In addition to managing printers, Windows 2000 allows you to manage individual documents. Managing documents includes pausing, resuming, restarting, and canceling a document if a printing problem occurs. In addition, you can set someone to notify when a print job is finished, set the priority to allow a critical document to print before other documents, and set a specific time for a document to print.
After this lesson, you will be able to
Estimated lesson time: 20 minutes
If a printing problem occurs with a specific document, you can pause and resume printing of the document.You can also restart or cancel printing of a document. You must have the Manage Documents permission for the appropriate printer to perform these actions. Because the creator of a document has the default permissions to manage that document, users can perform any of these actions on their own documents.
To manage a document, right-click the printing device for the document and click Open. Select the appropriate document(s), click the Document menu, and then click the appropriate command to pause, resume, start from the beginning, or cancel a document.
You can control print jobs by setting the notification, priority, and printing time. To perform these document management tasks, you must have the Manage Documents permission for the appropriate printer.
You set the notification, priority, and printing time for a document on the General tab of the Properties dialog box for the document, as shown in Figure 3.27. To open the Properties dialog box for one or more documents, first select the documents in the printer's window, click the Document menu, and then click Properties.
Table 3.17 describes the tasks that you might perform when you control print jobs, how to perform the tasks, and examples of situations in which you might perform these tasks.
Figure 3.27 Setting notification, priority, and printing time for a document
Table 3.17 Setting a Notification, Changing Priority, and Scheduling Print Times
|Setting a notification||In the Notify box, type the logon name of the user who should receive the notification. By default, Windows 2000 enters the name of the user who printed the document.||Change the print notification when someone other than the user who printed the document needs to retrieve it.|
|Changing a document priority||Move the Priority slider to the priority that you want. The highest priority is 99 and the lowest is 1.||Change a priority so that a critical document prints before other documents.|
|Scheduling print times||To restrict print times, click Only From in the Schedule section, and then set the hours between which you want the document to print.||Set the print time for a large document so that it will print during off hours, such as late at night.|
In this practice, you manage documents by printing a document, setting a notification for a document, changing the priority for a document, and then canceling a document.
To verify that a printer is offline
The printer's icon will display a check mark to show that it is the default. If necessary, press F5 to update the display.
Keep the printer offline to prevent it from trying to communicate with a nonexistent print device. This will eliminate error messages in later exercises when documents are spooled.
To print a document
WordPad starts and displays the Readme.doc file.
The Print dialog box appears. Notice that the file will be printed on the HP Laserjet 5SI printer.
To set a notification
Windows 2000 displays the README.txt Document Properties dialog box with the General tab active.
Which user is specified in the Notify box? Why?
To change the person to be notified, you would type in the name of the user in the Notify box and click apply.
To increase the priority of a document
What is the current priority? Is it the lowest or highest priority?
Nothing changes visibly in the HP LaserJet 5Si - Use Printer Offline window.
If Windows 2000 displays a Printers Folder dialog box with an error message informing you that the printer port is unavailable, finish the following procedure, and then, in the dialog box, click Cancel.
To cancel printing of a document
Notice that the Status column changes to Deleting. Then README.txt is removed from the document list.
You can also cancel a document by pressing the Delete key.
In this lesson, you learned that managing documents includes pausing, resuming, restarting, and canceling a document; setting who is notified when a print job is finished; setting the document priority to allow a critical document to print before other documents; and setting a specific time for a document to print. You must have the Manage Documents permission for the appropriate printer to perform these actions. The creator of a document has the default permissions to manage that document, so users can perform any of these actions on their own documents.