Printers and Multifunction Devices (Lesson 10)

Printer types and terminology

Inkjet and laser are the most common home/office technologies
Major vendors: HP, Epson, Canon, Xerox, Brother, OKI, Konica/Minolta, Lexmark, Ricoh, Samsung
Printer object (logical) = software representation
Print device (physical) = actual hardware

Selecting a printer: criteria

Speed — ppm, mono faster than color
Resolution — dpi, higher is sharper, can differ by axis (e.g. 2400x600)
Paper handling — supported sizes/types, tray capacity
Options — duplex unit, finishing (fold/staple/punch)

Setup location

Power and network — outlet + data port nearby, no cable trip hazards
Environment — stable flat surface, no direct sun, good ventilation, dry temp-controlled consumable storage
Accessibility — reachable but not disruptive; access-controlled area for confidential jobs

Unboxing

Lifting — often 2-person job, bend knees, use designated handles, clear path
Packing materials — remove all strips/supports before power on, check hidden panels
Acclimation — leave off a few hours if moved cold-to-warm (condensation); let paper adjust a day+

What firmware controls

Governs print, scan, and network functions
Updates fix bugs, boost performance, patch security vulnerabilities — critical for networked devices handling sensitive data
Keeps driver/OS compatibility
Exposes advanced settings: IP, DNS, security, network scanning

Checking and updating firmware

Check version — control panel System Information, or web interface via device IP
Update — via control panel, web interface, or fleet tools like HP Web Jetadmin / Canon imageWARE
Goal: stay secure, compatible, and performing well

Resetting, reflashing, and best practices

Reset — control panel → Settings/Maintenance → Reset or Restore Factory Defaults
Reflash — web interface → Firmware Update/Maintenance → upload manufacturer file, follow prompts
Only reflash when needed — interruption can brick the device
Best practice — back up configs first; pilot on one device before fleet rollout

USB connectivity

Type B into printer, Type A into computer (adapter/cable needed for USB-C-only hosts)
OS auto-detects via Plug and Play, installs driver
Confirm with a test page from driver or OS utility

Ethernet connectivity

Built-in RJ45 port; IP via DHCP or manual config
Can register on DNS for FQDN access
Local config via LCD/touchscreen menu; broader management via web utility, mobile app, or cloud portal
Verify TCP/UDP ports aren't firewall-blocked

Bluetooth and Wi-Fi

Bluetooth — make printer discoverable on its panel, pair via Windows Bluetooth settings
Infrastructure mode — printer joins existing Wi-Fi AP; match 802.11 standard
Wi-Fi Direct — printer hosts its own software AP for direct client connections

Mobile printing services

Apple AirPrint — driverless printing from Apple devices
Mopria — cross-platform mobile print standard
HP ePrint — cloud-based print submission

Drivers and installation

Driver = interface between print device and OS; networked clients each need their own
64-bit OS needs a 64-bit driver — some old printers lack one
Usually auto-installed via Plug and Play
Missing driver: get it from vendor site, extract, use "Have Disk" in Add Printer Wizard

What a PDL does

Converts app print commands into a raster file — dot-by-dot ink placement
Scalable fonts (vector-described) resize cleanly, unlike fixed bitmap fonts
Vector graphics describe lines, not pixels
Handles color model translation for printing

PostScript vs PCL vs XPS

PostScript — Adobe, device-independent, consistent output, slower; favored for design/publishing

PCL — HP, device-tied, faster; favored for high-volume text/office use

XPS — Microsoft default, tight MS integration, less universal compatibility

CMYK vs RGB

RGB — red, green, blue; used by screens/displays

CMYK — cyan, magenta, yellow, key/black; used by printers
WYSIWYG depends on accurate RGB→CMYK translation

Printers and scanners settings

Each logical printer object holds default config, set via driver or app
Windows settings page lists installed printers/scanners, shows the default device
Per-printer actions: open queue, manage, remove device

Printer Properties dialog

Manages the printer object and hardware itself
Update driver, change port, sharing/permissions
Install/configure duplex unit (auto double-sided printing) or finisher unit
Set default paper type per tray (e.g. A4 Tray)

Properties vs Preferences

Printer Properties — hardware/object-level config (driver, port, installable options)

Printing Preferences — the other local config dialog, job-level defaults

About tab — driver/vendor info, support links

Printing Preferences basics

Sets default job options — paper type, orientation, color/grayscale
Overridable per job via Properties button in the app's Print dialog, or vendor management software
Printing Shortcuts tab offers presets: Factory Defaults, General Everyday Printing, Envelopes, Cardstock/Heavy, Labels, Eco SMART

