Chapter 7: Printers and Scanners - Prince Sultan...

Chapter 7: Printersand Scanners

© 2007 Cisco Systems, Inc. All rights reserved. Cisco PublicITE PC v4.0Chapter 7 1

Chapter 7: Printersand Scanners

IT Essentials: PC Hardware and Software v4.0

Purpose of this Presentation

List of chapter objectives

Overview of the chapter contents, includingstudent activitiesstudent labs

Reflection/Activities for instructors to complete toprepare to teach

Additional resources

To provide to instructors an overview of Chapter 7:

ITE PC v4.0Chapter 7 2© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public

List of chapter objectives

Overview of the chapter contents, includingstudent activitiesstudent labs

Reflection/Activities for instructors to complete toprepare to teach

Additional resources

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


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

Chapter 7 Labs


Introduction Printers produce paper copies of electronic files.

Hard copies of computer documents remain important today.

Scanners allow users to convert paper documents intoelectronic files.


Printers produce paper copies of electronic files.Hard copies of computer documents remain important today.

Scanners allow users to convert paper documents intoelectronic files.

Types of Printers Computer technicians should know how to purchase,

repair, or maintain a printer. A customer may request a technician to:

Select a printerInstall and configure a printerTroubleshoot a printer


Computer technicians should know how to purchase,repair, or maintain a printer.

A customer may request a technician to:Select a printerInstall and configure a printerTroubleshoot a printer

Printers: Speed and CapacityPrinters available today are: Laser printers using electrophotographic 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 ppmLaser Printer 8 - 200 ppm

Price of a printer reflects its capacity and speed


Printers available today are: Laser printers using electrophotographic 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 ppmLaser Printer 8 - 200 ppm

Price of a printer reflects its capacity and speed

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 colorson the paper.The colors are cyan,magenta, yellow,and black (CMYK).

Quality is measured indots per inch (dpi).

The more dpi,the higher the resolution


The choice between a black-and-white printer and acolor 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 colorson the paper.The colors are cyan,magenta, yellow,and black (CMYK).

Quality is measured indots per inch (dpi).

The more dpi,the higher the resolution

Color wheel

Printers: Reliability and Cost Factors of reliability include:

WarrantyScheduled servicingMean time between failures (MTBF)

Total Cost of Ownership (TCO) includes:Initial purchase priceCost of supplies, such as paper and inkPrice per pageMaintenance costsWarranty costsThe amount of material to be printedThe expected lifetime of the printer


Factors of reliability include:WarrantyScheduled servicingMean time between failures (MTBF)

Total Cost of Ownership (TCO) includes:Initial purchase priceCost of supplies, such as paper and inkPrice per pageMaintenance costsWarranty costsThe amount of material to be printedThe expected lifetime of the printer

Printer to Computer InterfacesTo access a printer, a computer must have an interface with

it. The following are common interface types: Serial data transfer is the movement of single bits of information

in a single cycle.Serial ports are D-shell and are either male or female ports

Parallel data transfer is the movement of multiple bits ofinformation in a single cycle.

Parallel data transfer is 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.


To access a printer, a computer must have an interface withit. The following are common interface types:

Serial data transfer is the movement of single bits of informationin a single cycle.

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 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 andother devices.

More Interface Types Firewire is also known as i.LINK or IEEE 1394 and is a

high-speed, communication bus that is platformindependent. Firewire devices are hot-swappable.

Ethernet is an interface for network printers, which areusually a resource shared on a network.

Wireless printing technology:Infrared requires transmitters and receivers on both devices, aclear line of sight between the transmitter and receiver, and amaximum distance of 15 ft (4.5 m).Bluetooth technology uses an unlicensed radio frequency forshort-range communication.Wi-Fi or IEEE 802.11 is a standard for wireless communication.


Firewire is also known as i.LINK or IEEE 1394 and is ahigh-speed, communication bus that is platformindependent. Firewire devices are hot-swappable.

Ethernet is an interface for network printers, which areusually a resource shared on a network.

Wireless printing technology:Infrared requires transmitters and receivers on both devices, aclear line of sight between the transmitter and receiver, and amaximum distance of 15 ft (4.5 m).Bluetooth technology uses an unlicensed radio frequency forshort-range communication.Wi-Fi or IEEE 802.11 is a standard for wireless communication.

