chapter 7: printers and scanners - north seattle...
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© 2006 Cisco Systems, Inc. All rights reserved. Cisco Public
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Chapter 7 1
Chapter 7: Printers and Scanners
IT Essentials: PC Hardware and Software v4.0
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Chapter 7 Objectives
7.1 Describe the types of printers currently available
7.2 Describe the installation and configuration process for printers
7.3 Describe the types of scanners currently available
7.4 Describe the installation and configuration process for scanners
7.5 Identify and apply common preventive maintenance techniques for printers and scanners
7.6 Troubleshoot printers and scanners
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Chapter 7 Labs
7.4.2 Lab: All-in-One Device
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Introduction
Printers produce paper copies of electronic files.
The paperless office is a …….
Scanners allow users to convert paper documents into electronic files.
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Types of Printers
Computer technicians should know how to purchase, repair, or maintain a printer.
A customer may request a technician to:
Select a printer
Install and configure a printer
Troubleshoot a printer
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Printers: Speed and Capacity
Printers available today are:
Laser printers using electro photographic technology
Inkjet printers using electrostatic spray technology
Dot matrix printers using impact technology
Used in applications that require multiple (“carbon”) copies
Printer speed is measured in pages per minute (ppm):
Inkjet Printer 2 - 6 ppm
Laser Printer 8 - 200 ppm
Price of a printer reflects its capacity and speed
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Printers: Color and Quality
The choice between a black-and-white printer and a color printer depends on the needs of customers.
A printer produces colors using subtractive mixing.
The eye sees a color that reflects from the combination of colors on the paper.
The colors are
cyan, =Blue/Green magenta =Purplish Pink yellow, and black (CMYK). RBG
Quality is measured in dots per inch (dpi).
The more dpi, the higher the resolution
Color wheel
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Printers: Reliability and Cost
Factors of reliability include:
Warranty
Scheduled servicing
Mean time between failures (MTBF)
Total Cost of Ownership (TCO) includes:
Initial purchase price
Cost of supplies, such as paper and ink
Generic Ink
Price per page
Maintenance costs
Warranty costs
The amount of material to be printed
The expected lifetime of the printer
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Printer to Computer Interfaces
To access a printer, a computer must have an interface with it. The following are interface types:
Serial data transfer is the movement of single bits of information in a single cycle (not common)
Serial ports are D-shell and are either male or female ports
Parallel data transfer is the movement of multiple bits of information in a single cycle.
Parallel data transfer is (usually) faster than serial data transfer
Small Computer System Interface (SCSI), pronounced “scuzzy”, uses parallel communication to achieve high data-transfer rates.
Universal Serial Bus (USB) is a common interface for printers and other devices.
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More Interface Types
Firewire is also known as i.LINK or IEEE 1394 and is a high-speed, communication bus that is platform independent. Firewire devices are hot-swappable.
Ethernet is an interface for network printers, which are usually a resource shared on a network.
Wireless printing technology:
Infrared requires transmitters and receivers on both devices, a clear line of sight between the transmitter and receiver, and a maximum distance of 15 ft (4.5 m).
Bluetooth technology uses an unlicensed radio frequency for short-range communication.
Wi-Fi or IEEE 802.11 is a standard for wireless communication.
Most commonly b and g.
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Laser Printers
A laser printer is a high-quality, fast printer that uses a laser beam to create an image.
The main components contained within a laser printer:
Toner cartridge
Laser scanner
High-voltage power supply
Paper transport mechanism
Transfer corona
Fuser assembly
Control circuitry
Ozone filter
NOTE: You should know the components of a laser printer and the steps required to print a page.
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Laser Printing Process electrophotography
The laser printer process involves six seven steps to print information onto a single sheet of paper
Usually medal blade that physically scrapes toner off drum
Charging is done by placing a special wire (corona), or grid (-6,000v) close to the roller that receives (induces) a negative charge of approximately – 600 volts DC uniformly across the
surface of the drum
Every portion of the drum that is exposed to the light has the surface charge reduced to about
–100 volts DC.
