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CHAPTER SIX
6. FUNDAMENTALS OF PRINTERS AND SCANNERS

6.1. Introduction
A printer is an external hardware output device responsible for taking electronic data stored on a
computer or computing device and generating a hard copy of that data. Printers are one of the
most commonly used peripherals on computers and are commonly used to print text and photos.
They vary in size, speed, sophistication, and cost. In general, more expensive printers are used
for higher-resolution color printing.

A scanner is a device that captures images from photographic prints, posters, magazine pages,
and similar sources for computer editing and display. Scanners come in hand-held, feed-in,
flatbed types and for scanning black-and-white only, or color. Very high resolution scanners are
used for scanning for high-resolution printing, but lower resolution scanners are adequate for
capturing images for computer display. It allows users to convert paper documents into
electronic files.

6.2. Types of Printers

Computer technicians should know how to purchase, repair, or maintain a printer. A customer
may request a technician to: select a printer, install and configure a printer, and troubleshoot a
printer.

Printers available today are usually either laser printers using electro-photographic technology
or inkjet printers using electrostatic spray technology. Dot-matrix printers using impact
technology are used in applications that require carbon copies.

When selecting a printer, consider the following criteria:

 Capacity  Quality
 Speed  Reliability
 Color  Cost
 Capacity and Speed
Printer capacity and speed are factors to consider when selecting a printer. Inkjet printers are
usually slower, but they might be adequate for a home or small office. A printer’s speed is
measured in pages per minute (ppm). The speed of an inkjet printer is 2 to 6 ppm. The speed of a
laser printer is 8 to 200 ppm.

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 Color or Black and White

A computer monitor produces colors through the additive mixing of dots that are displayed on
the screen. The eye picks up the colors directly. The dots produce the color range using red,
green, and blue (RGB) dots.

A printer produces colors using subtractive mixing. The eye sees a color that reflects from the
combination of colors on the paper.

The choice between a black-and-white printer and a color printer depends on your customer’s
needs. If your customer is primarily printing letters and does not need color capability, a black-
and-white printer is sufficient. However, an elementary school teacher might need a color printer
to add excitement to lessons.

 Quality
The quality of printing is measured in dots per inch (dpi). The more dpi, the higher the resolution.
When the resolution is higher, text and images are usually clearer. To produce the best high-
resolution images, you should use both high-quality ink or toner and high-quality paper.

 Reliability
A printer should be reliable. Because there are so many types of printers on the market, you
should research the specifications of several printers before selecting one. Here are some of the
options available from the manufacturer:
 Warranty: Identify what is covered in the warranty.
 Scheduled servicing: Servicing is based on expected usage. Information is found in the
manual or on the manufacturer’s website.
 Mean time between failures (MTBF): The average length of time that the printer will
work without failing. You typically can find this information in the manual or on the
manufacturer’s website.

 Total Cost of Ownership

Consider the cost when selecting hardware. When buying a printer, you must consider more than
just the initial cost of the printer. The total cost of ownership (TCO) includes a number of factors:

 Initial purchase price  Warranty costs

 Cost of supplies, such as paper and ink/toner  Data/communication cables
 Price per page  The amount of material printed
 Maintenance costs  Lifetime of the printer

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There are two major types of printers:

I. Impact Printer
Produce texts and images when the tiny wire pins or print head strike the ink ribbon by
physically contacting the paper. E.g. Daisy wheel, Dot matrix printer, line printer.

II. Nonimpact printer

It produces texts and graphics on paper without actually striking to the paper.
E.g. Inkjet printer, laser printer, Thermal printer

 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”)-multiple copies of d/t colored papers at a time.
Disadvantages:
 Noisy
 Low resolution graphics
 Limited color capability
 Slow printing, normally 32 to 76 characters per second (cps)

 A daisywheel printer is an impact printer that uses a wheel as a print head. As the wheel
rotates, hammer strikes the backside of the spoke and presses it against the paper to print a
character.
Advantages of a daisywheel printer: it can print letter quality characters.
Disadvantages of a daisywheel printer: its printing speed is very slow and it cannot print
graphics.