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 thesteps required to print a page.


A laser printer is a high-quality, fast printer that uses a laser beam tocreate 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 thesteps required to print a page.

Laser Printing Process The laser printer process involves six steps to print

information onto a single sheet of paper


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 makesure that voltage is properly discharged.


The primary corona wire or grid, or the conditioningroller, 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 makesure that voltage is properly discharged.

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)

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)ITE PC v4.0Chapter 7 15© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public

Impact printers form characters when the print head impactsa printer tape or inked ribbon to create characters. (Daisy-wheel and dot-matrix printers)

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)

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 column of dots at a time.

Produce high quality print

Easy to use

Inexpensive compared to laser printers

Two types of inkjet nozzles:Thermal - A pulse of electrical current is applied to heating chambersaround the nozzles. The heat creates a bubble of steam in thechamber which forces ink out through the nozzle.

A charge is applied to piezoelectric crystals, located in the inkreservoir at the back of each nozzle. This charge causes the crystalsto vibrate. The vibration controls the flow of ink onto the paper.


Use ink-filled cartridges that spray ink onto a page through tinyholes, or nozzles. The ink is sprayed in a pattern on the page,one column of dots at a time.

Produce high quality print

Easy to use

Inexpensive compared to laser printers

Two types of inkjet nozzles:Thermal - A pulse of electrical current is applied to heating chambersaround the nozzles. The heat creates a bubble of steam in thechamber which forces ink out through the nozzle.

A charge is applied to piezoelectric crystals, located in the inkreservoir at the back of each nozzle. This charge causes the crystalsto vibrate. The vibration controls the flow of ink onto the paper.

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.


Solid-ink PrintersUse solid sticks of ink rather than toner or ink cartridges

The printing process:Step 1: CleaningStep 2: SprayingStep 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 upITE PC v4.0Chapter 7 18© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public

The printing process:Step 1: CleaningStep 2: SprayingStep 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 A thermal printer uses chemically-treated paper that

becomes black when heated. A thermal transfer printer uses heat-sensitive ribbon,

which the print head melts onto the paper. Thermal printers have a longer life because there are few

moving parts. Disadvantages:

Paper is expensivePaper has a short shelf lifeImages are poor qualityPaper must be stored atroom temperature


A thermal printer uses chemically-treated paper thatbecomes black when heated.

A thermal transfer printer uses heat-sensitive ribbon,which the print head melts onto the paper.

Thermal printers have a longer life because there are fewmoving parts.

Disadvantages:Paper is expensivePaper has a short shelf lifeImages are poor qualityPaper must be stored atroom temperature

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 imagesOvercoat layer reduces smearing, increases moisture resistance


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 imagesOvercoat layer reduces smearing, increases moisture resistance

Disadvantages:Media can be expensiveThey are better for color than forgrayscale (black and white)

Installation and Configuration of PrintersWhen purchasing a printer, the installation and

configuration information is usually supplied by themanufacturer:

An installation CD thatincludes drivers, manuals,and diagnostic software

Also available asdownloads from themanufacturer's website


An installation CD thatincludes drivers, manuals,and diagnostic software

Also available asdownloads from themanufacturer's website

How to Set Up a Printer1. 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.


1. Check the box to ensure all required cables areprovided.

2. Remove packing materials from the printer and plasticinserts from the consumables.

3. Place printer in position. Ensure that the printerlocation 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.

Power and Connect the Printer1. 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 isturned on will damage the UPS unit.


1. Connect the appropriate data cable to thecommunication port on the back of the printer.

2. Attach the power cable to the printer and theother end to an available electrical outlet.

Warning: Never plug a printer into a UPS. Thepower surge that occurs when the printer isturned on will damage the UPS unit.

Printer DriverPrinter driver is the software program that enables the

computer and the printer to communicate with eachother.

1. Find out if a newer driver isavailable on themanufacturer’s website

2. Download the driver files toyour computer

3. Install the driverautomatically or manually

4. Test the new printer driver


1. Find out if a newer driver isavailable on themanufacturer’s website

2. Download the driver files toyour computer

3. Install the driverautomatically or manually

4. Test the new printer driver

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.


