PC HARDWARE AND SOFTWARE

1. Chapter 14:
Advanced Printers
and Scanners
IT Essentials: PC Hardware and Software v4.0
ITE PC v4.0
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2. Purpose of this Presentation
To provide to instructors an overview of Chapter 14:
 List of chapter objectives
 Overview of the chapter contents, including
student worksheets
student labs
 Reflection/Activities for instructors to complete to
prepare to teach
 Additional resources
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3. Chapter 14 Objectives
 14.1 Describe potential safety hazards and safety
procedures associated with printers and scanners
 14.2 Install and configure a local printer and scanner
 14.3 Describe how to share a printer and a scanner on
a network
 14.4 Upgrade and configure printers and scanners
 14.5 Describe printer and scanner preventive
maintenance techniques
 14.6 Troubleshoot printers and scanners
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4. Chapter 14 Worksheets and Labs
 14.2.4 Lab: Install an All-in-one Printer/Scanner
 14.3.2 Lab: Share the All-in-one Printer/Scanner
 14.4.2 Lab: Comparing Scanned Images
 14.5.1 Worksheet: Search for Certified Printer
Technician Jobs
 14.6.3 Lab: Fix a Printer
 14.6.3 Remote Technician: Fix a Printer Problem
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5. Introduction
 This chapter explores the functionality of printers and
scanners.
 The chapter discusses safety hazards, configuration
procedures,
preventive maintenance, and
printer and scanner sharing.
 Learn how to maintain, install,
and repair these devices in
both local and network
configurations.
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6. Hazards of Printers and Scanners
Always follow safety procedures when working on any
computer, printer or scanner. These rules will keep you
and the equipment safe.
 Always lift equipment by using the strength in your legs and
knees, not your back.
 Wear appropriate work clothes and shoes.
 Do not wear loose jewelry or baggy clothes when servicing
computer equipment.
 Turn off equipment and allow it to cool before beginning any
repairs on internal components.
 Only qualified technicians should perform advanced repairs
on laser printers due to high voltage potential.
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7. Printer and Scanner Installation
 Connect it (USB, LPT, 1394, Print Server)
 Use Windows XP’s PnP driver
 Add software from manufacturer
 Check for driver updates on the Internet
 Change default settings
 Run a test print
 Scan a picture
 Print the scanned picture
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8. Computer Ports
Ports Characteristics
Serial data transfer is the movement of single bits of information in a single
Serial cycle. A serial connection can be used for dot matrix printers.
Parallel data transfer is faster than serial data transfer. Parallel data transfer is
Parallel the movement of multiple bits of information in a single cycle.
There are several common types of SCSI connections. SCSI ports can be DB
SCSI 50, Mini DB 50, and DB 68. All of these ports may be male or female.
The speed and simple setup has made USB very practical. When a USB
USB device is added to a computer system supporting PnP, the device is
automatically detected, and the computer starts the driver installation process.
Firewire is a high-speed communication bus that interconnects digital devices
such as printers, scanners, cameras, and hard drives. FireWire provides a
FireWire single plug-and-socket connection on which up to 63 devices can be attached
with data transfer speeds up to 400 Mbps.
Connecting a printer to a network requires cabling that is compatible with both
Ethernet the existing network and the network port installed in the printer.
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9. Drivers and Software
The process of installing and updating a printer driver:
2. Determine the version of the installed printer driver
and select a newer version to increase functionality.
3. Search the Internet to locate the latest driver version.
4. Download the driver and follow the instructions.
5. Install the driver.
6. Test the driver.
To test the driver choose Start > Settings > Printers and
Faxes. Right-click the printer and choose Properties. Then
choose Print Test Page. If the printer does not work, restart
the computer and then try again.
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10. Options and Default Settings
The media control options set the way a printer manages
media:
 Input paper tray selection
 Output path selection
 Media size and orientation
 Paper weight selection
The printer output options manage how the ink or toner
goes on the media:
 Color management
 Use the Print Test Page option from Windows
 Print speed
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11. Global and Per-Document Methods
Global method sets options to affect all documents.
 To change the configuration of a global printer, select Start
> Control Panel > Printers and Faxes and right-click the
individual printer.
Per-Document method sets options to affect a single
document.
 To change the printer settings, keep the document open
and select File > Page Setup.
 Alter the colors, print quality, paper direction, and margin
size for the document that you are printing without changing
the default settings.
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12. Verify Functionality
Installation is complete only after successfully testing all
device functions.
