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  1. 1. A+ Guide to Hardware, 4e Chapter 12Supporting Printers and Scanners
  2. 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 problemsA+ Guide to Hardware, 4e 2
  3. 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 problemsA+ Guide to Hardware, 4e 3
  4. 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 Hardware, 4e 4
  5. 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 Hardware, 4e 5
  6. 6. Figure 12-2 The six progressive steps of laser printingA+ Guide to Hardware, 4e 6
  7. 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 Hardware, 4e 7
  8. 8. Figure 12-7 The ink cartridges of an inkjet printerA+ Guide to Hardware, 4e 8
  9. 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 downA+ Guide to Hardware, 4e 9
  10. 10. Figure 12-8 Keep the print head of a dot matrix printer as cool as possible so that it will last longerA+ Guide to Hardware, 4e 10
  11. 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 Hardware, 4e 11
  12. 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 SCSIA+ Guide to Hardware, 4e 12
  13. 13. Figure 12-10 The HP Scanjet 3970 is a type of flat-bed scannerA+ Guide to Hardware, 4e 13
  14. 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 Hardware, 4e 14
  15. 15. Figure 12-13 How a flat-bed scanner worksA+ Guide to Hardware, 4e 15
  16. 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 networkA+ Guide to Hardware, 4e 16
  17. 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-onsA+ Guide to Hardware, 4e 17
  18. 18. Figure 12-14 The printer setup program installs the driversA+ Guide to Hardware, 4e 18
  19. 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 windowA+ Guide to Hardware, 4e 19
  20. 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 A+ Guide to Hardware, 4e 20
  21. 21. Figure 12-21 Sharing a printer on a Windows XP PCA+ Guide to Hardware, 4e 21
  22. 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 Hardware, 4e 22
  23. 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 printersA+ Guide to Hardware, 4e 23
  24. 24. Figure 12-25 Install a shared printer in Windows XP using My Network PlacesA+ Guide to Hardware, 4e 24
  25. 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 Hardware, 4e 25
  26. 26. Figure 12-27 Enter the printer name or IP address to identify the printer on the networkA+ Guide to Hardware, 4e 26
  27. 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 scannerA+ Guide to Hardware, 4e 27
  28. 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 Hardware, 4e 28
  29. 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 functionalityA+ Guide to Hardware, 4e 29
  30. 30. Figure 12-29 Manage print jobs using the printer windowA+ Guide to Hardware, 4e 30
  31. 31. Figure 12-32 Optional printer equipment has been installed by WindowsA+ Guide to Hardware, 4e 31
  32. 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 equipmentA+ Guide to Hardware, 4e 32
  33. 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 cleanedA+ Guide to Hardware, 4e 33
  34. 34. Figure 12-38 Use the Services tab in the Printing Preferences window to service this inkjet printerA+ Guide to Hardware, 4e 34
  35. 35. Figure 12-39 Clean the area around the nozzle plate with a damp cotton swabA+ Guide to Hardware, 4e 35
  36. 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 softwareA+ Guide to Hardware, 4e 36
  37. 37. Figure 12-40 The network printer firmware is accessed on the network using a browserA+ Guide to Hardware, 4e 37
  38. 38. Figure 12-42 Locate any firmware updates for the printer on the HP Web siteA+ Guide to Hardware, 4e 38
  39. 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 cleanerA+ Guide to Hardware, 4e 39
  40. 40. Figure 12-45 Make adjustments before the final scan is madeA+ Guide to Hardware, 4e 40
  41. 41. Figure 12-47 Setting preferences for a scannerA+ Guide to Hardware, 4e 41
  42. 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 Hardware, 4e 42
  43. 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 configurationA+ Guide to Hardware, 4e 43
  44. 44. Figure 12-49 How to isolate a printer problemA+ Guide to Hardware, 4e 44
  45. 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 spoolingA+ Guide to Hardware, 4e 45
  46. 46. Figure 12-52 Disable printer spoolingA+ Guide to Hardware, 4e 46
  47. 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 driversA+ Guide to Hardware, 4e 47
  48. 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 PCA+ Guide to Hardware, 4e 48
  49. 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 drumA+ Guide to Hardware, 4e 49
  50. 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 graphicsA+ Guide to Hardware, 4e 50
  51. 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 paperA+ Guide to Hardware, 4e 51
  52. 52. Figure 12-53 Open the door on the back of an inkjet printer to remove jammed paperA+ Guide to Hardware, 4e 52
  53. 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 ribbonA+ Guide to Hardware, 4e 53
  54. 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 softwareA+ Guide to Hardware, 4e 54
  55. 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 A+ Guide to Hardware, 4e 55
  56. 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 A+ Guide to Hardware, 4e 56