© 2007 Cisco Systems, Inc. All rights reserved.Cisco Public ITE PC v4.0 Chapter 7 1 Chapter 7: Printers and Scanners IT Essentials: PC Hardware and Software v4.0

ITE PC v4.0 Chapter 7 2 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Chapter 7 Objectives  7.1 Describe the types of printers currently available  7.2 Describe the installation and configuration process for printers  7.3 Describe the types of scanners currently available  7.4 Describe the installation and configuration process for scanners  7.5 Identify and apply common preventive maintenance techniques for printers and scanners  7.6 Troubleshoot printers and scanners

ITE PC v4.0 Chapter 7 3 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Chapter 7 Labs

ITE PC v4.0 Chapter 7 4 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Introduction  Printers produce paper copies of electronic files. Hard copies of computer documents remain important today.  Scanners allow users to convert paper documents into electronic files.

ITE PC v4.0 Chapter 7 5 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Types of Printers  Computer technicians should know how to purchase, repair, or maintain a printer.  A customer may request a technician to: Select a printer Install and configure a printer Troubleshoot a printer

ITE PC v4.0 Chapter 7 6 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printers: Speed and Capacity Printers available today are:  Laser printers using electrophotographic technology  Inkjet printers using electrostatic spray technology  Dot matrix printers using impact technology Used in applications that require multiple (“carbon”) copies  Printer speed is measured in pages per minute (ppm): Inkjet Printer ppm Laser Printer ppm  Price of a printer reflects its capacity and speed

ITE PC v4.0 Chapter 7 7 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printers: Color and Quality  The choice between a black-and-white printer and a color printer depends on the needs of customers.  A printer produces colors using subtractive mixing. The eye sees a color that reflects from the combination of colors on the paper. The colors are cyan, magenta, yellow, and black (CMYK). Quality is measured in dots per inch (dpi).  The more dpi, the higher the resolution Color wheel

ITE PC v4.0 Chapter 7 8 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printers: Reliability and Cost  Factors of reliability include: Warranty Scheduled servicing Mean time between failures (MTBF)  Total Cost of Ownership (TCO) includes: Initial purchase price Cost of supplies, such as paper and ink Price per page Maintenance costs Warranty costs The amount of material to be printed The expected lifetime of the printer

ITE PC v4.0 Chapter 7 9 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer to Computer Interfaces To access a printer, a computer must have an interface with it. The following are common interface types:  Serial data transfer is the movement of single bits of information in a single cycle. Serial ports are D-shell and are either male or female ports  Parallel data transfer is the movement of multiple bits of information in a single cycle. Parallel data transfer is faster than serial data transfer  Small Computer System Interface (SCSI), pronounced “scuzzy”, uses parallel communication to achieve high data-transfer rates.  Universal Serial Bus (USB) is a common interface for printers and other devices.

ITE PC v4.0 Chapter 7 10 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public More Interface Types  Firewire is also known as i.LINK or IEEE 1394 and is a high-speed, communication bus that is platform independent. Firewire devices are hot-swappable.  Ethernet is an interface for network printers, which are usually a resource shared on a network.  Wireless printing technology: Infrared requires transmitters and receivers on both devices, a clear line of sight between the transmitter and receiver, and a maximum distance of 15 ft (4.5 m). Bluetooth technology uses an unlicensed radio frequency for short-range communication. Wi-Fi or IEEE is a standard for wireless communication.

ITE PC v4.0 Chapter 7 11 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Laser Printers  A laser printer is a high-quality, fast printer that uses a laser beam to create an image.  The main components contained within a laser printer: Toner cartridge Laser scanner High-voltage power supply Paper transport mechanism Transfer corona Fuser assembly Control circuitry Ozone filter  NOTE: You should know the components of a laser printer and the steps required to print a page.

ITE PC v4.0 Chapter 7 12 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Laser Printing Process  The laser printer process involves six steps to print information onto a single sheet of paper

ITE PC v4.0 Chapter 7 13 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public WARNING  The primary corona wire or grid, or the conditioning roller, can be very dangerous.  The voltage runs as high as volts.  Only certified technicians should work on the unit.  Before working inside a laser printer, you should make sure that voltage is properly discharged.