 Print double-sided documents
 Use different types of paper trays
 Change the settings of a color printer so that it prints in
black and white or grayscale to print draft copies of
documents
 Change scanner's scan resolution
 Edit scanned images of saved documents
 Use an optical character recognition (OCR) application
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13. Shared Printer
The computer that is connected to the printer can serve as the
print server.
 Confirm printer sharing software is installed on the computer
 The computer must know which
printer to share
 Go to the Printers folder
 Right-click the printer to share
 Select Properties
 Click the Sharing tab
 Select Share this printer option
 Assign the printer a name
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14. Types of Print Servers
A print server has three functions.
2. Provide client access
3. Administrate print jobs
Storing jobs in a queue until the print device is ready, and then
feeding or spooling the print information to the printer
4. Provide feedback to the users
Notification that a print job is finished, or an error message
There are three kinds of print servers:
 Network print server devices
 Dedicated PC print servers
 Computer-shared printers
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15. Configure Computer to Share a Printer
Configure the computer attached to the printer to share the printer
with other network users.
§ Go to Start > Control Panel > Printers and Other Hardware >
Printers and Faxes.
§ Select the printer you wish to share. The Printer Tasks box will
appear on the left.
§ Select Share this printer. The Printer Properties dialog box for
that printer will display.
§ Select the Sharing tab. Select Share this printer and enter the
desired share name. This is the name that the printer will appear
as to other users.
§ Verify that sharing has been successful. Return to the Printers
and Faxes folder and note the printer icon now has a hand
under it indicating the printer is now shared.
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16. Connecting Others to Shared Printer
Other users on the network can now connect to the shared
printer:
§ Go to Start > Control Panel > Printers and other Hardware
> Add a Printer.
§ The Add Printer wizard will appear. Click Next.
§ Select A network printer, or a printer attached to another
computer. Click Next.
§ Type in the name of the printer, or browse for it on the
network using the Next button.
§ After selecting the printer, a virtual printer port is created and
displayed in the Add a Printer window. The required print
drivers will be downloaded from the print server and installed
on the computer. The wizard will then finish the installation.
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17. Upgrade Printers and Scanners
 Some printers can be expanded to
print faster and to accommodate
more print jobs by adding hardware.
The hardware may include additional
paper trays, sheet feeders, network
cards, and expansion memory.
 Scanners can also be configured to
do more to meet customer needs.
Examples for scanner optimization include
color correction and resizing.
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18. Printer Upgrades
 Improves printing speed
 Enhances ability to perform complex print jobs
 Improves printer efficiency
Job buffering, page creation, photo printing, and graphics
 Printer upgrades include:
Adding printer memory for improved efficiency
Duplex printing to enable dual-sided printing
Extra trays to hold more paper
Specialized tray types for different media
Network cards to access a wired or wireless network
Firmware upgrades to add functionality or to fix bugs
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19. Scanner Optimization
 Resizing
 Sharpening
 Brightening or darkening
 Color correction
 Resolution changes
Resolution changes
 Output file format
Output file format
 Color inversion
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20. Preventive Maintenance Techniques
Decrease downtime and increase
the service life of the components
 Schedule maintenance according
to vendor guidelines
 Maintain a suitable environment
for printers and scanners
 Follow appropriate cleaning
methods
 Check the capacity of ink
cartridges and toners
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21. Maintenance Schedule
A laser printer maintenance
kit may contain:
 Fuser assembly
 Transfer rollers
 Separation pads
 Pickup rollers
When installing new parts or replacing toners and cartridges,
visually inspect all internal components:
 Remove bits of paper and dust
 Clean spilled ink
 Look for any worn gears, cracked plastic, or broken parts
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22. Operating Environment Guidelines
Printers and scanners are affected by temperature,
humidity, and electrical interference.
 Keep paper dry
 Keep printer in a cool, dust-free environment
 Store toner in a clean, dry environment
 Clean glass on scanners
 Keep printers ventilated
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23. Printer Maintenance
 CAUTION: Remember to unplug scanners and printers
before cleaning to prevent danger from high voltage.
 Using a damp cloth wipe clean the exterior.
 Use the utility supplied with the printer to clean the print
heads. Afterward, test them to confirm they are clean.
 On inkjet printers, clean the paper-handling machinery
with a damp cloth.
 CAUTION: Do not touch the drum
of a laser printer while cleaning.
 Use a specially designed vacuum
cleaner to clean a laser printer.