In the developing phase, the toner is applied to the latent image on the drum. The toner is a negatively-charged (-300 volts) combination of plastic resin
and metal particles. (technically magnetically permeable and is 4 –10 times the size of the
toner)
The transfer, or secondary corona, places a positive charge on the paper. Because the drum was charged negatively, the toner on the drum is attracted to the paper. The image is now on the paper and is held in place
by the positive charge.
The toner is permanently fused to the paper. The printing paper is rolled between a heated roller and a pressure roller.
Charging or Conditioning
Exposing or Writing
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Step 1 processing
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Magnetic fields http://en.wikipedia.org/wiki/Field_line How a color laser printer works http://www.youtube.com/watch?v=hEj0SsCstIM
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WARNING
The primary corona wire or grid, or the conditioning roller, can be very dangerous.
The voltage runs as high as -6000 volts.
Only certified technicians should work on the unit.
Before working inside a laser printer, you should make sure that voltage is properly discharged.
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Bitmap Raster Image
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Raster images are made of pixels. A pixel is a single point or the smallest single element in a display device. Vector images are mathematical calculations from one point to another that form geometrical shapes.
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Impact Printers
Impact printers form characters when the print head impacts a printer tape or inked ribbon to create characters. (Daisy-wheel and dot-matrix printers)
9 and 24 pin (NLQ) dot matrix---decimated by ink jet
Advantages:
Uses inexpensive consumables
Uses continuous feed paper
Has copy printing ability (“carbon copies”)
Disadvantages:
Noisy
Low resolution graphics
Limited color capability
Slow printing, normally 32 to 76 characters per second (cps)
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Inkjet Printers
Use ink-filled cartridges that spray ink onto a page through tiny holes, or nozzles. The ink is sprayed in a pattern on the page, one row of dots at a time.
Produce high quality print
Easy to use
Inexpensive compared to laser printers…...maybe?
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Ink Jet Printers
Two types of inkjet nozzles:
Thermal - A pulse of electrical current is applied to heating chambers around the nozzles. The heat creates a bubble of steam in the chamber which forces ink out through the nozzle.
Bubble Jet / Heat puts greater demands on ink
A charge is applied to piezoelectric crystals, located in the ink reservoir at the back of each nozzle. This charge causes the crystals to vibrate. The vibration controls the flow of ink onto the paper.
This technology (Epson) does not rely on heat and allows for higher resolutions
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http://www.imaging.org/ist/resources/tutorials/inkjet_printer.cfm
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Inkjet Printer Components
A feeding mechanism draws paper in and the paper passes by the print head where ink is sprayed onto it.
Paper leaves the printer through the discharge mechanism, and is wet for about 15 seconds.
Platen a flat plate in a printing press for pressing the paper against the inked type or plate to produce an impression.
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Solid-ink Printers
Use solid sticks of ink rather than toner or ink cartridges
The printing process:
Step 1: Cleaning
Step 2: Spraying
Step 3: Transferring
Advantages:
Produces vibrant color prints
Easy to use
Can use many different paper types
Disadvantages:
Expensive (the printer and ink)
Slow to warm up
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Thermal Printers Thermal vs. Thermal transfer article
A thermal printer uses chemically-treated paper that becomes black when heated. (sometimes called “Direct Thermal”)
A thermal transfer printer uses heat-sensitive ribbon, which the print head melts onto the paper (various colors)
Greater durability, color, can print to various media
Thermal printers have a longer life because there are few moving parts.
Disadvantages:
Paper is expensive
Paper has a short shelf life
Images are poor quality
Paper must be stored at room temperature
Used in store receipts, gas stations
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Dye-Sublimation Printers
Also called thermal dye printers
Usually used in producing photo-quality images for graphic printing
Uses solid sheets of ink that change directly from solid to gas when heated, in a process called sublimating.
