Chapter 7 Objectives: Chapter 7: Printers and Scanners

Chapter 7 Objectives
 7.1 Describe the types of printers currently available

 7.2 Describe the installation and configuration process
Chapter 7: Printers for printers
and Scanners  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
IT Essentials: PC Hardware and Software v4.0 techniques for printers and scanners
 7.6 Troubleshoot printers and scanners
ITE PC v4.0 ITE PC v4.0

Chapter 7 © 2006 Cisco Systems, Inc. All rights reserved. Cisco Public 1 Chapter 7 © 2006 Cisco Systems, Inc. All rights reserved. Cisco Public 2
Introduction Types of Printers

 Computer technicians should know how to purchase,
 Printers produce paper copies of electronic files. repair, or maintain a printer.
Hard copies of computer documents remain important today.  A customer may request a technician to:
 Scanners allow users to convert paper documents into Select a printer
electronic files. Install and configure a printer
Troubleshoot a printer

Printers: Speed and Capacity Printers: Color and Quality

Printers available today are:  The choice between a black-and-white printer and a
 Laser printers using electrophotographic technology color printer depends on the needs of customers.
 Inkjet printers using electrostatic spray technology  A printer produces colors using subtractive mixing.
 Dot matrix printers using impact technology The eye sees a color that reflects from the combination of colors
on the paper.
Used in applications that require multiple (“carbon”) copies Color wheel
The colors are cyan,
 Printer speed is measured in pages per minute (ppm): magenta, yellow,
and black (CMYK).
Inkjet Printer 2 - 6 ppm
Laser Printer 8 - 200 ppm Quality is measured in
dots per inch (dpi).
 Price of a printer reflects its capacity and speed
 The more dpi,
the higher the resolution

© 2006, Cisco Systems, Inc. All rights reserved. 1

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Printers: Reliability and Cost Printer to Computer Interfaces
 Factors of reliability include: To access a printer, a computer must have an interface
Warranty with it. The following are common interface types:
Scheduled servicing  Serial data transfer is the movement of single bits of
Mean time between failures (MTBF) information in a single cycle.
Serial ports are D-shell and are either male or female ports
 Total Cost of Ownership (TCO) includes:
Initial purchase price  Parallel data transfer is the movement of multiple bits of
information in a single cycle.
Cost of supplies, such as paper and ink
Parallel data transfer is faster than serial data transfer
Price per page
Maintenance costs  Small Computer System Interface (SCSI), pronounced
“scuzzy”, uses parallel communication to achieve high
Warranty costs
data-transfer rates.
The amount of material to be printed
 Universal Serial Bus (USB) is a common interface for
The expected lifetime of the printer
printers and other devices.
More Interface Types Laser Printers

 Firewire is also known as i.LINK or IEEE 1394 and is a  A laser printer is a high-quality, fast printer that uses a
high-speed, communication bus that is platform laser beam to create an image.
independent. Firewire devices are hot-swappable.  The main components contained within a laser printer:
 Ethernet is an interface for network printers, which are Toner cartridge
usually a resource shared on a network. Laser scanner
 Wireless printing technology: High-voltage power supply
Infrared requires transmitters and receivers on both devices, a Paper transport mechanism
clear line of sight between the transmitter and receiver, and a
Transfer corona
maximum distance of 15 ft (4.5 m).
Fuser assembly
Bluetooth technology uses an unlicensed radio frequency for
short-range communication. Control circuitry
Wi-Fi or IEEE 802.11 is a standard for wireless communication. Ozone filter
 NOTE: You should know the components of a laser

printer and the steps required to print a page.
Laser Printing Process WARNING

 The laser printer process involves six steps to print  The primary corona wire or grid, or the conditioning
information onto a single sheet of paper 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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Impact Printers Inkjet Printers
 Impact printers form characters when the print head  Use ink-filled cartridges that spray ink onto a page through
impacts a printer tape or inked ribbon to create tiny holes, or nozzles. The ink is sprayed in a pattern on
characters. (Daisy-wheel and dot-matrix printers) the page, one column of dots at a time.
 Advantages: Produce high quality print
Uses inexpensive consumables Easy to use
Uses continuous feed paper Inexpensive compared to laser printers
Has copy printing ability  Two types of inkjet nozzles:
(“carbon copies”) Thermal - A pulse of electrical current is applied to heating
 Disadvantages: chambers around the nozzles. The heat creates a bubble of steam
in the chamber which forces ink out through the nozzle.
Noisy
A charge is applied to piezoelectric crystals, located in the ink
Low resolution graphics reservoir at the back of each nozzle. This charge causes the
Limited color capability crystals to vibrate. The vibration controls the flow of ink onto the
paper.
Slow printing, normally 32 to 76 characters per second (cps)
Inkjet Printer Components Solid-ink Printers