Firmware is a set of instructions stored on the printerto 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'swebsite and run a setup file to install it.

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 theprinter to handle more complex print jobs.

Print-job buffering is the ability of the printer to captureas much of the print job into its internal memory aspossible.

Consult the documentation for memory requirements:Memory specificationsMemory population and availability


Printer memory is used to buffer print jobs, createpages, or draw images for documents.

Adding printer memory can improve printing speed and allow theprinter to handle more complex print jobs.

Print-job buffering is the ability of the printer to captureas much of the print job into its internal memory aspossible.

Consult the documentation for memory requirements:Memory specificationsMemory population and availability

Upgrade Printer Memory1. 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.


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.

Configuration Options and DefaultsCommon printer settings: Paper type Print quality Color printing Black-and-white printing Grayscale printing Paper size Paper orientation Print layout Duplex


Common printer settings: Paper type Print quality Color printing Black-and-white printing Grayscale printing Paper size Paper orientation Print layout Duplex

Optimize Printer Performance Print spool settings

You may store documents that are prepared for printing in a filein RAM called the print spool.Spooling programs allow the application you are printing from tofinish faster. You may also print directly to the printer.

Printer calibrationYou can adjust settings to match the colors seen on the screenand the colors on printed sheet.

Paper orientationYou can select landscape or portrait image layout.


Print spool settingsYou may store documents that are prepared for printing in a filein RAM called the print spool.Spooling programs allow the application you are printing from tofinish faster. You may also print directly to the printer.

Printer calibrationYou can adjust settings to match the colors seen on the screenand the colors on printed sheet.

Paper orientationYou can select landscape or portrait image layout.

Print a Test Page Print a test page to verify the following:

The printer is operating properlyThe driver software is installed and working correctlyThe printer and computer are communicating

To print a test page manually:Start > Printers and FaxesIn the Printers and Faxes window, right-click the desiredprinter and follow this path: Properties > General Tab >Print Test PageA dialog box will open, asking if the page printed correctly. If itdid not, then built-in Help will assist you in troubleshootingthe problem.


Print a test page to verify the following:The printer is operating properlyThe driver software is installed and working correctlyThe printer and computer are communicating

To print a test page manually:Start > Printers and FaxesIn the Printers and Faxes window, right-click the desiredprinter and follow this path: Properties > General Tab >Print Test PageA dialog box will open, asking if the page printed correctly. If itdid not, then built-in Help will assist you in troubleshootingthe problem.

Print from an Application To print from Notepad:

Start > Programs > Accessories > NotepadA blank document will open.Enter some text in the document.File > Print


To print from Notepad:Start > Programs > Accessories > NotepadA blank document will open.Enter some text in the document.File > Print

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


Printing from the command line is limited to ASCII filesonly, such as .txt and .bat files.

To send a file to the printer from the command line, usethis 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 followingcommand: Print thefile.txt

Test Printer from Printer Panel Most printers have a front

panel with controls to allowyou to generate test pages.

This method of printingenables you to verify theprinter operation separatelyfrom the network or computer.

Consult the printer manufacturer's website ordocumentation to learn how to print a test page from thefront panel of the printer.


Most printers have a frontpanel with controls to allowyou to generate test pages.

This method of printingenables you to verify theprinter operation separatelyfrom the network or computer.

Consult the printer manufacturer's website ordocumentation to learn how to print a test page from thefront panel of the printer.

Sharing a Printer Printer sharing enables multiple network users or clients

to access a printer. Windows 2000/XP installs the printsharing capability in the basic setup.


Printer Sharing1. Click Start > Printers and

Faxes.

2. Right-click the printer andchoose Properties.

3. Select the Share tab.

4. Click the Share this printerradio 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 PrinterFollow the steps using the Add Printer Wizard


1. Click Start > Printers andFaxes.

2. Right-click the printer andchoose Properties.

3. Select the Share tab.

4. Click the Share this printerradio 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 PrinterFollow the steps using the Add Printer Wizard

Types of Scanners Technicians may be required to purchase, repair, or

maintain a scanner. The following are tasks

that a customer mayrequest:

Select a scannerInstall and configure ascannerTroubleshoot a scanner


Technicians may be required to purchase, repair, ormaintain a scanner.