 A dot-matrix printer is an impact printer that produces printed images with a print head
striking mechanism. Most dot-matrix printers use continuous form paper. A higher number
of pins on the print head means more dots are printed, which results in higher print quality
(i.e., a 24-pin printer has better print quality than a 9-pin printer).

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The above diagram shows the grid (or dot matrix), the way the letter A is designed on this
matrix, how the letter A is formed on paper, and what a close up of the printout would look
like. Note that the final image is fuzzy and not cleanly formed because the cloth ribbon and
the paper texture cause the ink to smear, and also because of slight misalignment of the pins.

The speed of a dot-matrix printer is normally measured by the number of characters per
second (cps) it can print.

Advantages of dot-matrix printers: - Dot-matrix printers can print multipart forms. It can
with stand dusty environment, vibrations, and extreme temperature.

Disadvantages of dot-matrix printers: - Dot-matrix printers are generally noisy because of

the striking mechanism. Print quality of dot-matrix printers is not as good as those from ink-
jet printers and laser printers.

 A line printer is a high-speed impact printer that prints an entire line at a time. The speed of
a line printer is measured by the number of lines per minute (lpm) it can print. Line printers
are often used with mainframes, minicomputers, or with a network in applications such as
manufacturing, distribution, or shipping.

 Non-Impact Printers

 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- which comprises a toner, print drum, charge corona wire (primary corona)
and the cleaning blade. Toner consists of a carbon substance mixed with iron oxide and
polyester resins.
 Laser Scanning Assembly- A laser reflects off of a mirror onto the drum and discharges the drum.
 High Voltage Power Supply- convert AC to DC and provide DC power to the two coronas.
 DC Power Supply - applies +5 and -5 VDC to the formatter board and +24 VDC to the
paper transport motors.
 Paper Transport Assembly- moving the paper through the printer
 Transfer Corona Assembly- applies a high positive charge to the paper
 Paper tray-place of ready papers for printing.
 Fuser assembly- contains 3 components, a halogen heating lamp, a Teflon coated fusing
roller and a pressure roller.
 Format board (RAM)

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NOTE: You should know the components of a laser printer and the steps required to print a page.

 Laser Printing Process

The laser printer process involves six steps to print information onto a single sheet of paper

 Cleaning - Photo Drum cleaned with rubber blade

 Charging /Conditioning: - Primary corona wire charges photo drum @ -600v approx.
 Writing - Laser writes on Photo Drum charging part of drum to near a positive one
 Developing - Toner attaches to where laser has written on photo drum
 Transfer - The positively charged paper causes the near neutral charged Toner to stick to it.
 Fusing - Fusing Roller uses heat and pressure to fuse toner onto 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 make sure that voltage is properly discharged.

 Inkjet Printers
Inkjet printers produce high-quality prints. Inkjet printers are easy to use and inexpensive
compared to laser printers. The print quality of an inkjet printer is measured in dots per inch (dpi).

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.

Inkjet Printer Components

 A feeding mechanism draws paper in and the paper passes by the print head where ink is
sprayed onto it.

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 Paper leaves the printer through the discharge mechanism, and is wet for about 15
seconds.

 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.

Advantage:- Thermal printers have a longer life because there are few moving parts.

 Disadvantages:
 Paper is expensive
 Paper has a short shelf life
 Images are poor quality
 Paper must be stored at room temperature

6.3. Printer to Computer Interfaces

A computer must have a compatible interface with the printer to be able to print documents.
Typically, printers connect to home computers using a parallel, USB, or wireless interface.
Corporate printers may connect to a network using a network cable.

The different types of printer ports are described in the following sections.
Serial Ports: Serial data transfer is the movement of single bits of information in a single
cycle. A serial connection can be used for dot-matrix printers because they do not require high-
speed data transfer.

Parallel Ports: Parallel data transfer is faster than serial data transfer. Parallel data transfer is
the movement of multiple bits of information in a single cycle. The path is wider for
information to move to or from the printer.