ITE PC v4.0 Chapter 7 14 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Impact Printers  Impact printers form characters when the print head impacts a printer tape or inked ribbon to create characters. (Daisy- wheel and dot-matrix printers)  Advantages: Uses inexpensive consumables Uses continuous feed paper Has copy printing ability (“carbon copies”)  Disadvantages: Noisy Low resolution graphics Limited color capability Slow printing, normally 32 to 76 characters per second (cps)

ITE PC v4.0 Chapter 7 15 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Inkjet Printers  Use ink-filled cartridges that spray ink onto a page through tiny holes, or nozzles. The ink is sprayed in a pattern on the page, one column of dots at a time. Produce high quality print Easy to use Inexpensive compared to laser printers  Two types of inkjet nozzles: Thermal - A pulse of electrical current is applied to heating chambers around the nozzles. The heat creates a bubble of steam in the chamber which forces ink out through the nozzle. A charge is applied to piezoelectric crystals, located in the ink reservoir at the back of each nozzle. This charge causes the crystals to vibrate. The vibration controls the flow of ink onto the paper.

ITE PC v4.0 Chapter 7 16 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Inkjet Printer Components  A feeding mechanism draws paper in and the paper passes by the print head where ink is sprayed onto it.  Paper leaves the printer through the discharge mechanism, and is wet for about 15 seconds.

ITE PC v4.0 Chapter 7 17 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Solid-ink Printers Use solid sticks of ink rather than toner or ink cartridges  The printing process: Step 1: Cleaning Step 2: Spraying Step 3: Transferring  Advantages: Produces vibrant color prints Easy to use Can use many different paper types  Disadvantages: Expensive (the printer and ink) Slow to warm up

ITE PC v4.0 Chapter 7 18 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Thermal Printers  A thermal printer uses chemically-treated paper that becomes black when heated.  A thermal transfer printer uses heat-sensitive ribbon, which the print head melts onto the paper.  Thermal printers have a longer life because there are few moving parts.  Disadvantages: Paper is expensive Paper has a short shelf life Images are poor quality Paper must be stored at room temperature

ITE PC v4.0 Chapter 7 19 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Dye-Sublimation Printers  Also called thermal dye printers  Usually used in producing photo-quality images for graphic printing  Uses solid sheets of ink that change directly from solid to gas when heated, in a process called sublimating  Advantages: Very high quality images Overcoat layer reduces smearing, increases moisture resistance  Disadvantages: Media can be expensive They are better for color than for grayscale (black and white)

ITE PC v4.0 Chapter 7 20 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Installation and Configuration of Printers When purchasing a printer, the installation and configuration information is usually supplied by the manufacturer:  An installation CD that includes drivers, manuals, and diagnostic software  Also available as downloads from the manufacturer's website

ITE PC v4.0 Chapter 7 21 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public How to Set Up a Printer 1.Check the box to ensure all required cables are provided. 2.Remove packing materials from the printer and plastic inserts from the consumables. 3.Place printer in position. Ensure that the printer location will not cause overheating. 4.Install paper trays. 5.Install paper. 6.Read and follow the instruction manual. 7.Connect cables. 8.Test print from computer.

ITE PC v4.0 Chapter 7 22 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Power and Connect the Printer 1.Connect the appropriate data cable to the communication port on the back of the printer. 2.Attach the power cable to the printer and the other end to an available electrical outlet. Warning: Never plug a printer into a UPS. The power surge that occurs when the printer is turned on will damage the UPS unit.

ITE PC v4.0 Chapter 7 23 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Driver Printer driver is the software program that enables the computer and the printer to communicate with each other. 1.Find out if a newer driver is available on the manufacturer’s website 2.Download the driver files to your computer 3.Install the driver automatically or manually 4.Test the new printer driver

ITE PC v4.0 Chapter 7 24 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Firmware  Firmware is a set of instructions stored on the printer to control how the printer operates.  If printing problems occur or you need new features, consider upgrading the printer's firmware.  Download the upgrade file from the manufacturer's website and run a setup file to install it.

