Apply Your Knowledge

Printing is an important aspect of administering Windows XP Professional computers and is the source of many user problems. Here you configure several aspects of printing on a Windows XP Professional computer.

Exercises

6.1 Installing and Sharing Printers

You can install printers without using a physical print device for illustrating the basics of configuring and troubleshooting printers. In this exercise, you install and share a printer. You then pause the printer, which is a necessary step because no print device is associated with this printer.

You need two computers running Windows XP Professional to perform these exercises. You can perform the first two exercises with a single computer running Windows XP Professional.

Estimated Time: 10 minutes.

1.	Log on to the Windows XP Professional computer as an administrator.
2.	Click Start, Printers and Faxes to display the Printers and Faxes window.
3.	Under Printer tasks, click Add a Printer to start the Add Printer Wizard.
4.	Click Next to bypass the Welcome screen.
5.	On the Local or Network Printer screen, select Local Printer Attached to This Computer, ensure that the Automatically Detect and Install My Plug and Play Printer check box is cleared, and then click Next.
6.	On the Select a Printer Port screen, select Use the Following Port, select LPT1, and then click Next.
7.	On the Install Printer Software screen, select Epson as a manufacturer, select Epson Stylus Photo 700 EXC/P 2 as a model, and then click Next.
8.	Accept the default provided on the Name Your Printer screen, ensure that Yes is selected, and then click Next.
9.	On the Printer Sharing screen, accept the share name of EpsonSty, and then click Next.
10.	On the Location and Comment screen, type `Second floor` as the location, and `Color Photo` `Printer` as the comment. Click Next.
11.	On the Print Test screen, click No and then click Next.
12.	Review the information on the Completing the Add Printer Wizard screen, and then click Finish.
13.	Wait while files are copied, and then note that an icon for the printer has been placed in the Printers and Faxes window.
14.	Right-click this icon and choose Pause Printing. You should perform this step so that error messages are not created because of attempts to print to a nonexistent print device.
15.	Leave the Printers and Faxes window open for the next exercise.

6.2 Configuring Printer Properties

In this exercise, you configure printer permissions, a printing schedule, and spooler properties. Then you stop and restart the spooler, a task you may need to perform if print jobs become stuck in the spooler and are not being printed out.

Estimated Time: 15 minutes.

1.	Click Start, right-click My Computer, and choose Manage. In the Users and Groups node of the Computer Management snap-in, create a new user named User1. Leave the Computer Management snap-in open for use later in this exercise.
2.	Right-click the printer you just created and choose Properties.
3.	Select the Security tab of the printer's Properties dialog box.
4.	Click Add, and in the Select Users or Groups dialog box, type `User1` and then click OK.
5.	Note that Print is selected by default as the allowed type of access. Keep this selection and also select Manage Documents in the Allow column. Click Apply to apply the change and keep the Properties dialog box open.
6.	Select the Advanced tab.
7.	Select the Available From option, and use the spin boxes to set the printer to be available from 8:00 a.m. to 5:00 p.m. Note that the priority is set to its default of 1. Do not change this value.
8.	Click OK to close the Properties dialog box.
9.	In the Printers and Faxes dialog box, click File, Server Properties.
10.	Select the Advanced tab of the Server Properties dialog box.
11.	Note the location of the spooler folder. You can change this to another location if this location does not provide adequate disk space for spooling documents.
12.	Close the Server Properties dialog box.
13.	In the Computer Management snap-in, expand Services and Applications and then click Services.
14.	Scroll to locate the Print Spooler service, right-click this service, and then choose Stop.
15.	Click the Start link. If no link appears, right-click the Print Spooler service and choose Start.
16.	Close the Computer Management snap-in.

6.3 Printing to a Shared Printer

In this exercise, you create a connection to a shared printer from a second computer and print a document from this printer. Perform this exercise from the second Windows XP Professional computer.

Estimated Time: 10 minutes.

