Contents Overview 1 Introduction to Administering Printers 2 Managing Printer Permissions 6 Lab A: Administering a Printer 9 Managing Printers 14 Lab B: Redirecting a Printer 20 Managing Documents in the Print Queue 23 Administering Printers by Using a Web Browser 26 Lab C: Using a Web Browser to Administer Printers 27 Best Practices 32 Review 33 This course is a prerelease course and is based on Microsoft Windows 2000 Beta 3 software. Content in the final release of the course may be different than the content included in this prerelease version. All labs in the course are to be completed using the Beta 3 version of Microsoft Windows 2000 Advanced Server. Module 6: Administering Printer Resources Information in this document is subject to change without notice. The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. 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The names of companies, products, people, characters, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. Other product and company names mentioned herein may be the trademarks of their respective owners. Project Lead/Senior Instructional Designer: Red Johnston Instructional Designers: Tom de Rose (S&T OnSite), Meera Krishna (NIIT (USA) Inc.) Program Manager: Jim Cochran (Volt Computer) Lab Simulations Developers: David Carlile (ArtSource), Tammy Stockton (Write Stuff) Technical Contributor: Kim Ralls Graphic Artist: Julie Stone (Independent Contractor) Editing Manager: Tina Tsiakalis Editors: Wendy Cleary (S&T OnSite), Diana George (S&T OnSite) Online Program Manager: Nikki McCormick Online Support: Tammy Stockton (Write Stuff) Compact Disc Testing: ST Labs Production Support: Rob Heiret, Ismael Marrero, Mary Gutierrez (Wasser) Manufacturing Manager: Bo Galford Manufacturing Support: Mimi Dukes (S&T OnSite) Lead Project Manager, Development Services: Elaine Nuerenberg Lead Product Manager: Sandy Alto Group Product Manager: Robert Stewart Module 6: Administering Printer Resources iii Introduction This module provides students with the knowledge and skills that are necessary to administer printers in a Microsoft ® Windows ® 2000 network. The module discusses the printing components and the procedures to share a printer and locate a printer on the network. The module also explains printer permissions and the procedure to assign printer permissions to users and groups. It also covers the tasks involved in managing printers, such as pausing and restarting printers. Finally, the module discusses how to manage documents in a print queue.There are three labs in this module. In the first lab, students locate an existing printer, assign permissions to a printer, and share a printer on the network. In the second lab, students pause and restart a printer and redirect print jobs to another printer. In the third lab, students administer a print queue using Microsoft Internet Explorer. Materials and Preparation This section provides you with the materials and preparation needed to teach this module. Materials To teach this module, you need the following materials: !" Microsoft PowerPoint ® file 1556A_06.ppt !" Module 6, “Administering Printer Resources” Preparation To prepare for this module, you should: !" Read all the materials for this module. Some topics have animated slides that are indicated by an icon in the lower left corner of the slide. These slides require you to click them to play the animation. !" Review the Delivery Tips, Key Points, and animations in the module. !" Complete the three labs. !" Study the review questions and prepare alternative answers for discussion. !" Anticipate questions that students might ask. Write out the questions and provide answers to them. Presentation: 60 Minutes Labs: 45 Minutes iv Module 6: Administering Printer Resources Module Strategy Use the following strategy to present this module: !" Introduction to Administering Printers Provide an overview of the printing process and the key printing components. The topic on printing components has an animated slide. The icon on the lower left corner of the slide identifies the slide. Use the slide to walk students through the printing process. Then explain the procedures to share a printer on the network and locate a shared printer on the network. !" Managing Printer Permissions Explain the importance of using permissions to control access to printers. Introduce the three levels of permissions and demonstrate the procedure to assign printer permissions. !" Managing Printers Introduce the various tasks that a printer administrator will need to perform. Then demonstrate and explain the procedures to assign forms to paper trays, set a separator page, pause and restart printers, set the priority and printing time for a printer, and redirect documents to a different print device. !" Managing Documents in the Print Queue Explain that Windows 2000 provides the ability to manage documents in the print queue. An administrator can pause, resume, and cancel the printing of documents. Also, administrators can set the priority and printing time for print jobs in the queue. !" Administering Printers by Using a Web Browser Discuss the advantage of administering printers from a central location. Then, demonstrate the procedure to access printers and manage them using a Web browser. !" Best Practices Read the best practices before you start the module, and then refer to the appropriate practice as you teach the corresponding module section. Then, at the end of the module, summarize all of the best practices for the module. Module 6: Administering Printer Resources v Customization Information This section identifies the lab setup requirements for a module and the configuration changes that occur on the student computers during the labs. This information is provided to assist you in replicating or customizing Microsoft Official Curriculum (MOC) courseware. The labs in this module are also dependent on the classroom configuration that is specified in the “Customization Information” section at the end of the Classroom Setup Guide for course 1556A, Administering