ITE PC v4.0 Chapter 7 25 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Memory  Printer memory is used to buffer print jobs, create pages, or draw images for documents. Adding printer memory can improve printing speed and allow the printer to handle more complex print jobs.  Print-job buffering is the ability of the printer to capture as much of the print job into its internal memory as possible.  Consult the documentation for memory requirements: Memory specifications Memory population and availability

ITE PC v4.0 Chapter 7 26 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Upgrade Printer Memory 1.Turn off the printer. 2.Disconnect all cables. 3.Open the memory compartment. 4.Replace memory modules or add new modules. 5.Close the memory compartment. 6.Reconnect all cables. 7.Power on printer. 8.Run a self-test. 9.Print a test page.

ITE PC v4.0 Chapter 7 27 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Configuration Options and Defaults Common printer settings:  Paper type  Print quality  Color printing  Black-and-white printing  Grayscale printing  Paper size  Paper orientation  Print layout  Duplex

ITE PC v4.0 Chapter 7 28 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Optimize Printer Performance  Print spool settings You may store documents that are prepared for printing in a file in RAM called the print spool. Spooling programs allow the application you are printing from to finish faster. You may also print directly to the printer.  Printer calibration You can adjust settings to match the colors seen on the screen and the colors on printed sheet.  Paper orientation You can select landscape or portrait image layout.

ITE PC v4.0 Chapter 7 29 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Print a Test Page  Print a test page to verify the following: The printer is operating properly The driver software is installed and working correctly The printer and computer are communicating  To print a test page manually: Start > Printers and Faxes In the Printers and Faxes window, right-click the desired printer and follow this path: Properties > General Tab > Print Test Page A dialog box will open, asking if the page printed correctly. If it did not, then built-in Help will assist you in troubleshooting the problem.

ITE PC v4.0 Chapter 7 30 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Print from an Application  To print from Notepad: Start > Programs > Accessories > Notepad A blank document will open. Enter some text in the document. File > Print

ITE PC v4.0 Chapter 7 31 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Test a Printer from the Command Line  Printing from the command line is limited to ASCII files only, such as.txt and.bat files.  To send a file to the printer from the command line, use this path: Start > Run  The Run box should pop up. Type cmd in the Run box, and then click OK.  At the command line prompt, enter the following command: Print thefile.txt

ITE PC v4.0 Chapter 7 32 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Test Printer from Printer Panel  Most printers have a front panel with controls to allow you to generate test pages.  This method of printing enables you to verify the printer operation separately from the network or computer.  Consult the printer manufacturer's website or documentation to learn how to print a test page from the front panel of the printer.

ITE PC v4.0 Chapter 7 33 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Sharing a Printer  Printer sharing enables multiple network users or clients to access a printer. Windows 2000/XP installs the print sharing capability in the basic setup.

ITE PC v4.0 Chapter 7 34 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Sharing 1.Click Start > Printers and Faxes. 2.Right-click the printer and choose Properties. 3.Select the Share tab. 4.Click the Share this printer radio button. 5.Keep or change share name. 6.Click Apply.  To connect to the shared printer from another computer: Choose Start > Printers and Faxes > Add Printer Follow the steps using the Add Printer Wizard

ITE PC v4.0 Chapter 7 35 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Types of Scanners  Technicians may be required to purchase, repair, or maintain a scanner.  The following are tasks that a customer may request: Select a scanner Install and configure a scanner Troubleshoot a scanner

ITE PC v4.0 Chapter 7 36 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Types of Scanners  Scanners convert printed data or images into an electronic data format that a computer can store or process as required. A scanned image can be saved, modified, and even ed as you would with any other file. All-in-one scanner Flatbed scanner Handheld scanner Drum scanner

ITE PC v4.0 Chapter 7 37 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Resolution and OCR  Features, quality, and speed of scanners vary. Scanners typically create an RGB image that can be converted into image formats such as JPEG, TIFF, Bitmap, and PNG. An RGB image has three channels: red, green, and blue.  Some scanners can create text documents using optical character recognition (OCR). OCR software is used to convert a scanned printed page into text that can be edited with a word processor. Resolution of a scanner is measured in dots per inch (dpi). Like printers, the higher the dpi, the better the quality of the image.