Advantages:
Very high quality images
Overcoat layer reduces smearing, increases moisture resistance
Disadvantages:
Media can be expensive
They are better for color than for grayscale (black and white)
Expensive on the high end
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Print Media for dye sublimation If you looked inside a dye-sublimation printer, you
would see a long roll of transparent film that resembles sheets of red, blue, yellow, and gray colored cellophane stuck together end to end.
Embedded in this film are solid dyes corresponding to the four basic colors used in printing: cyan, magenta, yellow and black.
The print head heats up as it passes over the film, causing the dyes to vaporize and permeate the glossy surface of the paper before they return to solid form.
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http://en.wikipedia.org/wiki/File:RGB_dye_sublimation_panels.jpg
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Installation and Configuration of Printers When purchasing a printer, the installation and
configuration information is usually supplied by the manufacturer:
An installation CD that includes drivers, manuals, and diagnostic software
Also available as downloads from the manufacturer's website
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How to Set Up a Printer (Read the Directions)
1. Check the box to ensure all required cables are provided.
2. Remove packing materials from the printer and plastic inserts from the consumables.
3. Place printer in position. Ensure that the printer location will not cause overheating.
4. Install paper trays.
5. Install paper.
6. Read and follow the instruction manual .
7. Connect cables.
8. Test print from computer.
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Power and Connect the Printer
1. Connect the appropriate data cable to the communication port on the back of the printer.
2. Attach the power cable to the printer and the other end to an available electrical outlet.
Warning: Never plug a printer into a UPS. The power surge that occurs when the printer is turned on will damage the UPS unit.
Why? A laser printer's fuser (which melts printer toner applied to paper) consumes a quick burst of energy. Most UPS models simply can't supply the required power as quickly as the laser printer demands.
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Printer Driver
Printer driver is the software program that enables the computer and the printer to communicate with each other.
1. Find out if a newer driver is available on the printer manufacturer’s website
2. Download the driver files to your computer
3. Install the driver automatically or manually
4. Test the new printer driver
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Printer Firmware
Firmware is a set of instructions stored on the printer to control how the printer operates.
If printing problems occur or you need new features, consider upgrading the printer's firmware.
Download the upgrade file from the manufacturer's website and run a setup file to install it.
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Printer Memory
Printer memory is used to buffer print jobs, create pages, or draw images for documents.
Adding printer memory can improve printing speed and allow the printer to handle more complex print jobs.
Print-job buffering is the ability of the printer to capture as much of the print job into its internal memory as possible.
Consult the documentation for memory requirements:
Memory specifications
Memory population and availability
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Upgrade Printer Memory (follow the manufacturers
instructions)
1. Turn off the printer.
2. Disconnect all cables.
3. Open the memory compartment.
4. Replace memory modules or add new modules.
5. Close the memory compartment.
6. Reconnect all cables.
7. Power on printer.
8. Run a self-test.
9. Print a test page.
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Configuration Options and Defaults
Common printer settings:
Paper type
Draft, standard, gloss, photo
Print quality
Draft, normal, photo, auto
Color printing
How many colors
Black-and-white printing
Black ink only
Grayscale printing
Black ink in differing shades
Paper size
Sheets, envelopes, cards
Paper orientation
Landscape or portrait
Print layout
Normal Banner, booklet, poster
Duplex
Normal or 2 sided printing
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Optimize Printer Performance
Print spool settings
•You may store documents that are prepared for printing in a file in RAM (or virtual memory) called the print spool.
•Spooling programs allow the application you are printing from to finish faster (Word / spreadsheet etc.).
•In print spooling, documents are loaded into a buffer (usually an area on a disk), and then the printer pulls them off the buffer at its own rate.
•Because the documents are in a buffer where they can be accessed by the printer, the user is free to perform other operations on the computer while the printing takes place in the background.
•Spooling also lets users place a number of print jobs in a queue instead of waiting for each one to finish before specifying the next one.
•The print queue ( displays information about a document such as print status, owner, and number of pages to be printed. From the print queue, you can cancel or pause printing for any document you send to the printer.
