Tasks involved in managing printers include assigning forms to paper trays; setting up separator pages; and pausing, resuming, and canceling documents if a problem occurs on a print device. If a print device is faulty or you add print devices to your network, you might need to redirect documents to a different printer. In addition, you might need to change who has administrative responsibility for printers, which involves changing ownership.
After this lesson, you will be able to
Estimated lesson time: 30 minutes
If a print device has multiple trays that regularly hold different paper sizes, you can assign a form to a specific tray. A form refers to a particular paper size. Users can then select the paper size from within their applications. When the user prints, Windows 2000 automatically routes the print job to the paper tray that holds the correct form. Examples of forms include the following: Legal, A4, Envelope #10, and Letter Small.
Follow these steps to assign a form to a paper tray:
After you have set up a paper tray, users specify the paper size from within applications. Windows 2000 knows in which paper tray the form is located.
Figure 3.24 Setting forms for a printer
A separator page is a file that contains print device commands. Separator pages have two functions:
Windows 2000 includes four separator page files. They are located in the systemroot\System32 folder. Table 3.16 lists the filename and describes the function for each of the included separator page files.
Table 3.16 Separator Page Files
|Sysprint.sep||Prints a page before each document. Compatible with PostScript print devices.|
|Pcl.sep||Switches the print mode to PCL for HP-series print devices and prints a page before each document.|
|Pscript.sep||Switches the print mode to PostScript for HP-series print devices but doesn't print a page before each document.|
|Sysprtj.sep||A version of Sysprint.sep that uses Japanese characters.|
Once you have decided to use a separator page and have chosen an appropriate one, you use the Advanced tab in the printer's Properties dialog box to have the separator page printed at the beginning of each print job.
Follow these steps to set up a separator page:
Pausing and resuming a printer or canceling all documents on a printer might be necessary if a printing problem occurs.
To pause or cancel all documents, right-click a printing device in the Printers folder, and then click the appropriate command. To resume printing, right-click the printer, and click Pause Printer to deselect it.
You can redirect documents to a different printer. For example, if a printer is connected to a faulty print device, redirect the documents so that users don't need to resubmit them. You can redirect all print jobs for a printer, but you can't redirect specific documents. The new printer must use the same printer driver as the current printer.
Follow these steps to redirect documents to a different printer:
If another print device is available for the current print server, you can continue to use the same printer and configure the printer to use the other print device. To configure a printer to use another local or network print device that uses the same printer driver, select the appropriate port on the print server and cancel the selection of the current port.
Figure 3.25 Redirecting documents to another printer
Sometimes the owner of a printer can no longer manage that printer and you need to take ownership. Taking ownership of a printer enables you to change administrative responsibility for a printer. By default, the user who installed the printer owns it. If that user can no longer administer the printer, you should take ownership of it—for example, if the current owner leaves the company.
The following users can take ownership of a printer:
Follow these steps to take ownership of a printer:
If you are a member of the Administrators group and you want the Administrators group to take ownership of the printer, click the Administrators group.
Figure 3.26 Taking ownership of a printer
In this practice, you perform three tasks that are part of managing printers. In the first exercise, you assign forms to paper trays. In the second exercise, you set up a separator page. In the third exercise, you learn how to take ownership of a printer.
In this exercise, you assign a paper type (form) to a paper tray so that when users print to a specified form, the print job is automatically routed to and adjusted for the correct tray.
Notice that there are multiple selections under Form To Tray Assignment. Some of the selections are labeled Not Available because they depend on options that aren't installed.
Whenever a user prints on legal size paper, Windows 2000 will instruct the printer to use paper from the lower paper tray.
In this exercise, you set up a separator page to print between documents. This separator page includes the user's name and the date and time that the document was printed.
The Separator Page dialog box appears.
Windows 2000 displays another Separator Page dialog box.
The selected separator page file's path appears in the first Separator Page dialog box.
Windows 2000 will now print a separator page between print jobs.
In this exercise, you practice taking ownership of a printer.
Who currently owns the printer?
In this lesson, you learned that managing printers includes assigning forms to paper trays; setting up a separator page; pausing, resuming, and canceling documents on a printer; redirecting documents to a different printer; and taking ownership of a printer. In the practice portion of this lesson, you assigned a form to a paper tray and set up a separator page. In addition, you learned how to change who has administrative responsibility for printers, which involves changing ownership.