Connecting to Local and Network Print Devices
Although limited print server. The installation software includes support for hundreds of printers from a considerable number of printer manufacturers. Windows XP Professional includes a large number of features in support of network printing.Before you look at the printing process and its management, it is important to clarify the terms associated with printing and the manner in which Microsoft defines them. You should be familiar with the following terms:print device. The printer controls how print jobs are set up, formatted, and scheduled for printing.spooler is located at %systemroot%\system32\spool\printers.Print queue A waiting area where print jobs are stored and sequenced as they await the print device. Jobs are sequenced according to the order in which they are received as well as priority settings that are discussed later in this chapter.Print server The computer that controls the printers to which it is attached. This computer receives and handles all print jobs requested by client computers.Print job A document that has been sent to the printer by a client, together with any formatting or other processing commands.
Windows XP Professional supports several different print setups. The following indicates some typical combinations:print queue, and spooler, and transmits print jobs directly to the print device.Small peer-to-peer network In this setup, a print device is attached directly to the network cable. Each computer acts as a print server, holding its own print drivers and print queue. Such a setup is practical for only very small networks, and is difficult to manage when a large number of computers each hold printers that contend for the same print device.Central print server The print device is connected to a dedicated computer, which holds the printer drivers, spooler, and print queue. You can even attach more than one print device to the print server, forming what is called a printing pool.Remote or Internet printing This type of setup includes a print server running Internet Information Services (IIS) and a print device that are located at a remote site with a connection through the Internet or corporate intranet. This setup is discussed later in this chapter.
Connecting to a Local Print Device
Objective:Connect to local and network print devices.Connect to a local print device.
When you attach a Chapter 13, "Configuring, Managing, and Troubleshooting Users and Groups."To install and share a local printer, follow the steps outlined in Step by Step 6.1.
Step by Step: 6.1 Installing and Sharing a Local Printer
1. Log on as an administrator or another user that has been assigned the Load and Unload Device Drivers user right.2. Click Start, Printers and Faxes.3. On the left side of the window that appears, click Add a Printer to start the Add Printer Wizard.4. Click Next, and on the Local or Network Printer screen, select Local Printer Attached to This Computer, and then click Next.5. If you have selected the Automatically Detect and Install My Plug and Play Printer, Windows searches for and displays information on any print devices that are attached to the computer. Otherwise, the wizard displays the Select a Printer Port screen (see Figure 6.1).
Figure 6.1. You can use the Select a Printer Port screen to select the proper port or create a new one.

Managing Printers and Print Jobs
Objective:Connect to local and network print devices.Manage printers and print jobs.
Having completed installing a printer, you need to learn how to manage the printer and the jobs users send to it. The task of managing printers and print jobs includes various activities such as sharing the printer, configuring printer and print server properties, configuring TCP/IP printing, performing document management tasks, and so on. This section covers these tasks.
Configuring Printer Sharing
It is easy to share or stop sharing a printer, as Step by Step 6.2 demonstrates.Step by Step: 6.2 Configuring Printer Sharing
1. In the Printers and Faxes window, right-click the printer and choose Sharing.2. As shown in Figure 6.2, the Sharing tab of the printer's Properties dialog box provides several choices. Select Share This Printer and provide a share name, or Do Not Share This Printer to stop sharing. If the computer is a member of an Active Directory domain, select the List in the Directory check box to include the share name in Active Directory, which facilitates users looking for the appropriate printer.
Figure 6.2. You can configure the sharing properties of a printer from the Sharing tab of the printer's Properties dialog box.

Suggested Readings and Resources" section of this chapter for more information.
Managing Printers and Print Servers
You can manage a series of properties for printers and print servers from the Printers and Faxes application. Step by Step 6.3 shows you how to manage printer and print server properties.Step by Step: 6.3 Configuring Printer and Print Server Properties
1. In the File menu of the Printers and Faxes window, select Server Properties to open the Print Server Properties dialog box, as shown in Figure 6.3.
Figure 6.3. The Print Server Properties dialog box enables you to configure properties that affect all printers installed on your computer.

3. To manage the properties of a specific printer, right-click that printer's icon and choose Properties. Select the appropriate tab to configure the following properties:General You can modify the printer name, its location, and comment text that you supplied when you installed the printer.Sharing Enables you to configure printer sharing, as already described in Step by Step 6.2.Ports Enables you to specify to which port a given print device is connected. You can also enable printer pooling from this tab.Advanced Enables you to configure additional printer properties as shown in Figure 6.4 and described in Table 6.1.
Figure 6.4. The Advanced tab of a printer's Properties dialog box enables you to configure printer options such as priority and scheduling.