Paper/Quality tab

Select paper size and type
Economy/draft mode reduces ink or toner use
Color tab (separate) toggles color vs grayscale printing

Finishing tab

Duplex — print on both sides
Pages per sheet — multiple images per page
Orientation — portrait or landscape

Direct connection vs print server

Direct/integrated print server — clients connect straight to the printer, no server computer needed

Print server — a computer shares its connected (USB or network) printer, adding admin control over who can submit jobs
Public printer — no access controls, though guest segmentation/auth is common today

Configuring sharing in Windows

Set via Sharing tab in printer Properties
Assign a share name, enable network sharing
Render on client checkbox — client vs server does the job processing
Additional Drivers button adds x86/x64 support for mixed clients

Driver types for shared printers

Type 2 — needs a specific driver version per Windows release
Type 3 — add x86 (32-bit) and/or x64 (64-bit) support
Type 4 (Windows 10+) — class driver framework, one driver fits multiple devices; client can pull from Windows Update instead of the server

Connecting as a client

File Explorer → Network object → open the hosting server
Right-click the shared printer → Connect
Requires the user to have permission on that share

PowerShell cmdlets

Set-Printer — -Name, -Shared ($true/$false), -ShareName, -RenderPrintJobsOnClient
Add-Printer — -ConnectionName (UNC path, e.g. \\Server\Share)
Set-DefaultPrinter — -Name

User authentication

Windows: set user/group permissions on Sharing and Security tabs of Properties

Local authentication — credentials stored on the printer itself
Network authentication — printer checks against a directory server

Secured print and badging

Job is held at the device until authenticated — prevents confidential output sitting in the tray
PIN entry — code typed at control panel
Badging — smart card reader + ID badge releases the job
Can be default or per-job; cached jobs may be encrypted and auto-deleted if unclaimed

Audit logs

Print server or device logs who printed what — helps trace missing documents or leaks
Device-generated logs can ship to a central server via tools like syslog

MFDs and scanning basics

MFD = print + scan + copy + fax combined
Scanners digitize flat physical objects (docs, receipts, photos)
OCR converts scanned text into editable digital text

Scanner types

Flatbed — object on glass, light + mirrors reflect image through a lens (prism splits RGB or filtered sensors), produces a bitmap

ADF — paper feeds past a fixed scan head; efficient for multi-page docs

Network scan destinations

Scan to email — sent as attachment; needs SMTP server IP, usually authenticates first

SMB — saved to a shared network folder; needs file server path + write permissions

Scan to cloud — uploads to OneDrive/Dropbox etc.; user authenticates via the scan dialog

1. Processing → 2. Charging

Processing — driver encodes page → printer converts to bitmap in RAM
Charging — PCR applies uniform negative charge to the imaging drum

3. Exposing → 4. Developing

Exposing — laser fires per raster dot, neutralizing charge → forms an electrostatic latent image on the drum
Developing — toner sticks to the neutralized areas
Drum, PCR, developer roller, toner hopper all live inside the toner cartridge

5. Transferring → 6. Fusing → 7. Cleaning

Transferring — paper gets a positive charge, pulls toner off the drum
Fusing — heat + pressure bond toner to paper
Cleaning — residual toner/charge wiped from drum for next cycle
Drum circumference < page length, so early stages repeat 2–4x per page

Duplex printing and paper path

With a duplexer: paper flips after the fuser, returns to the developer unit for side two
Without one: paper exits straight to the output bin
Manual duplex — printer pauses after side one; reload paper into input tray with same orientation (no flipping) to resume

Color laser printers

Separate CMYK toner cartridges
Four-pass — each color applied sequentially

Single-pass — colors combined on a transfer roller/belt, printed all at once

Before any maintenance

Unplug the printer (except just loading paper)
Open panels, let components cool to room temperature
Printers need more upkeep than most IT devices — mechanical parts, toner dust, consumable wear

Loading paper

Use paper rated for the model and output type
Set media guides to the stack edges — this is how the printer senses size
Never load creased, dirty, or damp paper; store paper climate-controlled

Replacing the toner cartridge

Remove old cartridge into a bag (spill control); rock new cartridge front-to-back to distribute toner
Insert, close panel, power on, print a test page
Drum is light-sensitive — install immediately after unpacking
Color laser = 4 separate cartridges (CMYK)

Cleaning the printer

Damp cloth for exterior; soft cloth or toner-safe vacuum for dust/toner
Rollers/contacts — 99% IPA + lint-free swabs
Never compressed air (spreads toner dust) or a domestic vacuum (damages motor, toner passes through bag)
Toner on skin/clothes — cold water only; replace dust/ozone filters on schedule