Microsoft Windows 2000. Lab Setup The following list describes the setup requirements for the labs in this module. Setup Requirement 1 The labs in this module require the following group accounts: Sales and Graphics global groups. To prepare the student computers to meet this requirement: !" Run the Lab061.cmd script on one of the two domain controllers in each subdomain. If you run the script on both domain controllers, the labs will not function properly. Setup Requirement 2 The labs in this module require that the printers described in the following table be installed on the student computers. Printer Printer name Share name Default HP LaserJet 5Si HP LaserJet 5Si HPLaserJ Yes HP LaserJet 5Si HP LaserJet 5Si 2 <not shared> No HP Color LaserJet 5 HP Color LaserJet 5 HPColorL No To prepare the student computers to meet this requirement, perform one of the following actions: !" From the Trainer Materials compact disc, run the Instprint.bat script on each domain controller in each child domain. If you use the script to install the printers, you will have to open the printers folder and stop sharing HP LaserJet 5Si 2. !" Install the printers manually on each domain controller. Ensure that the List in directory option is selected when sharing the printers manually. Important Caution Caution vi Module 6: Administering Printer Resources Lab Results Performing the labs in this module introduces the following configuration changes: The addition of the following shared printers: HP LaserJet 5Si, HP LaserJet 5Si 2, and HP Color LaserJet 5, which are listed in Active Directory ™ directory service. Module 6: Administering Printer Resources 1 Overview ! Introduction to Administering Printers ! Managing Printer Permissions ! Managing Printers ! Managing Documents in the Print Queue ! Administering Printers by Using a Web Browser ! Best Practices Printers are a common resource shared by multiple users on a network. As an administrator, you need to assign permissions to users to access the printers on the network, as well as perform tasks such as managing the print queue, setting printer priority, and redirecting documents to a different printer. With Microsoft ® Windows ® 2000, you can perform printer administration tasks by using a Web browser. This simplifies the tasks greatly by centralizing printer management. At the end of this module, you will be able to: !" Access printers for administration. !" Manage printer permissions. !" Manage printers. !" Manage documents in the print queue. !" Administer printers by using a Web browser. !" Apply best practices for administering printers. Slide Objective To provide an overview of the module topics and objectives. Lead-in In this module, you will learn about administering printers that are a part of the existing network. 2 Module 6: Administering Printer Resources # ## # Introduction to Administering Printers ! Printing Components ! Sharing a Printer ! Locating Printers for Administration With Windows 2000, you can share printing resources across an entire network and administer printing from a central location. To administer printers, you should be familiar with the different printing components in order to understand how they fit together. You should also be aware of how to share printers on the network and locate them for administration. Slide Objective To introduce printer administration. Lead-in As part of your responsibilities as a system administrator, you will need to manage the printer resources on the network. Delivery Tip This is an introduction to printer administration. Prepare students for the topic by providing the following key points of information. Key Points The printing components work together to complete the print process. Printers can be shared for use by a large number of users. To locate shared printers for administration, use the Find feature. Module 6: Administering Printer Resources 3 Printing Components Word.doc Word.doc Printer Printer Printer Print Device Print Device Print Device Print Server Print Server Print Server Print Command Print Command Print Command Printer Driver Printer Driver Printer Driver Word.doc There are four important printing components in a network environment. These are printers, printer drivers, print servers and print devices. To understand how these components function together, let us examine the path followed by a print command after it is issued from a computer. On the computer on which it is issued, the print command goes to a printer. A printer is the software interface between the print device and the operating system of the computer. The printer defines where a print command will go to reach the print device (the local computer, a network location, or a file), when it will go, and various other aspects of the printing process. When users make connections to printers, they use printer names, which can point to one or more print devices. From the printer, the print command is sent to a print server. A print server is the computer that receives and processes documents from client computers. The print server uses a printer driver that is installed on it to convert the print command so that it is possible for a print device to print a document. A printer driver is one or more files containing information that Windows 2000 requires to convert print commands into a specific printer language, such as PostScript. A printer driver is specific to each print device model. After the printer driver converts a print command into a specific printer language, it goes to the print device. A print device is the hardware device that produces printed documents. Windows 2000 supports the following print devices: !" Local print devices, which are connected to the local computer !" Network-interface print devices, which are connected to a print server through the network Slide Objective To introduce the various printing terms. Lead-in Before you administer the printers in the network, you need to understand the different printing terms. Delivery Tip The slide for this topic is animated. The icon on the lower left corner indicates the animated slide. Begin by explaining to students that the term “printer” is commonly used to refer to the print device. Then proceed to explain what the printer is, and walk students through the print process. 