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Deploying Print and Fax Services Lesson 4
Objectives
• Install, Configure and Manage Printers and
Fax Servers in Windows Server 2008.
Print Sharing
• Print device sharing is another one of the
most basic applications for which local area
networks were designed.
• Installing, sharing, monitoring, and
managing a single network print device is
relatively simple, but when you are
responsible for dozens or even hundreds of
print devices on a large enterprise network,
these tasks can be overwhelming.
Windows Print Architecture
• The Print Device is the actual hardware that
produces hard copy documents on paper or
other print media.
– Windows Server 2008 supports both local
print devices, which are directly attached to
computer ports, and network interface print
devices, which are connected to the network,
either directly or through another computer.
Windows Print Architecture
• The printer is the software interface through which
a computer communicates with a print device.
– Windows Server 2008 supports numerous physical
interfaces, including Universal Serial bus (USB),
IEEE 1394 (FireWire), parallel (LPT), serial (COM),
Infrared Data Access (IrDA), and Bluetooth ports;
– Windows Server 2008 supports network printing
services such as lpr, standard TCP/IP ports, and the
Internet Printing Protocol (IPP), which allows clients
to print via HTTP traffic, either over an intranet or via
the World Wide Web.
Windows Print Architecture
• A print server is a computer (or standalone device)
that receives print jobs from clients and sends
them to print devices that are either locally
attached or connected to the network.
• A printer driver is a device driver that converts the
print jobs generated by applications into an
appropriate string of commands for a specific print
device.
– Printer drivers are designed for a specific print
device and provide applications with access to all of
the print device’s features.
Windows Print Architecture
Locally-Attached Print Device
Sharing a Locally-Attached Printer
Printer Formats
• The printer driver creates a job file using one of two interim formats, as follows:
– Enhanced Metafile (EMF) — A standardized, highly portable print job format that is the default format used by the Windows 2000, Windows XP, and Windows Server 2003 print subsystems.
•The printer driver converts the application data into an EMF file, and the printer sends it to the print server, which stores it in the spooler.
•The spooler then uses the printer driver on the print server to render the job into the final PCL format understood by the print device.
Printer Formats
– XML Paper Specification (XPS) — A new, platform-
independent document format included with
Windows Server 2008 and Windows Vista.
•Print job files use a single XPS format for their
entire journey to the print device.
Networked Printers
• With network-attached print devices, the
primary deployment decision that the
administrator must make is to decide which
computer will function as the print server.
• Each client processes and spools its own
print jobs, connects to the print device using
a TCP (Transmission Control Protocol) port,
and sends the jobs directly to the device for
printing.
Network-Attached Print Device with Multiple Print
Servers
Network-Attached Print Device with a Single-shared
Print Server
Network Sharing and Discovery
• Before you can share a printer on a Windows Server 2008 computer, you must enable the appropriate settings in the Network and Sharing Center, just as you have to do to share files and folders.
• To share printers, the following Network Sharing and Discovery settings must be turned on:
– Network Discovery
– Printer Sharing
Network Sharing and Discovery
Sharing a Printer
• Right-click the
printer and
select Sharing.
Additional Drivers
Printer Permissions
Standard Printer Permissions
Standard Printer Permissions
• By default, all printers assign the Allow Print permission to the Everyone special identity, which enables all users to access the printer and manage their own documents.
• Users that possess the Allow Manage Documents permission can manage any users’ documents.
• Managing documents refers to pausing, resuming, restarting, and cancelling documents that are currently waiting in a print queue.
• Windows Server 2008 provides a print queue window for every printer, which enables you to view the jobs that are currently waiting to be printed.
Viewing the Printer Queue
Deleting Print Jobs
• When managing documents, keep in mind that the commands accessible from the print queue window affect only the jobs waiting in the queue, not those currently being processed by the print device.
• The data already in the print device’s memory will be printed, even though the remainder of the job was removed from the queue.
• To stop a job that is currently printing, you must clear the print device’s memory (by resetting it or power cycling the unit), as well as clear the job from the queue.
Printer Priority
• In some cases, you might want to give
certain users in your organization priority
access to a print device so that when print
traffic is heavy, their jobs are processed
before those of other users.
• To do this, you must create multiple printers,
associate them with the same print device,
and then modify their priorities, as described
in the following procedure.
Printer Priority
Printer Scheduling
• Sometimes, you might want to limit certain
users’ access to a printer to specific times of
the day or night.
• After creating two printers, both pointing to
the same print device, you configure their
scheduling using the following procedure.
Printer Pool
• You can connect a single print server to
multiple print devices, creating what is called
a printer pool.
• On a busy network with many print clients,
the print server can distribute large numbers
of incoming jobs among several identical
print devices to provide more timely service
and fault tolerance.