Table 6.1. Configurable Advanced Printer Properties
SettingDescriptionAlways Available and Available FromEnables you to specify the hours of the day when the printer is available. For example, you can configure a printer that accepts large jobs to print only between 6:00 p.m. and 8:00 a.m. so that shorter jobs can be printed rapidly. Jobs submitted outside the available hours are kept in the print queue until the available time.PriorityEnables you to assign a numerical priority to the printer. This priority ranges from 1 to 99, with higher numbers receiving higher priority. The default priority is 1. For example, you can assign a printer for managers with a priority of 99 so that their print jobs are completed before those of other employees.Spool Print Documents So Program Finishes Printing FasterEnables spooling of print documents. Select from the following:Start Printing After Last Page Is Spooled. Prevents documents from printing until completely spooled. Prevents delays when the print device prints pages faster than the rate at which they are provided.Start Printing Immediately. The default option, causes documents to be printed as rapidly as possible.Print Directly to the PrinterDocuments are sent to the print device without being spooled first. Recommended only for printers that are not shared.Hold Mismatched DocumentsThe spooler holds documents that do not match the available form until this form is loaded. Other documents that match the form can print.Print Spooled Documents FirstPrints documents in the order in which they finish spooling, rather than the order in which they start spooling. Use this option if you have selected the Start Printing Immediately option.Keep Printed DocumentsRetains printed jobs in the print spooler. Enables a user to resubmit a document from the print queue rather than from an application.Enable Advanced Printing FeaturesEnables additional options, such as page order and pages per sheet.Printing Defaults command buttonSelects the default orientation and order of pages being printed. Users can modify this from most applications if desired. Additional print device-specific settings may be present.Print Processor command buttonSpecifies the available print processor, which processes a document into the appropriate print job.Separator Page command buttonEnables you to specify a separator page file, which is printed at the start of a print job to identify the print job and the user who submitted it. This is useful for identifying printed output when many users access a single print device.Security Enables you to configure printer permissions. The available printer permissions are described later in this chapter.Device Settings Enables you to configure printer-specific settings such as assigning specific forms to paper trays in the print device, selecting available fonts, and specifying the amount of memory present on the print device. Available settings depend on the make and model of the print device.4. When you are finished, click OK or Apply to apply your changes.
Note
Repairing printer incompatibilities You can use the Fixprnsv.exe command-line utility to resolve printer incompatibility issues. Available on the Windows 2000 Server and Windows Server 2003 CD-ROMs, this utility manages printer driver issues on print servers running Windows NT 4.0 and later. You can use this utility to perform on-the-fly replacements of problematic drivers. For more information, refer to Microsoft Knowledge Base article 247196.Exam AlertUnreadable output indicates incorrect printer drivers If the printer produces a series of unintelligible characters rather than the expected output, the problem lies in the printer driver. Check with the manufacturer of the print device and ensure that you have installed the correct printer drivers.Exam AlertDifferent printers for different users and purposes You can configure different printers associated with the same print device so that managers' print jobs are printed before those of other users, or so that long print jobs wait until after hours so that a print device isn't tied up for an extended time. To do this, simply assign a priority of 99 to the managers' printer and 1 to the printer used by all other users.Creating a Printer Pool
If you have more printer pool from the Ports tab of the printer's Properties dialog box. Doing so associates the printer with more than one print device. To client computers, the printer pool appears as though it were a single printer.When users submit print jobs to the printer pool, the jobs are printed on any available print device. You should position the physical print devices in close proximity to each other so that the user does not have to search for print jobs. Enabling separator pages is a best practice that you should follow so that the users can locate their print jobs rapidly and conveniently.
Controlling Access to Printers by Using Permissions
Objective:Connect to local and network print devices.Control access to printers by using permissions.
Just as you can Chapter 5, you can assign permissions to printers. Printers have access control lists (ACLs) that you can modify in the same manner. As described in Step by Step 6.4, you can configure a printer's permissions from the Security tab of its Properties dialog box:
Step by Step: 6.4 Configuring Printer Permissions
1. In the Printers and Faxes window, right-click a printer and choose Properties. The printer's Properties dialog box opens.2. Select the Security tab (see Figure 6.5).
Figure 6.5. The Security tab of a printer's Properties dialog box enables you to configure printer permissions.

Figure 6.6. The Advanced form of the Select Users, Computers, or Groups dialog box enables you to locate the user or group that you need to add to a printer's ACL.
Chapter 5 for files and folders.8. When you are finished, click OK or Apply to apply your settings.
Chapter 5 for file and folder permissions.
Connecting to an Internet Printer
Objective:Connect to local and network print devices.Connect to an Internet printer.
Windows XP Professional Internet Printing Protocol (IPP), which is a protocol that uses (HyperText Transfer Protocol) HTTP to send print jobs across the Internet or corporate intranet. Computers running Windows 2000, Windows XP, or Windows Server 2003 support this protocol.To enable a computer to act as a remote print server, you need to install IIS on the print server. Because Windows XP Professional is limited to no more than 10 concurrent connections, it is recommended that you employ a computer running Windows 2000 Server or Windows Server 2003 as an Internet print server. For more information on IIS in Windows XP Professional, see Chapter 11, "Implementing, Managing, and Troubleshooting Network Protocols and Services."After you have configured IIS on the remote print server, it is simple to connect to it, as Step by Step 6.5 shows.
Step by Step: 6.5 Connecting to an Internet Printer
1. In the address box of Internet Explorer, type the following:
where server_name is the name or IP address of the print server and printer_name is the name of the printer.2. If you need a list of remote printers on a given print server, type the following:
http://server_name/printer_name
This displays a Web page listing the names of the available printers and a status report on documents being printed.
http://server_name/printers
Review Break
We have looked at several aspects of configuring and managing printers in Windows XP Professional. You should be aware of the following major points:In Microsoft parlance, a printer is the software interface that controls printing and a print device is the hardware that produces the printed output.You can have several different printing setups in Windows XP Professional, including a local printer, small peer-to-peer network, central print server, and remote or Internet printing.The Add Printer Wizard simplifies the process of creating any type of printer and connecting to the print device.You can share a printer and configure printing permissions in a similar manner to that used with any other resource.Configurable printer properties of which you should be aware include printer spooling, printer priority, scheduling, port configuration, forms, and drivers. When you install drivers for various Windows operating systems on your print server, client computers automatically download the appropriate driver.You can configure a print priority in a range of 1 (default) to 99. This determines which print jobs are printed first, with the highest priorities being printed first.By installing IIS on your computer, you can make printers on the computer available to a maximum of 10 users over the Internet by typing the URL http://computer_name/printer_name.