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SCSI Interfaces: Small Computer System Interface (SCSI) is a type of interface that uses
parallel communication technology to achieve high data-transfer rates.

USB Interfaces: Universal Serial Bus (USB) is a common interface for printers and other
devices. The speed and simple setup have made USB very practical. Newer operating systems
offer “plug-and-play” USB support. When a USB device is added to a computer system
supporting plug-and-play, the device is automatically detected and starts the driver installation
process.

FireWire Connections: FireWire, also known as i.LINK or IEEE 1394, is a high-speed

communication bus that is platform-independent. FireWire connects digital devices such as
digital printers, scanners, digital cameras, and hard drives.

FireWire allows a peripheral device, such as a printer, to seamlessly plug into a computer. It also
allows a device such as a printer to be hot-swappable. FireWire provides a single plug and-socket
connection that can attach up to 63 devices. FireWire has a data transfer rate of up to 400 Mbps.

Ethernet Connections: Printers can be shared over a network. Connecting a printer to the
network requires cabling (such as Ethernet) that is compatible with both the existing network and
the network port installed in the printer. Most network printers use an RJ-45 interface to connect
to a network.

Wireless Connections: Wireless printing technology is available in infrared, Bluetooth, and

wireless fidelity (WiFi) technology.

For infrared communication to take place between a printer and a computer, transmitters and
receivers are required on both devices. There must be a clear line of sight between the transmitter
and receiver on both devices, with a maximum distance of 12 feet (3.7 m). Infrared uses a type of
light that is invisible to the human eye.

Bluetooth technology uses an unlicensed radio frequency for short-range communication and is
popular for wireless headsets and synching PDAs to laptops and desktop computers. A Bluetooth
adapter allows a Bluetooth device to connect to a printer, usually by using a USB port.

Wi-Fi is the popular name for a relatively new technology that lets you connect computers to a
network without using cables.

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6.4. Installation and Configuration of Printers

When you purchase a printer, the installation and configuration information is usually supplied
by the manufacturer. An installation CD that includes drivers, manuals, and diagnostic software
is included with the printer. The same tools may also be available as downloads from the
manufacturer’s website.

 How to Set Up a Printer

Although all types of printers are somewhat different to connect and configure, some
procedures should be applied to all printers. After the printer has been unpacked and
placed in position, connect it to the computer, network, or print server, and plug it into an
electrical outlet.

Follow these steps to set up a printer:

1. Check the box to ensure all required cables are provided.
2. Remove packing materials from the printer
3. Remove plastic inserts from the consumables.
4. Place printer in position. Ensure that the printer location will not cause overheating.
5. Install paper trays.
6. Install paper.
7. Read and follow the instruction manual.
8. Connect cables.
9. Test print from computer

 Power and Connect the Printer

Now that the printer has been unpacked and placed in position, you must connect it to the
computer, network, or print server and plug it into an electrical outlet by following these steps:

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1. Connect the appropriate data cable to the communication port on the back of the printer.
If the printer has a USB, FireWire, or parallel port, connect the corresponding cable to the
printer port.

2. Connect the other end of the data cable to the corresponding port on the back of the
computer. If you are installing a network printer, connect the network cable to the
network port.

3. 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 is
turned on will damage the UPS unit.

 Printer Driver
After you have connected the power and data cables to the printer, the operating system may
discover the printer and attempt to install a driver. If you have a driver disc from the
manufacturer, use this driver. The driver that is included with the printer is usually more current
than the drivers used by the operating system.

Printer drivers are software programs that enable the computer and the printer to communicate
with each other. Drivers also provide an interface for the user to configure printer options. Every
printer model has a unique driver. Printer manufacturers frequently update drivers to increase the
printer’s performance, to add options, or to fix problems. You can download new printer drivers
from the manufacturer’s website.