1.	Click Start, Printers and Faxes.
2.	Under Printer Tasks, click Add a Printer, and then click Next to bypass the Welcome screen of the Add Printer Wizard.
3.	Select the option labeled A Network Printer, or Printer Attached to Another Computer, and then click Next.
4.	On the Specify a Printer screen, select Connect to This Printer. Type the UNC path to the printer on the first computer, and then click Next.
5.	On the Default Printer screen, click Yes.
6.	Click Finish. Note that the icon for the printer shows a network cable, indicating that this printer is located on the network.
7.	Double-click this icon and pause the printer from the Printer menu of the dialog box that appears if necessary. Leave this dialog box open.
8.	Create a test document in Notepad, and print the document to the default printer.
9.	Notice that this document appears in the dialog box you opened in step 7. This is the print queue for this printer.
10.	On the Printer menu, click Cancel All Documents.
11.	On the message box that appears, click Yes.
12.	Note that the print queue is cleared. Close this dialog box.

6.4 Configuring Offline Files

In this exercise, you share a folder on one computer running Windows XP Professional. You then configure a second computer running Windows XP Professional for offline files, store, and modify a file from the first computer. You need two Windows XP Professional computers to complete this exercise.

Estimated Time: 15 minutes.

1.	In My Computer, create and share a folder named Documents in the root of the C: drive. Give the Everyone group Full Control permission on this share. Note that you perform this step only for convenience in performing this exercise.
2.	Click the Caching button. In the Caching Settings dialog box, select Allow Caching of Files in This Shared Folder, and select Manual Caching of Documents from the list box. Click OK.
3.	Click OK to close the Documents Properties dialog box.
4.	Open the Documents folder and create a test document named `Test1.txt`. Type something into this document and save your changes.
5.	Move to the other computer and open My Computer.
6.	Click Tools, Folder Options.
7.	Select the Offline Files tab, and then select the Enable Offline Files check box. Also select the Synchronize All Offline Files When Logging On and Synchronize All Offline Files Before Logging Off check boxes. Click Apply to apply the changes and keep the Folder Options dialog box open.
8.	Use the Run command or My Network Places to move to the shared folder on the first computer.
9.	Right-click the `Test1` document and choose Make Available Offline. A Synchronizing dialog box appears as the file is copied to your computer, and the icon for the document shows two small arrows, indicating that this document is available offline.
10.	On the Offline Files tab of the Folder Options dialog box, click View Files.
11.	Double-click the `Test1` document, add some more text to the document, and then save your changes.
12.	Close all dialog boxes and log off. Note that a Synchronizing dialog box appears as you log off.
13.	Return to the first computer, open the `Test1` document, and note that the change you made has been synchronized to this computer.
14.	If you wish, add text to this document, log on to the second computer, and note that you again receive the Synchronizing dialog box.
15.	Open the `Test1` document again and notice that the second change has also been synchronized.

Review Questions

1.	Name several printing setups that are possible in Windows XP Professional and compare these briefly.
2.	What are two printer properties that you can use to modify the sequence in which jobs are printed out at a print device? Describe each briefly.
3.	How do the Manage Documents and Manage Printers permissions differ?
4.	You have converted a FAT32 partition on a computer that dual-boots between Windows 98 and Windows XP Professional to NTFS, and now you realize you cannot access the partition from Windows 98. What do you need to do to correct this problem?
5.	You share your computer with a couple of graphic designers who save large files to the computer's hard disk. What should you do to ensure that no single user takes up too much of the space on the hard disk?
6.	Compare the options that are available when configuring a shared folder for offline use. How do they differ?

Exam Questions

Shirley installs a new printer on her Windows XP Professional computer and shares the printer with several users in her office. On attempting to print to the printer from a Windows 2000 Professional computer, a user in the office receives several pages of unreadable characters. Shirley tries printing to the printer and receives the same result. What should she do so that users can successfully print to this printer?

	A.	Run the Add Printer Driver Wizard to install the correct printer driver on her computer, and instruct the other users to disconnect and then reconnect to the printer.
	B.	Run the Add Printer Driver Wizard to install the correct printer driver on her computer and on the computers of the other users in the office.
	C.	Configure the printer to spool print documents so programs finish printing faster.
	D.	Configure the printer to print directly to the printer without being spooled first.

