After your printing network is set up, you are responsible for its administration. You can administer network printers at the print server or remotely over the network. In this lesson, you learn about the four major types of tasks that are involved with administering network printers: managing printers, managing documents, troubleshooting printers, and performing tasks that require the Manage Printers permission. In this lesson, you also learn that before you can administer printers, you must know how to access them and control access to them.
After this lesson, you will be able to
Estimated lesson time: 20 minutes
One of the most important aspects of printer administration is managing printers. Managing printers includes the following tasks:
A second major aspect of printer administration is managing documents. Managing documents includes the following tasks:
A third major aspect of printer administration is troubleshooting printers. Troubleshooting printers means identifying and resolving all printer problems. The types of problems you need to troubleshoot include the following:
The following tasks involved with administering printers require the Manage Printers permission:
By default, members of the Administrators and Power Users groups have the Manage Printers permission for all printers.
You can gain access to printers for administration by using the Printers window (shown in Figure 3.22), which you open by selecting the Start button, pointing to Settings, and clicking the Printers system folder.
Follow these steps to perform all administrative tasks by gaining access to the printer from the Printers window:
Figure 3.22 Accessing printers using the Printers window
Windows 2000 allows you to control printer use and administration by assigning permissions. By using printer permissions, you control who can use a printer. You can also assign printer permissions to control who can administer a printer and the level of administration, which includes who manages printers and documents.
For security reasons, you might need to limit user access to certain printers. You can also use printer permissions to delegate responsibilities for specific printers to users who are not administrators. Windows 2000 provides three levels of printer permissions: Print, Manage Documents, and Manage Printers. Table 3.16 lists the capabilities that are available at each level of permission.
Table 3.15 Printing Capabilities of Windows 2000 Printer Permissions
|Manage documents||Manage Printers|
|Pause, resume, restart, and cancel the user's own document||X||X||X|
|Connect to a printer||X||X||X|
|Control job settings for all documents||X||X|
|Pause, resume, restart, and cancel all other users' documents||X||X|
|Cancel all documents||X|
|Share a printer||X|
|Change printer properties||X|
|Delete a printer||X|
|Change printer permissions||X|
You can allow or deny printer permissions. Denied permissions always override allowed permissions. For example, if you select the Deny check box next to Manage Documents for the Everyone group, no one can manage documents, even if you granted this permission to another user account or group. This is because all user accounts are members of the Everyone group.
By default, Windows 2000 assigns the Print permission for each printer to the built-in Everyone group, allowing all users to send documents to the printer.
Follow these steps to assign printer permissions to users or groups:
The bottom part of the dialog box shows the permissions granted to the user or group selected in the upper part.
Figure 3.23 Assigning printer permissions
You can change the default printer permissions that Windows 2000 assigned, or that you previously assigned for any user or group, by simply accessing the Sercurity tab of the printers property dialog box. On this tab you can select the appropriate user or group and change permissions as necessary.
In this lesson, you learned that administering printers involves four major types of tasks: managing printers, managing documents, troubleshooting printers, and performing tasks that require the Manage Printers permission. You gain access to printers for administration by selecting the Start button, pointing to settings, and selecting the Printers system folder.
You also learned that Windows 2000 allows you to control printer use and administration by assigning permissions. You might need to limit access to certain printers—for example, a printer used to print checks. You can also use printer permissions to delegate responsibilities for specific printers to users who are not administrators.