Maintenance kit and calibration

Maintenance kit = feed rollers, transfer roller, fuser unit — replaced at internal page-count trigger; recycle old parts
Calibration — sets print density/color balance, usually automatic; can be manually triggered from control panel or driver if output looks off

Inkjet vs laser tradeoffs

Cheap to buy, costly to run — expensive cartridges + special paper
Slower and noisier than laser
Best fit: low-volume, high-quality color (e.g. photos), not general office use

Thermal vs piezoelectric

Thermal — HP, Canon, Lexmark; heats ink to burst a bubble and spray it; cheaper, shorter lifespan

Piezoelectric — Epson; piezo element pushes ink through the nozzle
Both methods are licensed out, producing rebranded printers

Carriage and platen gap

Print head moves back and forth on a carriage, building the image line by line
Bidirectional printing = ink on both passes, faster than one-direction only
Platen gap — head-to-paper distance, adjustable (manual/auto) for thick media like cardstock or photo paper

General upkeep

Main tasks: restocking paper, replacing ink — cartridges deplete fast (lower page yield than laser)
Never clean the inside — risks damage
Exterior only: soft, damp cloth

Paper handling and duplex path

Usually single in/out tray; some add auto-duplexer or accessory trays
Two layouts: top-load/bottom-out, or bottom in-and-out (up-and-over)
Load + separation rollers feed one sheet at a time → sensor detects → stepper motor advances during each pass → eject rollers send to duplexer or output bin
Smaller trays than laser = more frequent restocking; premium single-sided inkjet paper needs correct orientation

Replacing ink cartridges

Thermal print heads — consumable, often built into the cartridge
Epson piezoelectric heads — non-removable, last the printer's life
Reservoirs sense ink level; color needs ≥4 (CMYK) — combined or separate cartridges; some add light cyan/magenta for wider gamut
Driver prompts replacement when empty

Alignment and cleaning

Alignment — fixes skewed output; run from property sheet, usually auto-triggered on cartridge swap
Cleaning cycle — fixes missing lines from a blocked nozzle; via property sheet/control panel; third-party cleaning products as a fallback

Clearing paper jams

Open access panel, gently remove jammed paper
Check for and remove any torn pieces left behind
Avoid excessive force — risk of damaging internal components

Direct thermal basics

Most common type; used for barcodes, labels, receipts, high volume
Small/portable form factor; 200–300 dpi, sometimes 1–2 colors
Speed measured in IPS (inches per second)

How the image forms

Thermal paper has heat-reactive chemicals — the print head's heated pins darken it directly, no ink/toner
Stepper motor turns a rubber roller → friction-feeds paper through
Media comes as fanfold or roll

Replacing paper and cleaning

Load roll with the shiny, heat-sensitive side facing outward; paper end held under the print head when closing
Serrated-tooth tearing creates dust — clear with vacuum or soft brush
Misfed labels leave sticky residue — clean print head with an IPA swab or dedicated cleaning cards

Dot matrix basics

Pins in the print head strike an inked ribbon against paper
Niche today, but still used for invoices, pay slips, multipart forms
Multipart paper = layered sheets with carbon/carbonless coating → one pass makes duplicate/triplicate copies; used with continuous tractor-fed paper

Plain, carbon, and tractor-fed paper

Plain — friction-fed against the rotating platen; optional cut sheet feeder

Carbon — sheet between plain sheets transfers the strike to all layers at once

Tractor-fed — perforated sprocket-hole strips over studded rollers; minimizes skew/slip, best for multipart forms
Loading: engage holes on sprockets, set feed lever to friction or tractor mode

Ribbons and print head

Cartridge ribbons (modern) — continuous one-direction loop around the head carriage
Two-spool ribbons (older) — needed a sensor + reversing mechanism
Fading print quality → replace ribbon holder/contents as one unit (some reusable)
Print head replacement: follow manufacturer steps — can run very hot

Basic checks

Confirm powered on and not set offline (easy to toggle by accident)
Check cartridges seated, panels closed, paper loaded
Test page from control panel — success means the problem is the connection, not the printer
Power cycle → factory reset if that fails
Swap the USB/Ethernet cable, or try a different connection type entirely

Wireless connectivity

Confirm it's on the correct Wi-Fi network — can drift to another nearby router
Check for interference (other wireless devices, walls)
Restart the router/AP — problem may be network-side, not the printer

Firmware and driver updates

Outdated firmware/drivers can break connectivity, especially right after an OS update
Auto firmware updates exist but may need manual enabling
Confirm the computer's OS is current and driver-compatible

Cloud printing

Confirm the printer is still registered with the cloud service
Check for account-related access issues blocking it

Ask: "What has changed?"