The following are tasksthat a customer mayrequest:

Select a scannerInstall and configure ascannerTroubleshoot a scanner

Types of Scanners Scanners convert printed data or images into an

electronic data format that a computer can store orprocess as required.

A scanned image can be saved, modified, and even e-mailed asyou would with any other file.


All-in-onescanner

Flatbedscanner

Handheldscanner

Drumscanner

Resolution and OCR Features, quality, and speed of scanners vary.

Scanners typically create an RGB image that can be convertedinto image formats such as JPEG, TIFF, Bitmap, and PNG.An RGB image has three channels: red, green, and blue.

Some scanners can create text documents usingoptical character recognition (OCR).

OCR software is used to convert a scanned printed page intotext 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 theimage.


Features, quality, and speed of scanners vary.Scanners typically create an RGB image that can be convertedinto image formats such as JPEG, TIFF, Bitmap, and PNG.An RGB image has three channels: red, green, and blue.

Some scanners can create text documents usingoptical character recognition (OCR).

OCR software is used to convert a scanned printed page intotext 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 theimage.

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(Centronicsand DB-25)

USB Firewire

Serial

All-in-one Scanners An all-in-one device combines the

functionality of multiple devices intoone physical piece of hardware.

Scanner, Printer, Copier, and/or Fax

Advantages:All devices are built inLow costOne upgrade for all devicesEasy connection and setupUses one port for all devices


An all-in-one device combines thefunctionality of multiple devices intoone physical piece of hardware.

Scanner, Printer, Copier, and/or Fax

Advantages:All devices are built inLow costOne upgrade for all devicesEasy connection and setupUses one port for all devices

Disadvantages:One problem effects alldevicesNot designed for heavy use

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 glassand moves along the item, capturing the image.

Sheet feeders can be used with flatbed scanners toscan multiple pages automatically.

Maintenance:Keep flatbed scanning glass clean.Avoid placing items in the scanner that can scratch the glass.


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 glassand moves along the item, capturing the image.

Sheet feeders can be used with flatbed scanners toscan multiple pages automatically.

Maintenance:Keep flatbed scanning glass clean.Avoid placing items in the scanner that can scratch the glass.

Handheld Scanners Pass the scanner head across the surface you want to

scan. When you want to scan an

item larger than the head ofthe handheld scanner, youmust make more than onepass to capture the full imageand then put the images backtogether to form a single imageof the item that was scanned.


Pass the scanner head across the surface you want toscan.

When you want to scan anitem larger than the head ofthe handheld scanner, youmust make more than onepass to capture the full imageand then put the images backtogether to form a single imageof the item that was scanned.

Drum Scanners Produce a high-quality scanned image 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 supportingcanister.Drum is rotated at high speed across optical scanners. Opticalscanners move slowly across the drum surface until the entireimage is captured. The captured image is then reproduced by thecomputer as a digital image file.


Produce a high-quality scanned image 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 supportingcanister.Drum is rotated at high speed across optical scanners. Opticalscanners move slowly across the drum surface until the entireimage is captured. The captured image is then reproduced by thecomputer as a digital image file.

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 themanufacturer's website.


Power and Connect a Scanner Scanners can connect to a computer using a USB, FireWire,

network, or parallel port. Some scanners may connect using aSCSI interface.

Some scanners can draw all the power they need from theUSB or FireWire connector.

All-in-ones connect directly to AC power.Scanners that do not include a printer can connect using an ACpower adapter.

After unpacking the scanner, connect the appropriate powerand data cables.

CAUTION: Some scanners are packed for shipping with thescanner assembly taped or blocked off to prevent damage intransport.


Scanners can connect to a computer using a USB, FireWire,network, or parallel port. Some scanners may connect using aSCSI interface.

Some scanners can draw all the power they need from theUSB or FireWire connector.

All-in-ones connect directly to AC power.Scanners that do not include a printer can connect using an ACpower adapter.

After unpacking the scanner, connect the appropriate powerand data cables.

CAUTION: Some scanners are packed for shipping with thescanner assembly taped or blocked off to prevent damage intransport.

