-47 Setting preferences for a scanner
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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
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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
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44. Figure 12-49 How to isolate a printer problem
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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 support for printer”
– Disable printer spooling
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46. Figure 12-52 Disable printer spooling
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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
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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
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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
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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
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51. Problems with Inkjet Printers
• Print quality is poor
– Remove and reinstall the cartridge
• Printing is intermittent or absent
– Make sure the correct printer driver is installed
• Lines or dots are missing from the printed page
– Clean the inkjet nozzles
• Ink streaks appear on the printed page
– Clean the inkjet nozzles
• Paper is jammed: open back door, remove paper
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52. Figure 12-53 Open the door on the back of an inkjet printer to
remove jammed paper
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53. Problems with Dot Matrix Printers
• Print quality is poor
– Replace the ribbon, if it is not advancing normally
– Check the printer’s advance mechanism
– Adjust the print head spacing
– Check the print head for dirt
• Print head moves back and forth but nothing prints
– Check the ribbon installation
– Replace a dried out ribbon
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54. Troubleshooting Scanners
• Turn off scanner, unplug it, re-plug it, turn it back on
• Disconnect and reconnect the USB cable
• Try rebooting your computer
• Clean up the hard drive
• Use troubleshooting software
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55. Summary
• Printer metrics: warm-up time, resolution, maximum
duty cycle, printing speed, page formatting
• Impact printers: dot matrix
• Nonimpact printers: laser, inkjet, solid ink, thermal
dye-sublimation, printers
• Six steps in laser printing: cleaning, conditioning,
writing, developing, transferring, and fusing
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56. Summary (continued)
• Scanner: converts an image into a digital file
• Three types of scanners are flat-bed, sheet-fed, and
portable scanners
• Printer communication protocols: PostScript, PCL,
Windows GDI
• A printer is configured in Printers and Faxes
(Windows XP) or Printers windows (Windows 2000)
• Routine maintenance extends the working life of
printers and scanners
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