Adding a Printer


Even though you print from within a program, Windows XP manages the print job behind the scenes. Therefore, you set up a printer in Windows, and then all programs can access and use that printer. In many cases, Windows can automatically set up your printer after you attach it to your computer. Automatic setup is the easiest way to set up a printer. However, if that doesn't work, you have several other options.

note

A driver is a file that tells Windows the specific details of your hardware component, such as how it works and what features it has. The driver enables Windows to communicate with the hardware component and put the component to use. Printers, for instance, have drivers, as do other hardware components, such as modems.


If you have a newer printer that is not yet added to Windows XP's Plug and Play list (a feature that automatically recognizes and installs hardware) or an older printer, Windows XP might be unable to automatically install it. If this happens, you can add a new printer to your Windows setup using a step-by-step guide called a wizard. You can use one of Windows XP's drivers, or you can use a driver supplied with the printer. This section covers both automatic setup and using the wizard.

Automatic Setup

When you connect your printer, Windows XP queries the printer and then pulls key technical details about the printer, using that information to set up the printer. All you have to do is plug in the printer and wait.

note

The automatic setup feature is called Plug and Play, and it works with other components you add to your computer. The process of adding other components is covered later in this chapter.


Windows XP initiates the process and alerts you that the printer has been found and installed with messages that pop up from the system tray. If this happens, you are set. You can use your printer and skip the rest of this section!

Manual Setup Using Windows's Drivers

If the automatic setup doesn't work, you can add a printer using the Add Printer Wizard. You might need to do this if you have a printer that isn't on Windows's Plug and Play list. Cutting-edge printers, older printers, or budget printers, for instance, may require a little push to get started on the installation.

tip

If you want to customize the printerchange the default settings that affect how the printer worksyou can do so. This topic is covered later in this section.


You can see whether Windows XP has a driver that works with your printer, or you can use the disk that came with your printer. If you are upgrading to Windows XP and have had your printer for a while, you may not be able to find the printer disk. In that case, use this method.

Follow these steps to add a new printer:

1.

Click Start and then click Control Panel.

2.

In the Control Panel window, click the link for Printers and Other Hardware. You'll see a task for adding a printer, as well as Control Panel icons for printers and faxes, gaming options, the keyboard, scanners and cameras, and the mouse (see Figure 19.1).

Figure 19.1. You often use the Control Panel to add new hardware, including printers.


note

If you are installing a printer that you want to share on a network, check out Chapter 24, "Setting Up Windows XP on a Home Network," to see what you need to do differently for printer setup.

3.

Click the Add a printer link to start the Add Printer Wizard.

4.

Click Next to move from the welcome screen to the first step of the wizard. For the first step, select to set up a local printer or network printer (see Figure 19.2).

Figure 19.2. Select to install a local printer (one connected to the computer) or a printer connection (basically a network printer).


5.

Select Local printer. If you want to install the printer manually, uncheck Automatically detect and install my Plug and Play printer. Click Next.

If you selected to detect your printer and it is found and installed, you can skip the remaining steps. If the printer is not found or if you did not select automatic detection, you are prompted to select the printer port (see Figure 19.3). Printers are most often attached via USB or the LPT1 (parallel port).

Figure 19.3. The port is the plug that connects the printer cable to the computer.


6.

Select the port and click Next. You'll see a list of printer manufacturers and printers.

7.

Select your printer manufacturer from the list on the left. Then select your particular printer from the list on the right (see Figure 19.4). Click Next.

Figure 19.4. Windows XP lists the printer models for which it has drivers.


You are next prompted to type a name for the printer. This name is used to identify the printer icon for this printer.

8.

Type or accept the suggested name and also select whether you want to make this the default printer by clicking Yes or No. Click Next.

note

When you select a printer and it is recognized by Windows, you see a note in the dialog box that says that the driver is digitally signed. This means that, according to the help information, "hardware products that display the Designed for Windows logo have been tested to verify compatibility with Windows." However, you can install printers even if they aren't digitally signed.

You are asked whether you want to share this printer. Sharing a printer usually involves a home-networked PC. If you are connecting a network PC, see Chapter 24.

9.

Select Do Not Share This Printer and then click Next. You are asked whether you want to print a test page.

10.

Select Yes or No for the test page question and then click Next. The final step of the wizard lists all of your selections (see Figure 19.5).

Figure 19.5. The final screen of the wizard lists all of your choices for confirmation. At this point, you can finish up or go back and make changes.


11.

Click Finish to install the printer driver.

Manual Setup Using the Printer's Drivers

Most printers come with a disk that contains a driver for using the printer. If your printer is not listed in the Add Printer wizard and you have the printer disk, you can install the appropriate driver from the disk. You can also find drivers at different Internet sites (for instance, www.WinDrivers.com). Ultimately, you can find the printer driver from the site of the printer maker, from a Windows or Microsoft site, or from a general hardware help site, such as www.pcguide.com. Check your printer documentation to see what online resources you have. You can also try searching the Microsoft site at www.microsoft.com for printer drivers, or look for sites in computer articles for general help (www.pcworld.com).

tip

Click the Back button in a wizard dialog box to return to the previous dialog box and review or modify your selections.


tip

See Chapter 8, "Browsing the Internet," for more help on visiting Web sites.


If you have the disk, follow these steps to install the driver from the disk:

1.

Follow the preceding steps to start the wizard.

2.

When prompted to select the printer software, click Have Disk. You are then prompted to select the disk that contains the driver file (see Figure 19.6).

Figure 19.6. Select the drive that contains the printer disk.


3.

Insert the floppy or CD disk and then select the appropriate drive from the drop-down list.

4.

Click OK to install the file from the disk. The driver is installed, and the printer is set up.



    Absolute Beginner's Guide to Microsoft Windows XP
    Absolute Beginners Guide to Windows XP (2nd Edition)
    ISBN: 078973432X
    EAN: 2147483647
    Year: 2005
    Pages: 176
    Authors: Shelley OHara

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