You and Catherine are the desktop administrators for your company. You install and share a printer on a Windows XP Professional computer. You have been instructed to ensure that only members of the Support local group can use this printer, and that only you and Catherine can manage the printer and all print jobs. Members of the Support local group should be able to manage only their own print jobs. In which of the following ways should you configure printer permissions?

	A.	Grant the Support group the AllowPrint permission. Grant the AllowFull Control permission to Catherine's user account and your user account.
	B.	Grant the Support group the AllowManage Documents permission. Grant the AllowManage Printers permission to Catherine's user account and your user account.
	C.	Grant the Support group the AllowPrint permission. Grant the AllowManage Documents and AllowManage Printers permissions to Catherine's user account and your user account.
	D.	Grant the Support group the AllowPrint permission. Grant the AllowManage Documents permission to Catherine's user account and your user account.

You have two groups of users that require access to a color laser print device. The managers need to have access at all times, but the consultants should have access to the printers only between 8:00 a.m. and 12:00 noon. Which of the following tasks should you do to accomplish this objective? Each answer represents part of the solution. Choose two.

	A.	Configure one printer with two sets of schedules, one for the managers and the other for the consultants, each with its appropriate time schedule.
	B.	Configure two printers and assign permissions to these printers so that the managers have access to the first printer and the consultants have access to the second one only.
	C.	Configure the priority of the first printer as 99 and the priority of the second printer as 1.
	D.	Configure scheduling on the second printer to be available only between 8:00 a.m. and 12:00 noon.

Jim is the desktop administrator for his company. He installs and shares a new print device on a Windows XP Professional computer for use by accounting staff and managers. He assigns the AllowPrint permission to the Accountants and Managers groups.

Later, managers inform Jim that they must wait a long time for their jobs to be printed. On investigating, Jim realizes that the accountants have been generating many problematic print jobs, thereby causing managers' print jobs to wait a long time in the print queue.

What should Jim do to ensure that managers' print jobs print as quickly as possible without incurring additional hardware costs?

	A.	Install a second printer for the same print device on the Windows XP Professional computer. Share this printer with a different share name and grant the AllowPrint permission to the Managers group only. Configure a priority setting of 99 on this printer and 1 on the original printer. Instruct the managers to print to the new printer.
	B.	Install a second printer for the same print device on the Windows XP Professional computer. Share this printer with a different share name and grant the AllowPrint permission to the Managers group only. Configure a priority setting of 1 on this printer and 99 on the original printer. Instruct the managers to print to the new printer.
	C.	Connect a second print device to the Windows XP Professional computer, and create a printer pool from the printer defined on this computer. Grant the AllowPrint permission on the new print device to the Managers group only. Configure a priority setting of 99 on the new print device and 1 on the original print device.
	D.	Connect a second print device to the Windows XP Professional computer, and create a printer pool from the printer defined on this computer. Grant the AllowPrint permission on the new print device to the Managers group only. Configure a priority setting of 1 on the new print device and 99 on the original print device.

Karen is responsible for a color laser print device attached to her Windows XP Professional computer. The computer has two hard drives: Windows XP is installed on drive C: and drive D: is used for applications and data. Several users attempting to print large photographs report that their jobs hang after submission and have to be manually removed from the print queue. Other users printing text or small graphics files do not experience this problem. Karen checks the disk utilization in My Computer and realizes that drive C: has only 300KB of disk space available, whereas drive D: has over 8GB of space available. How can Karen remedy this problem?

	A.	Limit the number of inbound connections to 10 users.
	B.	Copy `c:\winnt\system32\spool` to another path on D:.
	C.	Locate the Spool folder to drive D:.
	D.	Configure the printer properties to Start Printing After Last Page Is Spooled.