4 Module 6: Administering Printer Resources Sharing a Printer HP LaserJet 4Si Properties OK Cancel A pply Ad ditional Drivers HP LaserJet 4Si No t shared Shared as: HPLaserJ List in the Directory Drivers for different versions of Windows If this printer is shared with users running different versions of Windows then you will need to install additional drivers for it. General Sharing Ports Advanced Security Device Settings A printer is a resource that multiple users will probably need to access. To make this possible, you need to share the printer. To share a printer, you need to specify a share name for the printer and then assign access permissions for users to connect to it. To share a printer: 1. Select the printer that you need to share, right-click it, and then click Properties. 2. In the Properties dialog box, click the Sharing tab. 3. Select the Shared as option, and then type a share name in the box. 4. Select the List in the Directory check box to ensure that the printer displays in Active Directory ™ directory service. 5. After you specify the required information in the Printer Properties dialog box, click OK. If any of the computers in the network that will connect to the shared printer are running a version of Windows other than Windows 2000, you need to install additional drivers on the shared printer. Slide Objective To explain how to share a printer. Lead-in Multiple users on the network can access a printer. To make it possible for all users to access the printer, you need to share it. Delivery Tip Demonstrate how to share a printer. Note [...]... access the same Find Printers dialog box You will need to access some tasks that you perform with the printers directly, either through the Printers option in Control Panel, or by clicking Printers on the Settings menu on the Start menu 5 6 Module 6: Administering Printer Resources # Managing Printer Permissions Slide Objective To introduce managing printer permissions Lead-in You set printer permissions... allows you to control printer usage and administration by assigning permissions By using printer permissions, you can control which users are able to use a printer You can also assign printer permissions to control which users can administer a printer and set the level of administration for managing printers and documents Module 6: Administering Printer Resources 7 Introduction to Printer Permissions.. .Module 6: Administering Printer Resources Locating Printers for Administration Slide Objective To explain how to locate a printer in the network Lead-in To administer a printer in the network, you need to locate it in Active Directory Find Printers File Edit View Help Find: Printers In: nwtraders Browse Printers Features Advanced Name: Location: Find... Properties dialog box, click the Security tab Now, you can add, remove, or modify printer permissions for users and groups Module 6: Administering Printer Resources Lab A: Administering a Printer Slide Objective To introduce the lab Lead-in In this lab, you will use the Find feature to locate a printer, share a printer, and modify printer permissions Delivery Tip Explain the lab objectives Review the lab... 6 Click OK to close the Printer Properties dialog box 7 Close the Printers folder 8 Log off Windows 2000 14 Module 6: Administering Printer Resources # Managing Printers Slide Objective To present an overview of the tasks that are involved in administering a printer Delivery Tip This section covers managing printers Prepare students for the topic by providing the following... LaserJet 5 printer for both your partner and you should appear in the section at the bottom of the Find Printers dialog box When using Find, where are you actually looking for the printers? You are searching Active Directory for the shared printers Module 6: Administering Printer Resources 11 !!To assign permissions 1 Right-click the printer. .. server, you can continue to use the same printer and configure the printer to use the other print device To configure a printer to use another local or network print device that uses the same printer driver, select the appropriate port on the print server, and cancel selection of the current port 20 Module 6: Administering Printer Resources Lab B: Redirecting a Printer Slide Objective To introduce the... off-hours, such as late at night 26 Module 6: Administering Printer Resources Administering Printers by Using a Web Browser Slide Objective To explain how to manage printers by using a Web browser ! Print Server Must Have Internet Information Services Installed ! Administer Printers from Any Computer Running a Web Browser ! Customize the Interface ! Create a Summary Page of All Printers and Status ! Report... the printer driver makes such information available This information is not available from the Printers system folder To gain access to all printers on a print server by using a Web browser, open the Web browser, and then type http://print_server_name/printers in the address box To access a specific printer, type http://print_server_name /printer_ share_name in the address box Module 6: Administering Printer. .. Singapore B Suva B Tokyo B Tunis B Module 6: Administering Printer Resources 29 Exercise 1 Administering Printers by Using Internet Explorer A user has mistakenly sent a large job to a printer and is unable to cancel it The printer is located on another computer on the network, so you will have to connect to it remotely You will use Internet Explorer to view the printer status and delete the document . Minutes iv Module 6: Administering Printer Resources Module Strategy Use the following strategy to present this module: !" Introduction to Administering. corresponding module section. Then, at the end of the module, summarize all of the best practices for the module. Module 6: Administering Printer Resources