ITE PC v4.0 Chapter 7 38 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Interfaces and Cables  To allow communication of data, the scanner and computer must have compatible interfaces.  Interfaces and cables used for printers are typically the same as those used for scanners. Parallel (Centronics and DB-25) USB Firewire Serial

ITE PC v4.0 Chapter 7 39 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public All-in-one Scanners  An all-in-one device combines the functionality of multiple devices into one physical piece of hardware. Scanner, Printer, Copier, and/or Fax  Advantages: All devices are built in Low cost One upgrade for all devices Easy connection and setup Uses one port for all devices  Disadvantages: One problem effects all devices Not designed for heavy use

ITE PC v4.0 Chapter 7 40 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Flatbed Scanners  Often used to scan books and photographs for archiving.  Image is acquired by placing the document face down on the glass. The scanner head lies beneath the glass and moves along the item, capturing the image.  Sheet feeders can be used with flatbed scanners to scan multiple pages automatically.  Maintenance: Keep flatbed scanning glass clean. Avoid placing items in the scanner that can scratch the glass.

ITE PC v4.0 Chapter 7 41 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Handheld Scanners  Pass the scanner head across the surface you want to scan.  When you want to scan an item larger than the head of the handheld scanner, you must make more than one pass to capture the full image and then put the images back together to form a single image of the item that was scanned.

ITE PC v4.0 Chapter 7 42 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Drum Scanners  Produce a high-quality scanned image  Usually used in commercial operations  Being replaced by lower priced, high-quality flatbed scanners  Still in use for high-end reproductions, such as archiving photographs in museums  To scan an image using a drum scanner: Attach the image to a revolving drum or load it into a supporting canister. Drum is rotated at high speed across optical scanners. Optical scanners move slowly across the drum surface until the entire image is captured. The captured image is then reproduced by the computer as a digital image file.

ITE PC v4.0 Chapter 7 43 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Installation and Configuration  An installation CD that includes drivers, manuals, and diagnostic software will be included with the scanner. The same tools may also be available as downloads from the manufacturer's website.

ITE PC v4.0 Chapter 7 44 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Power and Connect a Scanner  Scanners can connect to a computer using a USB, FireWire, network, or parallel port. Some scanners may connect using a SCSI interface.  Some scanners can draw all the power they need from the USB or FireWire connector. All-in-ones connect directly to AC power. Scanners that do not include a printer can connect using an AC power adapter.  After unpacking the scanner, connect the appropriate power and data cables. CAUTION: Some scanners are packed for shipping with the scanner assembly taped or blocked off to prevent damage in transport.

ITE PC v4.0 Chapter 7 45 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Install and Update Device Driver  Once the scanner is connected and started, the computer operating system may be able to discover the scanner through the Plug and Play (PnP) process.  Install the driver software from the manufacturer. The manufacturer's website may provide more up-to-date software.

ITE PC v4.0 Chapter 7 46 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Configuration Options and Defaults  A scanner may come with applications such as: Graphic software for editing photographs and other images OCR software that converts text in an image to a text document  Configurations may include: Color, grayscale, or black-and-white scanning One-touch scanning into your choice of software Quality and resolution choices Sheet feeders  Color calibration between devices is important so that you see true representations of color.

ITE PC v4.0 Chapter 7 47 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Preventive Maintenance Techniques  Printers and scanners have many moving parts that can wear out over time or through extended use. Moving parts can be affected by dust and other particles.  Clean printers and scanners regularly to avoid downtime, loss of productivity, and high repair costs.

ITE PC v4.0 Chapter 7 48 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Maintenance  Printers have many moving parts and require more maintenance than most electronic devices.  CAUTION: Unplug the printer from the electrical source before beginning maintenance.  Techniques for maintaining printers: Use manufacturer monitoring and diagnostic software. Dot matrix printers have roller surfaces that you should clean with a damp cloth. Inkjet printers have paper-handling mechanisms that may collect particles of paper over time. Wipe the area with a damp cloth. Clean a laser printer with a special vacuum cleaner (not a household type) if you spill the toner. Unplug a laser printer before cleaning it due to the high voltages.

ITE PC v4.0 Chapter 7 49 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Printer Paper and Ink  The correct type of paper helps the printer operate better.  Types of printer paper available include inkjet and laser.  Some papers, especially photo paper and transparencies, have a right and wrong side marked by an arrow on the package.  Manufacturer will recommend the brand and type of ink to use.  If the wrong type of ink is used, the printer may not work or the print quality may be reduced.  Do not refill ink cartridges because the ink may leak.