• Start / Printers and Faxes / Click on printer or fax to view contents of queue.
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Print Queue
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This is an example of a print queue that has many documents waiting to be printed. This backlog occurs because the printer does not
have sufficient memory to hold all of these files
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Optimize Printer Performance (Cont)
Printer calibration
You can adjust settings to match the colors seen on the screen and the colors on printed sheet.
Not always so easy to do
Paper orientation
You can select landscape or portrait image layout.
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Print a Test Page
Print a test page to verify the following:
The printer is operating properly
The driver software is installed and working correctly
The printer and computer are communicating
To print a test page manually:
Start > Printers and Faxes
In the Printers and Faxes window, right-click the desired printer and follow this path: Properties > General Tab > Print Test Page
A dialog box will open, asking if the page printed correctly. If it did not, then built-in Help will assist you in troubleshooting the problem.
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Print a Test Page
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Print from an Application
To print from Notepad:
Start > Programs > Accessories > Notepad
A blank document will open.
Enter some text in the document.
File > Print
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Test a Printer from the Command Line
Printing from the command line is limited to ASCII files only, such as .txt and .bat files.
To send a file to the printer from the command line, use this path: Start > Run
The Run box should pop up. Type cmd in the Run box, and then click OK.
At the command line prompt, enter the following command: Print thefile.txt
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Test Printer from Printer Panel
Most printers have a front panel with controls to allow you to generate test pages.
This method of printing enables you to verify the printer operation separately from the network or computer.
Consult the printer manufacturer's website or documentation to learn how to print a test page from the front panel of the printer.
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Sharing a Printer
Printer sharing enables multiple network users or clients to access a printer. Windows installs the print sharing capability in the basic setup.
File and Printer Sharing must be
enabled from Network
Properties
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Printer Sharing
1. Click Start > Printers and Faxes.
2. Right-click the printer and choose Properties.
3. Select the Share tab.
4. Click the Share this printer radio button.
5. Keep or change share name.
6. Click Apply.
To connect to the shared printer from another computer:
Choose Start > Printers and Faxes > Add Printer
Follow the steps using the Add Printer Wizard
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Printer Install and Sharing
Insure the following settings are in place;
–Computer has a name
–Computer is in the Workgroup, “Workgroup”
–File and Printer Sharing is Installed
•Network Properties
–Set up a home or small office network wizard if all else fails
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Types of Scanners
Technicians may be required to purchase, repair, or maintain a scanner.
The following are tasks that a customer may request:
Select a scanner
Install and configure a scanner
Troubleshoot a scanner
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Types of Scanners
Scanners convert printed data or images into an electronic data format that a computer can store or process as required.
A scanned image can be saved, modified, and even e-mailed as you would with any other file.
All-in-one scanner
Flatbed scanner
Handheld scanner
Drum scanner
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Resolution and OCR
Features, quality, and speed of scanners vary.
Scanners typically create an RGB image that can be converted into image formats such as JPEG, TIFF, Bitmap, and PNG.
An RGB image has three channels: red, green, and blue.
36 bit scanner means 12 bits red, 12 bits green, 12 bits blue (4095 variations of each color 1111 1111 1111)
Some scanners can create text documents using optical character recognition (OCR).
OCR software is used to convert a scanned printed page into text that can be edited with a word processor.
Resolution of a scanner is measured in dots per inch (dpi). Like printers, the higher the dpi, the better the quality of the image.
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Interfaces and Cables
To allow communication of data, the scanner and computer must have compatible interfaces.
Interfaces and cables used for printers are typically the same as those used for scanners.
Parallel (Centronics and DB-25)
USB
Firewire Serial
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All-in-one Scanners
An all-in-one device combines the functionality of multiple devices into one physical piece of hardware.
Scanner, Printer, Copier, and/or Fax
Advantages:
All devices are built in
Low cost
One upgrade for all devices
Easy connection and setup
Uses one port for all devices
Space savings
Disadvantages:
One problem effects all devices
Not designed for heavy use
Usually not high quality individual devices
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Flatbed Scanners
Often used to scan books and photographs for archiving.