Printer Pool
• To create a printer pool, you must have at least two identical print devices, or at least print devices that use the same printer driver.
• The print devices must be in the same location, because there is no way to tell which print device will process a given document.
• You must also connect all of the print devices in the pool to the same print server.
• If the print server is a Windows Server 2008 computer, you can connect the print devices to any viable ports.
Printer Pool
Print Services Role
• Installing the Print Services Role on the
computer provides additional tools that are
particularly useful to administrators involved
with network printing on an enterprise scale.
Print Services Role
Print Services Role
Print Management Console
• The Print Management snap-in for MMC is an
administrative tool that consolidates the controls
for the printing components throughout the
enterprise into a single console.
• With this tool, you can access the print queues and
Properties sheets for all of the network printers in
the enterprise, deploy printers to client computers
using Group Policy, and create custom views that
simplify the process of detecting print devices that
need attention due to errors or depleted
consumables.
Print Management Console
Print Management Console
Deploying Printers with Group Policy
• Configuring a print client to access a shared printer
is a simple matter of browsing the network or the
Active Directory tree and selecting the printer you
want the client to use.
• However, when you have to configure hundreds or
thousands of print clients, the task becomes more
complicated.
• One way to simplify the process of deploying
printers to large numbers of clients is to use Active
Directory.
Deploying Printers with Group Policy
• Clients running earlier versions of Windows,
including Windows XP and Windows Server 2003,
do not support automatic policy-based printer
deployments.
• To enable the GPO to deploy printers on these
computers, you must configure the systems to run
a utility called Push-Printer Connections.exe.
• The most convenient way to do this is to configure
the same GPO you used for the printer deployment
to run the program from a user logon script or
machine script.
Fax Server
• Sending faxes, receiving faxes, waiting for
faxes, and even walking back and forth to
the fax machine can be an enormous drain
on productivity in many organizations.
• Windows Server 2008 includes a Fax Server
role that enables users to send faxes from
and receive them to their desktops.
Fax Server
• The basic steps involved in setting up a fax
server are as follows:
1. Add the Fax Server role.
2. Add the Desktop Experience feature.
3. Share the fax printer.
4. Configure the fax device.
5. Configure incoming fax routing.
6. Designate fax users.
Fax Service Manager Console
• The Fax Service Manager enables
administrators to perform the following
tasks:
– View and configure fax devices, such as
modems.
– Specify routing policies for inbound faxes.
– Specify rules for outbound faxes.
– Manage fax users.
– Configure fax logging and archiving.
Fax Server Manager Console
Desktop Experience Feature
• To send and view faxes, you must use the Windows Fax and Scan program.
• Windows Fax and Scan is included with Windows Server 2008, but it is not installed by default.
• With other non-essential elements, such as desktop themes and Windows Media Player, Windows Fax and Scan is packaged as part of a single feature called Desktop Experience.
• The assumption is that most servers do not need these applications, and administrators would prefer not to have them installed unnecessarily.
Windows Fax and Scan
Sharing the Fax Printer
• When a client selects the Fax printer instead
of a standard printer, the print job goes to
the fax server instead of to a print server or
print device.
• While adding the role creates the Fax printer,
it does not share it.
• You must share the fax printer manually,
using the same procedure as you would in
sharing a printer.
Microsoft Fax Services Manager Console
Fax Modem Properties Sheet
Incoming Methods for Fax Device
E-Mail Tab of an Incoming Method’s Properties
Sheet
Global Incoming Routing Methods
Outbox Tab of the Fax Server Properties Sheet
Summary
• Printing in Microsoft Windows typically involves the
following four components: print device, printer,
print server, and print driver.
• The printer driver enables you to configure the print
job to use the various capabilities of the print
device.
• The simplest form of print architecture consists of
one print device connected to one computer,
known as a locally-attached print device. You can
share this printer (and the print device) with other
users on the same network.
Summary
• XML Paper Specification (XPS) is a new, platform-independent document format included with Windows Server 2008 and Windows Vista, in which print job files use a single XPS format for their entire journey to the print device, rather than being converted first to EMS and then to PCL.
• With network-attached print devices, the administrator’s primary deployment decision is which computer will function as the print server.
Summary
• Printer permissions are much simpler than NTFS permissions; they basically dictate whether users are allowed to merely use the printer, manage documents submitted to the printer, or manage the properties of the printer itself.
• The Print Management snap-in for MMC is an administrative tool that consolidates the controls for the printing components throughout the enterprise into a single console.
Summary
• To use Active Directory to deploy printers to clients, you must configure the appropriate policies in a Group Policy Object (GPO).
• Windows Server 2008 includes a Fax Server role that enables users to send faxes from and receive them to their desktops.
• You must install the Print Services role before or with the Fax Server role.
• The fax server can route incoming faxes in three ways: route through email, store in a folder, or print.
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