You install Windows XP Professional on drive D: of a computer that has one hard disk with three partitions. Windows 98 is installed on drive C:. During the installation, drive C: is converted to NTFS. When you attempt to start Windows 98 later, you receive a Missing Operating System error. You would like to dual-boot with Windows 98, so you need to convert drive C: back to FAT32. What should you do?

	A.	Run the command `convert C: /fs:ntfs`.
	B.	Run the command `convert C: /fs:fat32`.
	C.	Use System Restore to recover the previous configuration.
	D.	Back up all data on drive `C:`. Then reformat the partition and restore data from backup.

Norman is a graphic designer who uses a computer that was recently upgraded from Windows 98 Second Edition to Windows XP Professional. The computer has a single hard drive configured as one partition, C:.

Norman's graphic files have filled the C: drive to a point where less than 100MB of free space is left, so he purchases and installs a new hard drive. He uses Disk Management to configure and format a new partition named D:. On attempting to work from one of his applications, Norman observes that it could not reference the new drive by its drive letter. So he decides to mount the drive to an empty folder named C:\Mount that he created especially for this purpose. However, an option to mount the new drive to this folder was not available.

What should Norman do to enable the mounting of the new drive?

	A.	Convert drive D: to NTFS.
	B.	Convert drive C: to NTFS.
	C.	In Disk Management, create a spanned volume that encompasses both the C: and D: drives.
	D.	In Disk Management, convert both disks to dynamic storage.

You are the desktop administrator for your company. All client computers in the company run Windows XP Professional. A user named Kristin in the Accounting department uses a desktop computer named Computer1 and a portable computer named Notebook1.

When in the office, Kristin uses Notebook1 to access a shared folder named Accounts located on Computer1. The content of files in this folder changes frequently. She is able to access all files in this folder by browsing in My Network Places. However, when she travels, she is unable to access these files.

You need to ensure that Kristin can access all the files in the Accounts folder when she is not connected to the network. What should you do?

	A.	On Computer 1, configure the caching of the Sales folder as Automatic Caching of Documents. On Notebook 1, access the Offline Files tab and select the check box labeled Synchronize All Offline Files When Logging On.
	B.	On Computer 1, configure the caching of the Sales folder as Automatic Caching of Programs and Documents. On Notebook 1, access the Offline Files tab and select the check box labeled Synchronize All Offline Files Before Logging Off.
	C.	On Computer 1, configure the caching of the Sales folder as Automatic Caching of Programs and Documents. On Notebook 1, access the Offline Files tab, click the Advanced button, and select the check box labeled Notify Me and Begin Working Offline.
	D.	On Notebook1, right-click the Accounts folder and choose Make Available Offline.

Brian is the desktop administrator for a company that operates a network with a single Active Directory domain. All company and user data is stored on file servers.

Sales associates have portable computers that run Windows XP Professional. When they visit customer locations, they need the ability to use company data files even though they are not connected to the network.

Brian has enabled caching of offline files on all shared folders on the file servers. All portable computers used by sales associates are configured for offline files. In addition, these users select several folders to be made available offline.

However, sales associates report that the offline files are not available to them when they are out of the office. What should Brian do to ensure that the offline files are available to the sales associates, even when they are not connected to the network?

	A.	Change the caching options for the shared folders to Automatic Caching of Documents.
	B.	On the Offline Files tab of the Folder Options dialog box in each sales associate's computer, increase the amount of disk space to use for temporary offline files.
	C.	On the Offline Files tab of the Folder Options dialog box in each sales associate's computer, select Advanced, and then select the Notify Me and Begin Working Offline option.
	D.	Grant the sales associates the AllowFull Control permission on the shared folders.

10.

Sales staff in your company need to keep locally cached copies of all files on the Products share on a file server. However, they find that no option is available on this share to make the files available offline. What should you do to solve this problem?

	A.	Configure the caching properties to allow manual caching of documents for the Products share on the sales staff computers.
	B.	Configure the caching properties to allow caching of files for the Products share on the sales staff computers.
	C.	Configure the caching properties to allow manual caching of documents for the Products share on the file server.
	D.	Configure the caching properties to allow caching of files for the Products share on the file server.