Install and Update Device Driver Once the scanner is connected and started, the computer

operating system may be able to discover the scannerthrough the Plug and Play (PnP) process.

Install the driver software from the manufacturer.The manufacturer's website may provide more up-to-datesoftware.


Once the scanner is connected and started, the computeroperating system may be able to discover the scannerthrough the Plug and Play (PnP) process.

Install the driver software from the manufacturer.The manufacturer's website may provide more up-to-datesoftware.

Configuration Options and Defaults A scanner may come with applications such as:

Graphic software for editing photographs and other imagesOCR software that converts text in an image to a textdocument

Configurations may include:Color, grayscale, or black-and-white scanningOne-touch scanning into your choice of softwareQuality and resolution choicesSheet feeders

Color calibration between devices is important sothat you see true representations of color.


A scanner may come with applications such as:Graphic software for editing photographs and other imagesOCR software that converts text in an image to a textdocument

Configurations may include:Color, grayscale, or black-and-white scanningOne-touch scanning into your choice of softwareQuality and resolution choicesSheet feeders

Color calibration between devices is important sothat you see true representations of color.

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 avoiddowntime, loss of productivity, and high repair costs.


Printers and scanners have many moving parts thatcan wear out over time or through extended use.

Moving parts can be affected by dust and other particles.

Clean printers and scanners regularly to avoiddowntime, loss of productivity, and high repair costs.

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 cleanwith a damp cloth.Inkjet printers have paper-handling mechanisms that maycollect particles of paper over time. Wipe the area with a dampcloth.Clean a laser printer with a special vacuum cleaner (not ahousehold type) if you spill the toner. Unplug a laser printerbefore cleaning it due to the high voltages.


Printers have many moving parts and require moremaintenance than most electronic devices.

CAUTION: Unplug the printer from the electrical sourcebefore beginning maintenance.

Techniques for maintaining printers:Use manufacturer monitoring and diagnostic software.Dot matrix printers have roller surfaces that you should cleanwith a damp cloth.Inkjet printers have paper-handling mechanisms that maycollect particles of paper over time. Wipe the area with a dampcloth.Clean a laser printer with a special vacuum cleaner (not ahousehold type) if you spill the toner. Unplug a laser printerbefore cleaning it due to the high voltages.

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 byan arrow on the package.

Manufacturer will recommend the brand and type of inkto use.

If the wrong type of ink is used, the printer may notwork or the print quality may be reduced.

Do not refill ink cartridges because the ink may leak.ITE PC v4.0Chapter 7 50© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public

The correct type of paper helps the printer operatebetter.

Types of printer paper available include inkjet andlaser.

Some papers, especially photo paper andtransparencies, have a right and wrong side marked byan arrow on the package.

Manufacturer will recommend the brand and type of inkto use.

If the wrong type of ink is used, the printer may notwork or the print quality may be reduced.

Do not refill ink cartridges because the ink may leak.

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 notspray glass cleaner directly on the device. Dampen a cloth withcleaner, and then apply gently to the glass.

If the inside of the glass becomes dirty, check themanual for instructions on how to open the unit orremove the glass from the scanner.

If possible, clean both sides of the glass.When the scanner is not in use, keep lidclosed.Never lay anything heavy on a scanner.Store handheld scanners in a safe place.


The scanner surface should be kept clean. If the glassbecomes dirty, consult the manufacturer's user manual.

To prevent liquid from leaking into the scanner case, do notspray glass cleaner directly on the device. Dampen a cloth withcleaner, and then apply gently to the glass.

If the inside of the glass becomes dirty, check themanual for instructions on how to open the unit orremove the glass from the scanner.

If possible, clean both sides of the glass.When the scanner is not in use, keep lidclosed.Never lay anything heavy on a scanner.Store handheld scanners in a safe place.

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


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

1. Gather Data from the Customer Customer information

Company name, contact name, address, phone number

Printer or scanner informationManufacturer, model, OS, network environment, connectiontype

Description of problemOpen-ended questionsWhat were you doing when the problem was identified?Closed-ended questionsCan you print from an application?


Customer informationCompany name, contact name, address, phone number

Printer or scanner informationManufacturer, model, OS, network environment, connectiontype

Description of problemOpen-ended questionsWhat were you doing when the problem was identified?Closed-ended questionsCan you print from an application?

