Printer Deployment and Settings

What it is

Deploying a printer means connecting it, installing the right driver, giving users access and setting how it behaves. Multifunction devices add scan and security settings on top of that.

A good deployment gives users a simple way to print and keeps the device secure and easy to support.

How it works

Connection types

A network printer needs an Internet Protocol (IP) address. Give it a fixed address or a Dynamic Host Configuration Protocol (DHCP) reservation so the address does not change, since computers connect to the printer by that address. A changing address is a common reason for a printer that suddenly goes offline.

Unboxing and location

Choose the place before you unpack. The printer needs a flat, stable surface, space around it for ventilation and to open covers and trays, a power outlet and, for a network printer, a nearby network port or good Wi-Fi signal.

Then set it up in this order:

1. Remove all packing tape, foam and shipping locks from the outside and inside.
2. Install the toner cartridges or ink cartridges.
3. Load paper in the tray.
4. Connect power and the cable or network, and switch on.

Drivers and languages

A driver is software that lets the operating system send jobs to a printer. Install the driver from the maker for the exact model and the operating system, since a wrong driver gives errors or odd output.

Printers understand a page description language. The common ones are Printer Command Language (PCL) and PostScript.

Some drivers use one or the other, and a mismatch can make the printer print pages of strange characters. Drivers for 32 bit and 64 bit systems differ.

Sharing and print servers

A computer can share a printer so other users send jobs to it. A print server is a dedicated computer or a built in device that holds the queue and the drivers for many users. Users add a printer by its network path, or by browsing, and the server can send the right driver to each client.

Print settings

• Paper size and type: match the tray and the media.
• Orientation: portrait or landscape.
• Duplex: print on both sides.
• Quality: draft saves ink or toner; higher quality uses more.
• Colour or greyscale: choose colour only when needed.
• Tray selection: pick the tray for a size or special paper.
• Collate: keeps multiple copies in sets.

Defaults can be set per user or for the whole printer. Setting duplex and greyscale as defaults can cut cost.

Scanning features on multifunction devices

Scanning to a folder needs a network share, a valid account and the right permissions.

Security settings

Printers store and send sensitive data, so they need protection.

• User authentication: users sign in with a code or badge before printing or scanning.
• Secure print (hold release): a job waits in the queue until the owner releases it at the device.
• Badging: a card reader on the printer identifies the user.
• Audit logs: record who printed, scanned or copied.
• Admin password: change the default password on the printer's web page.
• Firmware updates: fix bugs and close security flaws.

Final checks

Print a test page from the printer's own menu and then from a computer. Confirm paper handling, duplex, scanning and any shared access from a second computer.