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.
Color wheel
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
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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
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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
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
Charging or
Conditioning
–100 volts DC.
Step 1
processing
7
Usually medal blade
that physically scrapes
toner off drum
Exposing or
Writing
In the developing phase,
the toner is applied to the
latent image on the drum.
The toner is a negativelycharged (-300 volts)
combination of plastic resin
and metal particles.
(technically magnetically permeable
and is 4 –10 times the size of the
toner)
The toner is permanently fused to the paper. The
printing paper is rolled between a heated roller and a
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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
12 is
now on the paper and is held in place
by the positive charge.
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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=hEj0S
sCstIM
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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
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.imagin
g.org/ist/resources
/tutorials/inkjet_pri
nter.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)
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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.
http://en.wikipedia.org
/wiki/File:RGB_dye_s
ublimation_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
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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
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.
Flatbed
scanner
Handheld
scanner
All-in-one
scanner
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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)
Firewire
Serial
USB
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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
 Disadvantages:
Low cost
One upgrade for all devices
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Easy connection and setup
One problem effects all
devices
Uses one port for all devices
Not designed for heavy use
Space savings
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.
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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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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.
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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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Troubleshooting Printers and Scanners
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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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
 Out of paper
 Errors on equipment display
 Printer queue
 Errors on computer screen
 Paper jams
 Equipment power
 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
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