Image is acquired by placing the document face down on the glass. The scanner head lies beneath the glass and moves along the item, capturing the image.
Sheet feeders can be used with flatbed scanners to scan multiple pages automatically.
Maintenance:
Keep flatbed scanning glass clean.
Avoid placing items in the scanner that can scratch the glass.
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Handheld Scanners
Pass the scanner head across the surface you want to scan.
When you want to scan an item larger than the head of the handheld scanner, you must make more than one pass to capture the full image and then put the images back together to form a single image of the item that was scanned.
Bar code scanners:
Similar size and shape but different purpose
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Drum Scanners
Produce a high-quality scanned image (8,000-11,000 dpi)
Usually used in commercial operations
Being replaced by lower priced, high-quality flatbed scanners
Still in use for high-end reproductions, such as archiving photographs in museums
To scan an image using a drum scanner:
Attach the image to a revolving drum or load it into a supporting canister.
Drum is rotated at high speed across optical scanners. Optical scanners move slowly across the drum surface until the entire image is captured. The captured image is then reproduced by the
computer as a digital image file.
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Installation and Configuration
An installation CD that includes drivers, manuals, and diagnostic software will be included with the scanner.
The same tools may also be available as downloads from the manufacturer's website.
http://welcome.hp.com/country/us/en/support.html
In the classroom we will download the scanner drivers.
Don’t use the automatic Windows Scanner Driver
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Power and Connect a Scanner
Scanners can connect to a computer using a USB, FireWire, network, or parallel port. Some scanners may connect using a SCSI interface.
Some scanners can draw all the power they need from the USB or FireWire connector.
All-in-ones connect directly to AC power.
After unpacking the scanner, connect the appropriate power and data cables.
CAUTION: Some scanners are packed for shipping with the scanner assembly taped or blocked off to prevent damage in transport.
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Install and Update Device Driver
Once the scanner is connected and started, the computer operating system may be able to discover the scanner through the Plug and Play (PnP) process.
Install the driver software from the manufacturer.
The manufacturer's website may provide more up-to-date software.
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Configuration Options and Defaults
A scanner may come with applications such as:
Graphic software for editing photographs and other images
OCR software that converts text in an image to a text document
Many applications such as Microsoft Photo Draw include a scanner interface
Configurations may include:
Color, grayscale, or black-and-white scanning
One-touch scanning into your choice of software
Quality and resolution choices
Sheet feeders
Color calibration between devices is important so that you see true representations of color.
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Configuration Options and Defaults
Color Correction can be adjusted with software like Adobe Photoshop, Corel Photo-Paint, or your other image editor of
choice.
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Preventive Maintenance Techniques
Printers and scanners have many moving parts that can wear out over time or through extended use.
Moving parts can be affected by dust and other particles.
Clean printers and scanners regularly to avoid downtime, loss of productivity, and high repair costs.
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Printer Maintenance
Printers have many moving parts and require more maintenance than most electronic devices.
CAUTION: Unplug the printer from the electrical source before beginning maintenance.
Techniques for maintaining printers:
Use manufacturer monitoring and diagnostic software.
Dot matrix printers have roller surfaces that you should clean with a damp cloth.
Inkjet printers have paper-handling mechanisms that may collect particles of paper over time. Wipe the area with a damp cloth.
Clean a laser printer with a special toner vacuum cleaner (not a household type) if you spill the toner. Unplug a laser printer before cleaning it due to the high voltages.
ESD / fine powder / special filters
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Printer Paper and Ink
The correct type of paper helps the printer operate better.
Types of printer paper available include inkjet and laser.
Some papers, especially photo paper and transparencies, have a right and wrong side marked by an arrow on the package.
Manufacturer will recommend the brand and type of ink to use.
It’s always their ink, and always very expensive
If the wrong type of ink is used, the printer may not work or the print quality may be reduced.