2. Verify the Obvious IssuesSome 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


Some of the areas to investigate or have the customerconfirm include:

Loose cable connections Errors on equipment display Errors on computer screen Equipment power

Out of paper Printer queue Paper jams Low ink warning

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 computerEnsure printer doors are closed Reconnect the cablesCheck printer for paper jams Reseat paper in traysOpen and close printer trays

Quick software solutions to try:Print from another applicationRemove all print jobs from the queue: Start > Printers andFaxes > double-click the printer > Printer > Cancel AllDocuments


Printer or scanner problems may be either in thehardware or the software.

Quick hardware solutions to try:Restart the printer or scanner Restart the computerEnsure printer doors are closed Reconnect the cablesCheck printer for paper jams Reseat paper in traysOpen and close printer trays

Quick software solutions to try:Print from another applicationRemove all print jobs from the queue: Start > Printers andFaxes > double-click the printer > Printer > Cancel AllDocuments

4. Gather Data from the ComputerThe 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.


The data gathered from the computer can be used toconfirm 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.

5. Evaluate Problem & Implement SolutionIf 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 hardwareLatest version of the driversProper driver for software platformLatest version of utilities and softwareFAQs

Note: Try each solution one at a time. If a solution is tried andthe problem is not fixed, then the technician should totallyreverse the attempted solution before proceeding to thenext step.


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 recentinformation about the printer or scanner:Known issues with hardwareLatest version of the driversProper driver for software platformLatest version of utilities and softwareFAQs

Note: Try each solution one at a time. If a solution is tried andthe problem is not fixed, then the technician should totallyreverse the attempted solution before proceeding to thenext step.

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 orscanner is working correctly.

Complete all documentation and prepare an invoice forthe customer, if applicable.

Include the problem, the solution, the time it took to resolve theproblem, and your contact information.


Closing with the customer is the final step in thetroubleshooting 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 orscanner is working correctly.

Complete all documentation and prepare an invoice forthe customer, if applicable.

Include the problem, the solution, the time it took to resolve theproblem, and your contact information.

Common Problems and Solutions

Problem Symptom Possible Solution

Printer will not print Delete the print job from thequeue and print again


Delete the print job from thequeue and print again

Printer is printing unknowncharacters

Uninstall and reinstall theprint driver

Laser printer prints lines orstreaks on every page Replace the toner cartridge

Chapter 7 SummaryPrinters and Scanners

Types and sizes of printers and scanners

Capabilities, speeds, and uses

Connection types, cables, and interfaces

Installing and sharing printers

Installing scanners


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

Instructor TrainingActivities


Instructor TrainingActivities

Activities for Instructor Training1. Take the Quiz provided in Chapter 7 course content.

2. Complete the student lab included in Chapter 7. Makenotes of potential issues and questions that studentsmay have.

3. Conduct Internet research to pre-screen onlineresources for students to use in completing thestudent lab, 7.4.2 Lab: All-in-One.


1. Take the Quiz provided in Chapter 7 course content.

2. Complete the student lab included in Chapter 7. Makenotes of potential issues and questions that studentsmay have.

3. Conduct Internet research to pre-screen onlineresources for students to use in completing thestudent lab, 7.4.2 Lab: All-in-One.

Instructor Training Discussion Share and discuss with the other instructors, your

list of any potential student issues and questionsregarding the lab.

Share with the other instructors, your list of onlineresources for students to use in completing the lab.


Share and discuss with the other instructors, yourlist of any potential student issues and questionsregarding the lab.

Share with the other instructors, your list of onlineresources for students to use in completing the lab.

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 Professionalshttp://www.zdnet.com

HowStuffWorks: It's Good to Knowhttp://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.comITE PC v4.0Chapter 7 64© 2007 Cisco Systems, Inc. All rights reserved. Cisco Public

Whatis?com: IT Encyclopedia and Learning Centerhttp://whatis.com

TechTarget: The Most Targeted IT Media http://techtarget.com

ZDNet: Tech News, Blogs and White Papers for IT Professionalshttp://www.zdnet.com

HowStuffWorks: It's Good to Knowhttp://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

Q and A



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