Never worked → likely an installation error
Stopped working → likely a config change or maintenance issue

Paper jams: clearing them

Never force a stuck sheet — control panel shows jam location
Stuck in the fuser? Use the release levers, don't yank — forcing it damages rollers and leaves debris
Inkjets: usually visible; if stuck, check the manual for parts that need releasing first

Paper jams: root causes

Frequent jams → wrong media, creased/misloaded sheets, or worn rollers
Same spot every time? → do preventive maintenance there
Jam before fusing but after the drum → suspect the static eliminator (removes charge post-transfer; failure = paper sticks to drum or curls entering fuser)

Feed and misfeed issues

Check paper size/weight matches tray, media guides set correctly
Rule out creased, damp, or dirty paper
Fan the stack edge before loading to separate sheets — don't overdo it (creates static that re-sticks them)
Media fine but still jamming? Replace pickup rollers — part of the laser maintenance kit

Grinding noises

Laser — check toner cartridge, fuser, gears/rollers seated correctly and clear of debris; replace cartridge and/or maintenance kit if it persists

Inkjet — usually the carriage mechanism; check vendor docs for re-engaging the clutch/gear

Laser defects — toner and charge

Faded/faint — cartridge low (unless draft mode selected)
Blank pages — app/driver issue, unremoved packing seal, or bad transfer roller
White stripes — poorly distributed toner (shake cartridge) or dirty/damaged transfer roller
Black stripes/whole page black — dirty/damaged PCR or bad high-voltage power supply; test a known-good cartridge
Speckling — loose toner contamination; clean with an approved toner vacuum

Laser defects — mechanical and color

Repetitive lines — dirty feed roller (cartridge/fuser included) or damaged drum
Smudged/unfused toner — replace the fuser
Double/echo images — drum not cleaning properly; try other images, else replace drum/cartridge
Color cast (e.g. magenta tint) — wrong slots, low toner, or misaligned transfer belt; reseat, calibrate, retest
Color missing — replace cartridge; clean printer-cartridge contacts if it continues

Inkjet defects

Lines through output — dirty head/blocked nozzle; run a cleaning cycle
Smearing/wavy/blurry — usually media; persistent marks point to a dirty feed roller
Head jam — status message or flashing LED; power off, unplug, power back on
Inconsistent color — low reservoir or a fully blocked nozzle for one color
No color at all — check color printing is actually selected

Dot matrix defects

Lines in output — a stuck pin in the print head
Platen gap too wide → faint print; too narrow → smudging

Finisher basics

Finisher = staples or hole punch on laser/MFD output
Must be selected as an installed output option in printer settings before it'll actually engage

Incorrect page orientation

Set correct paper size and orientation for the finishing/binding to land right
Booklet printing staples the middle of the sheet — easy to mispaginate
Finishing tab's icon shows the binding edge — test on a short document before running the full job

Hole punch and staple jams

Hole punch jam — exceeding max sheet count (varies by paper weight); send jobs in smaller batches
Staple jam — too many sheets bends/sticks a staple; remove the staple cartridge, release the catch, clear the stuck staple

Print monitors and spooling

Windows handles print/display via WPF; job is PDL-formatted and spooled to %SystemRoot%\System32\Spool\Printers\
Print monitor sends the job, reports status back as a desktop notification
Networked: local redirector passes the job to the print server's spooler, which sends it onward

Backed-up queue troubleshooting

Causes: offline printer, out of paper, low ink/toner, one job erroring out
Fix order: Restart the job → delete it and retry → stop/restart the Print Spooler service if it won't delete
Shared printer queue on the server holds jobs from every user

Tray not recognized

Driver — confirm it's configured to see all installed trays; check for updates
Physical — reseat the tray, confirm correct paper loaded
Settings — matching tray selected in printer settings + driver; wrong default tray in multi-tray setups can fail jobs
Power cycle printer and computer to refresh

Frozen print queue

Stop/restart Print Spooler service first
Still stuck? Clear spooler cache — stop service, delete all files in the spool folder, restart service
A single corrupt job can freeze the whole queue — delete it to restore function

Garbled print output

Cancel job, clear queue, power cycle printer (off 30 sec to clear memory), retry
OS test page works → issue is app-specific; test another file from same app
OS test page fails, control-panel test page works → printer-to-Windows communication problem
Still bad? Update driver, confirm supported PDL (PCL/PostScript), check font availability if characters look wrong