Do not refill ink cartridges because the ink may leak.
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Scanner Maintenance
The scanner surface should be kept clean. If the glass becomes dirty, consult the manufacturer's user manual.
To prevent liquid from leaking into the scanner case, do not spray glass cleaner directly on the device. Dampen a cloth with
cleaner, and then apply gently to the glass.
If the inside of the glass becomes dirty, check the manual for instructions on how to open the unit or remove the glass from the scanner.
If possible, clean both sides of the glass.
When the scanner is not in use, keep lid closed.
Never lay anything heavy on a scanner.
Store handheld scanners in a safe place.
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Step 1 Gather data from the customer
Step 2 Verify the obvious issues
Step 3 Try quick solutions first
Step 4 Gather data from the computer
Step 5 Evaluate the problem and implement the solution
Step 6 Close with the customer
Troubleshooting Printers and Scanners
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1. Gather Data from the Customer
Customer information
Company name, contact name, address, phone number
Printer or scanner information
Manufacturer, model, OS, network environment, connection type
Description of problem
Open-ended questions
What were you doing when the problem was identified?
Closed-ended questions
Can you print from an application?
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2. Verify the Obvious Issues
Some of the areas to investigate or have the customer confirm include:
Loose cable connections
Errors on equipment display
Errors on computer screen
Equipment power
Out of paper
Printer queue
Paper jams
Low ink warning
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3. Try Quick Solutions First
Printer or scanner problems may be either in the hardware or the software.
Quick hardware solutions to try:
Restart the printer or scanner Restart the computer
Ensure printer doors are closed Reconnect the cables
Check printer for paper jams Reseat paper in trays
Open and close printer trays
Quick software solutions to try:
Print from another application
Remove all print jobs from the queue: Start > Printers and Faxes > double-click the printer > Printer > Cancel All Documents
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4. Gather Data from the Computer
The data gathered from the computer can be used to confirm the data obtained from the customer.
Ensure the correct printer is selected as default.
Check that the correct services are running.
Check print monitor.
Ensure there are no hardware issues in Device Manager.
Ensure the printer or scanner is configured correctly in the Control Panel.
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5. Evaluate Problem & Implement Solution If necessary, research and prioritize other possible
solutions, from the easiest to implement to the most difficult.
Go to the manufacturer's website to get the most recent information about the printer or scanner:
Known issues with hardware
Latest version of the drivers
Proper driver for software platform
Latest version of utilities and software
FAQs
Note: Try each solution one at a time. If a solution is tried and the problem is not fixed, then the technician should totally reverse the attempted solution before proceeding to the next step.
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6. Close with the Customer
Closing with the customer is the final step in the troubleshooting process.
Complete the work order.
Communicate what the problem was and how it was fixed.
Have the customer test the solution and verify that the printer or scanner is working correctly.
Complete all documentation and prepare an invoice for the customer, if applicable.
Include the problem, the solution, the time it took to resolve the problem, and your contact information.
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Common Problems and Solutions
Problem Symptom Possible Solution
Printer will not print Delete the print job from the queue and print again
Printer is printing unknown characters
Uninstall and reinstall the print driver
Laser printer prints lines or streaks on every page
Replace the toner cartridge
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Chapter 7 Summary Printers and Scanners
Types and sizes of printers and scanners
Capabilities, speeds, and uses
Connection types, cables, and interfaces
Installing and sharing printers
Installing scanners
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Additional Resources
What is?com: IT Encyclopedia and Learning Center http://whatis.com
TechTarget: The Most Targeted IT Media http://techtarget.com
ZDNet: Tech News, Blogs and White Papers for IT Professionals http://www.zdnet.com
HowStuffWorks: It's Good to Know http://computer.howstuffworks.com
CNET.com http://www.cnet.com
PC World http://www.pcworld.com
ComputerWorld http://www.computerworld.com
WIRED NEWS http://www.wired.com
eWEEK.com http://www.eweek.com