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24. Scanner Maintenance
 CAUTION: Remember to unplug scanners and printers
before cleaning to prevent danger from high voltage.
 Using a damp cloth wipe clean the exterior.
 On flatbed scanners, keep the lid closed when the scanner
is not in use to prevent dust build-up and accidental fingertip
smudges.
 Consult the user guide for the manufacturer's cleaning
recommendations of the glass.
 Usually, use a glass cleaner and a soft cloth to protect the
glass from scratching.
 Check the manual for instructions on how to open the unit or
remove the glass from the scanner.
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25. Ink Cartridges and Toners
 When an inkjet printer
needs ink, it produces
blank pages.
 When a laser printer
needs ink, it begins to
print very poor-quality
printouts.
 Some printers have LCD
message screens or LED lights that warn users when ink
supplies are low.
 You can set the printer software to reduce the amount of
ink or toner that the printer uses.
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26. Troubleshooting Process
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
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27. 1. Gather Data from the Customer
 Customer information
Company name, contact name, address, phone number
 Laptop information
Manufacturer, model, OS, network environment, connection
type
 Description of problem
Open-ended questions
What error messages have you received?
Closed-ended questions
Does the problem appear on every page?
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28. 2. Verify the Obvious Solutions
 Check that the data cable is the correct cable and installed
correctly.
 Make sure the printer is not plugged into a UPS.
 Check that the glass surfaces are not dirty on the printer or
scanner.
 Make sure that the toner cartridge is full.
 Check the age of the toner cartridge.
 Make sure that the ink cartridge is full.
 Make sure that the wiper bar and the inside of the printer are
clean.
 Check that the scanner arm is not taped or blocked in place.
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29. 3. Try Quick Solutions First
 Restart the equipment.
 Cycle the power.
 Clear jobs in the printer queue.
 Restart the print spooler service.
 Remove and reinsert data cables.
 Shake the toner cartridge.
 Reinstall printer software.
 Re-insert paper.
 Remove tape from inkjet cartridge nozzles.
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30. 4. Gather Data from the Computer
Ways to gather information about a printer or
scanner problem:
 Printer settings
 Network settings
 Device manager
 Errors in queue
 User permissions
 Application print settings
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31. 5. Evaluate Problem & Implement Solution
 Problem solving experience
 Other technicians
 Internet search
 News groups
 Manufacturer FAQs
 Computer manuals
 Device manuals
 Online forums
 Technical websites
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32. 6. Close with the Customer
 Discuss with customer the solution implemented.
 Have customer verify problem is solved.
 Provide all paperwork to customer.
 Document steps of solution in the work order and in the
technician’s journal.
 Document components used in repair.
 Document time spent to resolve the problem.
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33. Common Problems and Solutions
Problem Symptom Possible Solution
The printouts from a laser printer are
Restore print quality to normal
faint and difficult to read. The toner
setting.
cartridge is fresh, and nearly full.
Disconnect the power, clean the
An inkjet printer is found to be filled
printer, and replace the cartridge.
with liquid ink.
Avoid using refilled cartridges.
An inkjet printer is producing Clean the print head with the
blotchy, streaked printouts. cleaning utility.
The sensor arm on the scanner will Remove the tape or unlock the
not move. sensor arm.
Scanner produces copies with lines Clean the glass and check for
and marks. scratches.
An “out of memory” error is Check the printer manual for RAM
displayed when printing specifications, and then add RAM
photographs. if possible.
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34. Apply Troubleshooting Skills
 It is time to apply your listening and diagnostic skills.
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35. Chapter 14 Summary
Advanced Printers and Scanners
 Information about printers and scanners
 Hazards and safety procedures
 Steps to install, configure, and upgrade a printer
 Steps to install, configure, and upgrade a scanner
 Preventive maintenance techniques
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36. Instructor Training
Activities
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37. Activities for Instructor Training
1. Take the Quiz provided in Chapter 14 course content.
2. Conduct Internet research to pre-screen online
resources for students to use in completing the
student worksheet, 14.5.1 Search for Certified Printer
Technician Jobs.
3. Complete the 2 worksheets and 4 labs included in
Chapter 14. While you are completing these, make
notes of potential issues and questions that students
may have.
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38. Instructor Training Discussion
 Share and discuss with the other
instructors, your list of any potential
student issues and questions
regarding the worksheets and labs.
 Share with the other instructors, your
list of online resources for students to
use in completing the worksheet.
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39. 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
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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40. Q and A
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41. ITE PC v4.0
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