ITE PC v4.0 Chapter 7 50 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Scanner Maintenance  The scanner surface should be kept clean. If the glass becomes dirty, consult the manufacturer's user manual. To prevent liquid from leaking into the scanner case, do not spray glass cleaner directly on the device. Dampen a cloth with cleaner, and then apply gently to the glass.  If the inside of the glass becomes dirty, check the manual for instructions on how to open the unit or remove the glass from the scanner. If possible, clean both sides of the glass. When the scanner is not in use, keep lid closed. Never lay anything heavy on a scanner. Store handheld scanners in a safe place.

ITE PC v4.0 Chapter 7 51 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 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 Troubleshooting Printers and Scanners

ITE PC v4.0 Chapter 7 52 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 1. Gather Data from the Customer  Customer information Company name, contact name, address, phone number  Printer or scanner information Manufacturer, model, OS, network environment, connection type  Description of problem Open-ended questions What were you doing when the problem was identified? Closed-ended questions Can you print from an application?

ITE PC v4.0 Chapter 7 53 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 2. Verify the Obvious Issues Some of the areas to investigate or have the customer confirm include:  Loose cable connections  Errors on equipment display  Errors on computer screen  Equipment power  Out of paper  Printer queue  Paper jams  Low ink warning

ITE PC v4.0 Chapter 7 54 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 3. Try Quick Solutions First  Printer or scanner problems may be either in the hardware or the software.  Quick hardware solutions to try: Restart the printer or scannerRestart the computer Ensure printer doors are closedReconnect the cables Check printer for paper jams Reseat paper in trays Open and close printer trays  Quick software solutions to try: Print from another application Remove all print jobs from the queue: Start > Printers and Faxes > double-click the printer > Printer > Cancel All Documents

ITE PC v4.0 Chapter 7 55 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 4. Gather Data from the Computer The data gathered from the computer can be used to confirm the data obtained from the customer.  Ensure the correct printer is selected as default.  Check that the correct services are running.  Check print monitor.  Ensure there are no hardware issues in Device Manager.  Ensure the printer or scanner is configured correctly in the Control Panel.

ITE PC v4.0 Chapter 7 56 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 5. Evaluate Problem & Implement Solution If necessary, research and prioritize other possible solutions, from the easiest to implement to the most difficult.  Go to the manufacturer's website to get the most recent information about the printer or scanner: Known issues with hardware Latest version of the drivers Proper driver for software platform Latest version of utilities and software FAQs Note: Try each solution one at a time. If a solution is tried and the problem is not fixed, then the technician should totally reverse the attempted solution before proceeding to the next step.

ITE PC v4.0 Chapter 7 57 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public 6. Close with the Customer  Closing with the customer is the final step in the troubleshooting process. Complete the work order. Communicate what the problem was and how it was fixed. Have the customer test the solution and verify that the printer or scanner is working correctly.  Complete all documentation and prepare an invoice for the customer, if applicable. Include the problem, the solution, the time it took to resolve the problem, and your contact information.

ITE PC v4.0 Chapter 7 58 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Common Problems and Solutions Problem SymptomPossible Solution Printer will not print Delete the print job from the queue and print again Printer is printing unknown characters Uninstall and reinstall the print driver Laser printer prints lines or streaks on every page Replace the toner cartridge

ITE PC v4.0 Chapter 7 59 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Chapter 7 Summary Printers and Scanners  Types and sizes of printers and scanners  Capabilities, speeds, and uses  Connection types, cables, and interfaces  Installing and sharing printers  Installing scanners

ITE PC v4.0 Chapter 7 60 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Additional Resources  Whatis?com: IT Encyclopedia and Learning Center  TechTarget: The Most Targeted IT Media  ZDNet: Tech News, Blogs and White Papers for IT Professionals  HowStuffWorks: It's Good to Know  CNET.com  PC World  ComputerWorld  WIRED NEWS  eWEEK.com

ITE PC v4.0 Chapter 7 61 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public Q and A

ITE PC v4.0 Chapter 7 62 © 2007 Cisco Systems, Inc. All rights reserved.Cisco Public