Answers to Review Questions

1.	Printing setups include local printing, in which a local print device is connected directly to the computer, a small peer-to-peer network, in which a print device is attached directly to a network cable, a central print server, in which the print device is connected to a dedicated computer that serves as a network print server, and remote or Internet printing, in which the print device is attached to a print server running IIS. For more information, see the section "Connecting to Local and Network Print Devices."
2.	You can modify the sequence in which print jobs are output by configuring printer scheduling and priority. Printer scheduling assigns a number between 1 and 99 to each printer; jobs submitted to a printer with a higher priority are printed before those submitted to a printer with a lower priority. You can schedule a printer to be available only during certain hours. Jobs submitted to such a printer outside these hours are held until the scheduled time. This is useful for holding large print jobs until after regular office hours. For more information, see the section "Managing Printers and Print Servers."
3.	The Manage Documents permission enables a user to pause, resume, restart, and delete all documents submitted to a printer, whereas the Manage Printers permission also enables users to perform general printer-related tasks including changing printer properties and permissions. For more information, see the section "Controlling Access to Printers by Using Permissions."
4.	You need to back up all files and folders on the partition, delete the partition, and then re-create and reformat the partition with the FAT32 file system. Finally you need to restore the files and folders from the backup. For more information, see the section "Converting from One File System to Another File System."
5.	You should configure disk quotas on the volume. The quota prevents users from saving files that occupy more than the configured space on the volume. For more information, see the section "Configuring Disk Quotas."
6.	The available options are as follows: Automatic Caching of Documents, in which every file is made available for caching; Automatic Caching of Programs and Documents, in which files are cached to the remote user's disk only when first opened or modified on the server; and Manual Caching of Documents, in which the user connecting to the share must manually specify which files are to be made available for caching. The Manual Caching of Documents option is the default. For more information, see the section "Managing and Troubleshooting Access To and Synchronizing Offline Files."