 A feeding mechanism draws paper in and the paper Use solid sticks of ink rather than toner or ink cartridges
passes by the print head where ink is sprayed onto it.  The printing process:
 Paper leaves the printer through the discharge Step 1: Cleaning
mechanism, and is wet for about 15 seconds. 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

Thermal Printers Dye-Sublimation Printers

 A thermal printer uses chemically-treated paper that  Also called thermal dye printers
becomes black when heated.  Usually used in producing photo-quality images for
 A thermal transfer printer uses heat-sensitive ribbon, graphic printing
which the print head melts onto the paper.  Uses solid sheets of ink that change directly from solid to
 Thermal printers have a longer life because there are few gas when heated, in a process called sublimating
moving parts.  Advantages:
 Disadvantages: Very high quality images
Paper is expensive Overcoat layer reduces smearing, increases moisture resistance
Paper has a short shelf life  Disadvantages:
Images are poor quality Media can be expensive
Paper must be stored at They are better for color than for
room temperature grayscale (black and white)


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Installation and Configuration of Printers How to Set Up a Printer
When purchasing a printer, the installation and 1. Check the box to ensure all required cables are
configuration information is usually supplied by the provided.
manufacturer:
2. Remove packing materials from the printer and plastic
 An installation CD that inserts from the consumables.
includes drivers, manuals,
3. Place printer in position. Ensure that the printer
and diagnostic software
location will not cause overheating.
 Also available as
4. Install paper trays.
downloads from the
manufacturer's website 5. Install paper.
6. Read and follow the instruction manual .
7. Connect cables.
8. Test print from computer.

Power and Connect the Printer Printer Driver

1. Connect the appropriate data cable to the Printer driver is the software program that enables the
communication port on the back of the printer. computer and the printer to communicate with each
other.
2. Attach the power cable to the printer and the
other end to an available electrical outlet. 1. Find out if a newer driver is
available on the
Warning: Never plug a printer into a UPS. The manufacturer’s website
power surge that occurs when the printer is
turned on will damage the UPS unit. 2. Download the driver files to
your computer
3. Install the driver
automatically or manually
4. Test the new printer driver

Printer Firmware Printer Memory

 Firmware is a set of instructions stored on the printer  Printer memory is used to buffer print jobs, create
to control how the printer operates. pages, or draw images for documents.
 If printing problems occur or you need new features, Adding printer memory can improve printing speed and allow the
consider upgrading the printer's firmware. printer to handle more complex print jobs.
 Download the upgrade file from the manufacturer's  Print-job buffering is the ability of the printer to capture
website and run a setup file to install it. 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 Configuration Options and Defaults
1. Turn off the printer. Common printer settings:
2. Disconnect all cables.  Paper type
3. Open the memory compartment.  Print quality
4. Replace memory modules or add new modules.  Color printing
5. Close the memory compartment.  Black-and-white printing
6. Reconnect all cables.  Grayscale printing
7. Power on printer.  Paper size
8. Run a self-test.  Paper orientation
9. Print a test page.  Print layout
 Duplex

Optimize Printer Performance Print a Test Page

 Print spool settings  Print a test page to verify the following:
You may store documents that are prepared for printing in a file The printer is operating properly
in RAM called the print spool. The driver software is installed and working correctly
Spooling programs allow the application you are printing from to The printer and computer are communicating
finish faster. You may also print directly to the printer.
 To print a test page manually:
 Printer calibration
Start > Printers and Faxes
You can adjust settings to match the colors seen on the screen
In the Printers and Faxes window, right-click the desired
and the colors on printed sheet.
printer and follow this path: Properties > General Tab >
 Paper orientation Print Test Page
You can select landscape or portrait image layout . 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.

Print from an Application Test a Printer from the Command Line

 To print from Notepad:  Printing from the command line is limited to ASCII files
Start > Programs > Accessories > Notepad only, such as .txt and .bat files.
A blank document will open.  To send a file to the printer from the command line, use
Enter some text in the document. this path: Start > Run
File > Print  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 Sharing a Printer
 Printer sharing enables multiple network users or clients
 Most printers have a front
to access a printer. Windows 2000/XP installs the print
panel with controls to allow
sharing capability in the basic setup.
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.

