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December 27th > Printer setup and MFDs > Flashcards

Printer setup and MFDs Flashcards

1
Q

Preparation Before Unboxing:

Unboxing and Setting Up a Printer/MFD

A

Choose the location for installation.
For large printers (100–500 lbs), use a two-person lift or mechanical dolly.
Refer to manufacturer’s instructions for unboxing, especially for large devices.

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2
Q

Unboxing Process:

Unboxing and Setting Up a Printer/MFD

A

Check the box for extra components, cables, documentation, and driver disks.
Remove all packing materials and dispose of them properly.
Take out any packing strips or tape securing internal components.

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3
Q

Environmental Considerations:

Unboxing and Setting Up a Printer/MFD

A

Allow the printer to acclimate to room temperature to prevent condensation (1–2 hours).
Avoid immediate powering in environments of extreme temperature changes.

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4
Q

Location Selection:

Unboxing and Setting Up a Printer/MFD

A

Place near a power outlet and network jack to minimize cable hazards.
Ensure the desk or stand is stable enough to support the printer’s weight.
Choose a well-ventilated, accessible, and central location to ensure convenience and safety.

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5
Q

Additional Considerations:

Unboxing and Setting Up a Printer/MFD

A

Avoid entry and exit points to prevent traffic congestion.
Implement a print queuing or authentication system for security.
Ensure proper ventilation to minimize exposure to fumes from ink or toner.

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6
Q

Printer Connectivity Types

A
  1. WIreless connectivity
  2. Ethernet Connectivity:
  3. USB Connectivity:
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7
Q

Printer Drivers

A

Definition and Purpose:

  • Printer drivers are programs that control print devices, enabling the operating system to communicate with physical printers.
  • Drivers translate data into a format the printer can understand (e.g., Page Description Language or PDL).
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8
Q

Printer Driver Installation and Management:

A

Drivers can be obtained from:
- Manufacturer-provided disks.
- Manufacturer’s website.
- Windows Update.

Administrative rights are required to install drivers on Windows.

Drivers can be removed via Device Manager or “Programs and Features” in Windows.

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9
Q

Page Description Language (PDL):

A

Converts print commands into a raster file for printers.
Supports scalable fonts, vector graphics, and color printing.

Popular PDLs include:
- PCL (Printer Control Language).
- PostScript

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10
Q

PCL (Printer Control Language

A

Proprietary format developed by HP, tied to printer-specific features

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11
Q

PostScript

A
  • Device-independent PDL by Adobe for consistent output across printers.
  • Professional graphics and desktop publishing.
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12
Q

Color Models for Printing:

A
  • CMYK (Cyan, Magenta, Yellow, Black)
  • RGB (Red, Green, Blue)
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13
Q

CMYK (Cyan, Magenta, Yellow, Black):

A

Subtractive color model used in printing.

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14
Q

RGB (Red, Green, Blue):

A

Additive color model used for displays.

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15
Q

XPS (XML Paper Specification):

A
  • Developed by Microsoft for virtual printing.
  • Offers increased compression and modern features.
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16
Q

PDF (Portable Document Format):

A
  • Developed by Adobe for consistent file rendering.
  • Larger file sizes compared to XPS.
17
Q

Printer Configuration Settings

A
  1. Printer Properties in Windows:

Accessible via Settings > Bluetooth & Other Devices > Printers & Scanners > Manage.

Tabs in Printer Properties:
- General Tab: Displays printer capabilities (e.g., color printing, duplex, resolution).
- Sharing Tab: Configures network sharing.
- Ports Tab: Defines connection type (e.g., USB).
- Advanced Tab: Sets operational times, queue priorities, and other advanced settings.
- Color Management Tab: Adjusts color correction settings.
- Security Tab: Controls user permissions for printing and managing the printer.
- Device Settings Tab: Manages installable features like paper trays and defaults.
-About Tab: Provides driver and manufacturer information.