Answers to Exam Questions

1.	A. When a printer produces unreadable "garbage" documents, the problem lies with an incorrect printer driver. Shirley needs to install the correct printer driver. When other users with Windows NT/2000/XP computers disconnect and reconnect to the printer, they automatically receive copies of the drivers. She does not need to install the drivers on the other computers in the office because they automatically receive copies by disconnecting and reconnecting. Therefore answer B is incorrect. The problem is with drivers and not with spooling configuration, so answers C and D are incorrect. For more information, see the section "Managing Printers and Print Servers."
2.	C. By default, anyone with the AllowPrint permission can manage their own print jobs. The Manage Documents permission enables you to manage other users' print jobs, and the Manage Printers permission enables you to manage all aspects of the printer, so you should grant these permissions to Catherine's user account and your user account. Printers do not have a Full Control permission, so answer A is incorrect. Granting the Support group the AllowManage Documents permission would enable them to manage other users' jobs, so answer B is incorrect. Granting only the AllowManage Documents permission to your user account and Catherine's user account would not enable you and Catherine to manage the printer, so answer D is incorrect. For more information, see the section "Controlling Access to Printers by Using Permissions."
3.	B, D. When you have two groups of users that both need access to a certain print device but have different requirements, you should create two printers and assign permissions on the printers so that each group has access to only its printer. To make the printer available only during certain hours, you should configure the scheduling option on that printer with the intended hours. By default, a printer is available during all hours, so in this scenario you do not have to configure scheduling on the first (managers') printer. It is not possible to configure two schedules for the same printer, so answer A is incorrect. The priority setting controls which jobs are printed first, but does not prevent use of the printer during certain hours, so answer C is incorrect. For more information, see the section "Managing Printers and Print Servers."
4.	A. You can install more than one printer for a given print device and configure its properties according to user requirements. In this case, providing the second printer to the managers only and with a higher priority setting facilitates their printing documents more rapidly. Print jobs print first in the print queue from a printer with higher, and not lower priority, so answer B is incorrect. You cannot set different priorities for different print devices in a printing pool, so answers C and D are incorrect. For more information, see the section "Managing Printers and Print Servers."
5.	C. If a particularly huge file has been sent to a printer and a document does not print, confirm that the print server has sufficient hard drive space. If a hard drive exhausts its disk space before a document is spooled, the print server stops printing. To free up space you can relocate the print spooler to another partition or disk. Karen can do this from the Advanced tab of the Server Properties dialog box, accessible from the File menu of the Printers dialog box. By default, the number of inbound connections is limited to 10 users in Windows XP Professional. This limit cannot be changed, so answer A is incorrect. Simply copying the spool folder to another path does not accomplish anything, so answer B is incorrect. Configuring printing to start after the last page is spooled prevents delays when the print device prints pages faster than the rate at which they are provided. This does not correct the problem at hand, so answer D is incorrect. For more information, see the section "Managing Printers and Print Servers."
6.	D. To convert a partition from NTFS to FAT or FAT32, it is necessary to back up all data, reformat the partition, and restore the data from backup. The command `Convert C:/fs:ntfs` converts a partition from FAT or FAT32 to NTFS, not the other way around, so answer A is incorrect. It is not possible to use the Convert command to convert back to FAT32, so answer B is incorrect. System Restore cannot restore the previous configuration in this instance, so answer C is incorrect. For more information, see the section "Converting from One File System to Another File System."
7.	B. Norman should convert drive C: to NTFS. To mount a drive to an empty folder on another drive, the drive holding the empty folder must be formatted with the NTFS file system. In this scenario, it is likely that the C: drive is formatted with the FAT32 file system because the computer was recently upgraded from Windows 98 Second Edition to Windows XP Professional. Although it is desirable to convert the drive being mounted to the empty folder to the NTFS file system, this is not required, so answer A is incorrect. Creating a spanned volume would require extending a volume that was first created on a basic disk. This action is not possible, so answer C is incorrect. The disks do not need to be converted to dynamic storage, so answer D is incorrect. For more information, see the section "Mounting a Volume."
8.	A. You should configure the caching of the Sales folder as Automatic Caching of Documents. This makes the contents of this folder available to Kristin. By selecting the check box labeled Synchronize All Offline Files When Logging On, Kristin is ensured of receiving the latest version of the files each time she logs on. The Automatic Caching of Programs and Documents option caches files only when Kristin first opens the file in the shared folder. It is more generally used with read-only files, so answers B and C are incorrect. The Accounts folder is located on Computer1 and not Notebook1, so answer D is incorrect. For more information, see the section "Managing and Troubleshooting Access To and Synchronizing Offline Files."
9.	C. Brian needs to configure the portable computers to begin working offline when disconnected from the network. He needs to click the Advanced button on the Offline Files tab of each sales associate's portable computer, and then select the check box labeled Notify Me and Begin Working Offline. Selecting this option ensures that any network files will continue to be available to the users when offline. Changing the caching options on the shared folders to Automatic Caching of Documents means that all documents in the folders will be automatically available; however, this action does not solve the current problem, so answer A is incorrect. If the disk space available were too low, the sales associates would observe that some files were available offline while others were not. However, they did not receive any files, so answer B is incorrect. The problem is not related to permissions on the shared folders, so answer D is incorrect. For more information, see the section "Managing and Troubleshooting Access To and Synchronizing Offline Files."
10.	D. If the share is not configured to allow caching of files, then the staff cannot cache files from that location. This problem is on the server and not on the local computers. Caching is configured from the Sharing tab of the shared folder's Properties dialog box. You need to click the Caching button to display the Caching Settings dialog box, and then select the check box labeled Allow Caching of Files in This Shared Folder. By default, the Automatic Caching for Documents setting is selected when caching of files has been allowed. It automatically downloads all files and makes them available to users working offline. If you were to select the Manual Caching for Documents option, the users would need to manually specify the files they want available when offline. In this case, they need all files available, so answer C is incorrect. You need to configure these options at the file server and not on the sales staff computers, so answers A and B are incorrect. For more information, see the section "Managing and Troubleshooting Access To and Synchronizing Offline Files."