Printer Sharing Types of Scanners

1. Click Start > Printers and  Technicians may be required to purchase, repair, or
Faxes. maintain a scanner.
2. Right-click the printer and  The following are tasks
choose Properties. that a customer may
3. Select the Share tab. request:
Select a scanner
4. Click the Share this printer
radio button. Install and configure a
scanner
5. Keep or change share name.
Troubleshoot a scanner
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
Types of Scanners Resolution and OCR

 Scanners convert printed data or images into an  Features, quality, and speed of scanners vary.
electronic data format that a computer can store or Scanners typically create an RGB image that can be converted
process as required. into image formats such as JPEG, TIFF, Bitmap, and PNG.
A scanned image can be saved, modified, and even e-mailed as An RGB image has three channels: red, green, and blue.
you would with any other file.  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.
Flatbed
scanner Resolution of a scanner is measured in dots per inch (dpi).
Like printers, the higher the dpi, the better the quality of the
Handheld image.
All-in-one scanner
scanner
Drum
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scanner ITE PC v4.0

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Interfaces and Cables All-in-one Scanners
 To allow communication of data, the scanner and  An all-in-one device combines the
computer must have compatible interfaces. functionality of multiple devices into
one physical piece of hardware.
 Interfaces and cables used for printers are typically the
same as those used for scanners. Scanner, Printer, Copier, and/or Fax
 Advantages:
All devices are built in
Low cost  Disadvantages:
Firewire Serial One upgrade for all devices One problem effects all
Parallel devices
Easy connection and setup
(Centronics USB
Uses one port for all devices Not designed for heavy use
and DB-25)

Flatbed Scanners Handheld Scanners

 Often used to scan books and photographs for archiving.  Pass the scanner head across the surface you want to
 Image is acquired by placing the document face down scan.
on the glass. The scanner head lies beneath the glass  When you want to scan an
and moves along the item, capturing the image. item larger than the head of
 Sheet feeders can be used with flatbed scanners to the handheld scanner, you
scan multiple pages automatically. must make more than one
pass to capture the full image
 Maintenance: and then put the images back
Keep flatbed scanning glass clean. together to form a single image
Avoid placing items in the scanner that can scratch the glass. of the item that was scanned.

Drum Scanners Installation and Configuration

 Produce a high-quality  An installation CD that includes drivers, manuals, and
scanned image diagnostic software will be included with the scanner.
 Usually used in commercial operations The same tools may also be available as downloads from the
manufacturer's website.
 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
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Power and Connect a Scanner Install and Update Device Driver
 Scanners can connect to a computer using a USB,  Once the scanner is connected and started, the computer
FireWire, network, or parallel port. Some scanners may operating system may be able to discover the scanner
connect using a SCSI interface. through the Plug and Play (PnP) process.
 Some scanners can draw all the power they need from
the USB or FireWire connector.
All-in-ones connect directly to AC power.
Scanners that do not include a printer can connect using an AC
power adapter.
 After unpacking the scanner, connect the appropriate
power and data cables.
CAUTION: Some scanners are packed for shipping with  Install the driver software from the manufacturer.
the scanner assembly taped or blocked off to prevent The manufacturer's website may provide more up-to-date
damage in transport. software.
Configuration Options and Defaults Preventive Maintenance Techniques

 A scanner may come with applications such as:  Printers and scanners have many moving parts that
Graphic software for editing photographs and other images
can wear out over time or through extended use.
OCR software that converts text in an image to a text Moving parts can be affected by dust and other particles.
document  Clean printers and scanners regularly to avoid
 Configurations may include: downtime, loss of productivity, and high repair costs.
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.

Printer Maintenance Printer Paper and Ink

 Printers have many moving parts and require more  The correct type of paper helps the printer operate
maintenance than most electronic devices. better.
 CAUTION: Unplug the printer from the electrical source  Types of printer paper available include inkjet and
before beginning maintenance. laser.
 Techniques for maintaining printers:  Some papers, especially photo paper and
Use manufacturer monitoring and diagnostic software. transparencies, have a right and wrong side marked by
Dot matrix printers have roller surfaces that you should clean an arrow on the package.
with a damp cloth.
 Manufacturer will recommend the brand and type of ink
Inkjet printers have paper-handling mechanisms that may to use.
collect particles of paper over time. Wipe the area with a damp
cloth.  If the wrong type of ink is used, the printer may not
Clean a laser printer with a special vacuum cleaner (not a work or the print quality may be reduced.
household type) if you spill the toner. Unplug a laser printer  Do not refill ink cartridges because the ink may leak.
before cleaning it due to the high voltages.

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Scanner Maintenance Troubleshooting Printers and Scanners
 The scanner surface should be kept clean. If the glass
becomes dirty, consult the manufacturer's user manual. Step 1 Gather data from the customer
To prevent liquid from leaking into the scanner case, do not Step 2 Verify the obvious issues
spray glass cleaner directly on the device. Dampen a cloth with
cleaner, and then apply gently to the glass. Step 3 Try quick solutions first
 If the inside of the glass becomes dirty, check the Step 4 Gather data from the computer
manual for instructions on how to open the unit or
remove the glass from the scanner. Step 5 Evaluate the problem and implement the solution
If possible, clean both sides of the glass. Step 6 Close with the customer
When the scanner is not in use, keep lid
closed.
Never lay anything heavy on a scanner.
Store handheld scanners in a safe place.