  1. Printer Preferences:

Accessed during print job setup (e.g., in Microsoft Word).

Allows per-job configuration for:
- Duplex Printing: Double-sided (saves paper).
-Orientation: Portrait (vertical) or Landscape (horizontal).
- Tray Settings: Selects paper size/quality from specific trays.
- Quality Settings: Economy/draft mode for low-quality prints; high-quality for important documents.

  1. Additional Finishing Options:

Features like stapling, hole punching, or other finishing tasks (varies by printer model).

18
Q

Printer Sharing Methods

A
  1. Dedicated Print Server:
  2. Printer Share from a Workstation:
19
Q

Dedicated Print Server:

A

Definition: A hardware device or software application that manages print jobs and printer queues.

Types:
- Centralized Print Server: Used in large networks; often integrated with Windows or Linux servers.
- Embedded Print Server: Built into modern printers for smaller environments (up to ~50 users).

Features:
- Centralized management of multiple printers.
- Efficient queue handling and remote troubleshooting.
- Reduces administrative overhead.

20
Q

Printer Share from a Workstation:

A

Definition: Sharing a printer connected to a workstation with other network users.

Features:
Requires the workstation to be powered on for shared access.
Configured through the Sharing Tab in printer properties.
Suitable for small office or home use.

21
Q

Print Spooler

A

Definition: A Windows service that manages print jobs by queuing them and interacting with the printer.

Functions:
- Organizes print jobs for sequential processing.
- Temporarily stores print jobs on the hard disk.
- Orders jobs and sends them to the printer sequentially.
- Allows administrators to pause, delete, or clear jobs in the queue.

22
Q

MMC (Microsoft Management Console)

A

A Windows utility for centralized print server management.

23
Q

Methods of Securing Print Devices

A
  1. User Authentication:
  2. Audit Logs:
  3. Secured Prints:
  4. Badging:
24
Q

User Authentication:

A

Requires users to log in (e.g., username, password, badge) to access a printer.

Permissions can be set for individual users or groups:
- Users: Limited to printing only.
- Administrators: Can print, manage the printer, and clear print queues.

Principle of least privilege: Grant users only the minimum permissions necessary.

Restrict access to specific printers based on job roles (e.g., accounting printers for accounting staff).

25
Q

Audit Logs:

A

Records all print jobs, including:
- User who initiated the job.
- Document details.
- Time of printing.

Useful for:
- Identifying accidental or unauthorized printing.
- Detecting potential data breaches.
- Can integrate with centralized logging systems (e.g., SIEM).

26
Q

Secured Prints:

A

Holds print jobs at the printer until the user authenticates in person.

Prevents sensitive documents from being exposed to unauthorized individuals.

Authentication methods:
- PIN codes.
- Username and password.
- Badge systems (e.g., RFID).

27
Q

Badging:

A

Uses RFID badges for quick authentication at the printer.

Keeps documents secure until the user retrieves them.

May cause delays for large documents or during peak usage times.

28
Q

Types of Scanning Methods:

A
  1. Flatbed Scanners
  2. Automatic Document Feeders (ADF)
29
Q

Flatbed Scanner

A

A scanner with a glass panel for scanning single sheets or objects.

30
Q

Automatic Document Feeder (ADF)

A

A scanner feature for feeding and scanning multiple pages automatically.

31
Q

Scan File Destinations:

A
  1. Direct to Hard Drive: Common for USB-connected devices at home.
  2. Email: Uses an SMTP server to send scanned documents directly to a user’s inbox.
  3. Network Folder:
    - Often mapped to a user’s home directory or shared drive.
    - Uses SMB (Server Message Block) protocol for file sharing.
  4. Cloud Storage
    - Supported services include OneDrive, Google Drive, Dropbox, and iCloud.
    - Files are uploaded directly to specified cloud folders.
32
Q

Optical Character Recognition (OCR)

A

Software that converts scanned text into editable documents.

December 27th (20 decks)

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