© 2007 Cisco Systems, Inc. All rights reserved.Cisco Public ITE PC v4.0 Chapter 14 1 Chapter 14: Advanced Printers and Scanners IT Essentials: PC Hardware and Software v4.0

ITE PC v4.0 Chapter 14 2 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter 14 3 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter 14 4 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter 14 5 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Computer Ports PortsCharacteristics Serial Serial data transfer is the movement of single bits of information in a single cycle. A serial connection can be used for dot matrix printers. Parallel Parallel data transfer is faster than serial data transfer. Parallel data transfer is the movement of multiple bits of information in a single cycle. SCSI There are several common types of SCSI connections. SCSI ports can be DB 50, Mini DB 50, and DB 68. All of these ports may be male or female. USB The speed and simple setup has made USB very practical. When a USB device is added to a computer system supporting PnP, the device is automatically detected, and the computer starts the driver installation process. FireWire Firewire is a high-speed communication bus that interconnects digital devices such as printers, scanners, cameras, and hard drives. FireWire provides a single plug-and-socket connection on which up to 63 devices can be attached with data transfer speeds up to 400 Mbps. Ethernet Connecting a printer to a network requires cabling that is compatible with both the existing network and the network port installed in the printer.

ITE PC v4.0 Chapter 14 6 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter 14 7 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter 14 8 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter 14 9 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Types of Print Servers A print server has three functions. 1.Provide client access 2.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 3.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

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Scanner Optimization  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  Resizing  Sharpening  Brightening or darkening  Color correction  Resolution changes  Output file format  Color inversion

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.

ITE PC v4.0 Chapter © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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.