1. Gather Data from the Customer 2. Verify the Obvious Issues

 Customer information Some of the areas to investigate or have the customer
Company name, contact name, address, phone number confirm include:
 Printer or scanner information  Loose cable connections  Out of paper
Manufacturer, model, OS, network environment, connection  Errors on equipment display  Printer queue
type  Errors on computer screen  Paper jams
 Description of problem  Equipment power  Low ink warning
Open-ended questions
What were you doing when the problem was identified?
Closed-ended questions
Can you print from an application?

3. Try Quick Solutions First 4. Gather Data from the Computer

 Printer or scanner problems may be either in the The data gathered from the computer can be used to
hardware or the software. confirm the data obtained from the customer.
 Quick hardware solutions to try:  Ensure the correct printer is selected as default.
Restart the printer or scanner Restart the computer  Check that the correct services are running.
Ensure printer doors are closed Reconnect the cables
 Check print monitor.
Check printer for paper jams Reseat paper in trays
 Ensure there are no hardware issues in Device
Open and close printer trays
Manager.
 Quick software solutions to try:
 Ensure the printer or scanner is configured correctly in
Print from another application the Control Panel.
Remove all print jobs from the queue: Start > Printers and
Faxes > double-click the printer > Printer > Cancel All
Documents


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5. Evaluate Problem & Implement Solution 6. Close with the Customer
If necessary, research and prioritize other possible  Closing with the customer is the final step in the
solutions, from the easiest to implement to the most troubleshooting process.
difficult.
Complete the work order.
 Go to the manufacturer's website to get the most
Communicate what the problem was and how it was fixed.
recent information about the printer or scanner:
Known issues with hardware Have the customer test the solution and verify that the printer or
scanner is working correctly.
Latest version of the drivers
Proper driver for software platform
 Complete all documentation and prepare an invoice for
the customer, if applicable.
Latest version of utilities and software
Include the problem, the solution, the time it took to resolve the
FAQs
problem, and your contact information.
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.
Common Problems and Solutions Chapter 7 Summary

Printers and Scanners
Problem Symptom Possible Solution  Types and sizes of printers and scanners
Delete the print job from the  Capabilities, speeds, and uses
Printer will not print
queue and print again
 Connection types, cables, and interfaces
Printer is printing unknown Uninstall and reinstall the  Installing and sharing printers
characters print driver
 Installing scanners
Laser printer prints lines or

Replace the toner cartridge
streaks on every page

Additional Resources
 Whatis?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
Q and A
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


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Chapter 7 Objectives: Chapter 7: Printers and Scanners

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Chapter 7 Objectives

 7.1 Describe the types of printers currently available

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Introduction Types of Printers

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Printers: Speed and Capacity Printers: Color and Quality

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© 2006, Cisco Systems, Inc. All rights reserved. 1

More Interface Types Laser Printers

 NOTE: You should know the components of a laser

Laser Printing Process WARNING

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© 2006, Cisco Systems, Inc. All rights reserved. 2

Inkjet Printer Components Solid-ink Printers

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Thermal Printers Dye-Sublimation Printers

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© 2006, Cisco Systems, Inc. All rights reserved. 3

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Power and Connect the Printer Printer Driver

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Printer Firmware Printer Memory

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© 2006, Cisco Systems, Inc. All rights reserved. 4

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Optimize Printer Performance Print a Test Page

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Print from an Application Test a Printer from the Command Line

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© 2006, Cisco Systems, Inc. All rights reserved. 5

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Printer Sharing Types of Scanners

 To connect to the shared printer from another computer:

Types of Scanners Resolution and OCR

© 2006, Cisco Systems, Inc. All rights reserved. 6

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Flatbed Scanners Handheld Scanners

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Drum Scanners Installation and Configuration

© 2006, Cisco Systems, Inc. All rights reserved. 7

Configuration Options and Defaults Preventive Maintenance Techniques

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Printer Maintenance Printer Paper and Ink

© 2006, Cisco Systems, Inc. All rights reserved. 8

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1. Gather Data from the Customer 2. Verify the Obvious Issues

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3. Try Quick Solutions First 4. Gather Data from the Computer

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© 2006, Cisco Systems, Inc. All rights reserved. 9

Common Problems and Solutions Chapter 7 Summary

Laser printer prints lines or

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© 2006, Cisco Systems, Inc. All rights reserved. 11

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