To update and test a printer driver, follow these steps:

1. Find out if a newer driver is available on the manufacturer’s website
2. Download the driver files to your computer
3. Install the driver automatically or manually
4. Test the new printer driver

 Printer Firmware
Firmware is a set of instructions stored on the printer. The firmware controls 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.

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 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 the printer to handle more complex print
jobs. All printers have at least some memory. Generally, the more memory a printer has, the
more efficiently it operates.

Here is a generic list of steps to follow to upgrade printer memory:

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 the printer.
8. Run a self-test.
9. Print a test page.
Consult the documentation for memory requirements:
 Memory specifications: Some printer manufacturers use standard types of memory, and other
manufacturers use proprietary memory. Check the documentation for the type of memory,
the speed of the memory, and the capacity of memory.
 Memory population and availability: Some printers have multiple memory slots. To find out
how many memory slots are used and how many are available, you may need to open a
compartment on the printer to check memory population.

 Configuration Options and Defaults Common printer settings

Each printer may have different configurations and default options. Check the printer
documentation for information about configurations and default settings.
Here are some common configurations that are available for printers:
 Paper type: Standard, draft, gloss, or photo
 Print quality: Draft, normal, photo, or automatic
 Color printing: Multiple colors are used
 Black-and-white printing: Only black ink is used
 Grayscale printing: A color image is printed using only black ink in different shades
 Paper size: Standard paper sizes or envelopes and business cards
 Paper orientation: Landscape or portrait
 Print layout: Normal, banner, booklet, or poster
 Duplex: Normal or two-sided printing

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 Print a Test Page

After installing a printer, you should print a test page to verify that the printer is operating
properly. The test page confirms that the driver software is installed and working correctly and
that the printer and computer are communicating.

To print a test page manually:

Start-> Printers and Faxes
In the Printers and Faxes window, right-click the desired printer and follow this path: Properties
> General Tab -> Print Test Page

A dialog box will open, asking if the page printed correctly. If it did not, then built-in Help will
assist you in troubleshooting the problem.

 Print from an Application

To print from Notepad:
Start -> Programs -> Accessories -> Notepad
A blank document will open.
Enter some text in the document.
File ->Print or Ctrl + P

 Test Printer from Printer Panel

Most printers have a front panel with controls to allow you to generate test pages. This method of
printing enables you to verify the printer operation separately from the network or computer.
Consult the printer manufacturer's website or documentation to learn how to print a test page
from the front panel of the printer.

 Sharing a Printer
Printer sharing enables multiple network users or clients
to access a printer from a central location. Here below the
step to share a printer.
1. Click Start > Printers and Faxes.
2. Right-click the printer that you have added and
choose Printer Properties.
3. Select the Share tab.
4. Click the Share this printer radio button.
5. Keep or change share name.
6. Click Apply.

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To connect to the shared printer from another computer:

Choose Start > Printers and Faxes > Add Printer
Follow the steps using the Add Printer Wizard that we got two options on windows 7
(Add local printer /Add networked printer)
Then by choosing Add networked, wireless printer option
On windows 8 we got the following options:

Here in order to add network printer

from other PC we can use
address/computer name of the PC to
which the printer is connected to it as it
is shown in the figure.

 We may use UTP network cable

 Wireless where printer supports
WiFi/Bluetooth technology
 Or chose the last to add a printer
connected to your local machine
 Finally click next

Here is the step that you will choose

port (data cable) connected to your
machine (USB, LPT1, or network cable
(UTP, Coaxial or fiber based on the
printer type that it supports)

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Here is the step that you will choose

the printer manufacturer and its model

Here is the step that the driver

from where we install

Here you can edit printer name or

you took it the default.

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If you wants to share your printer select the

second option->Next->finish.

6.5. Types of Scanners

As a computer technician, you may be required to purchase, repair, or maintain a scanner. The
customer may ask you to perform the following tasks:
 Select a scanner.
 Install and configure a scanner.
 Troubleshoot a scanner.

Scanners are used to convert printed data or images into an electronic data format that a
computer can store or process as required. After an image has been scanned, it can be saved,
modified, and even e-mailed, as you would with any other file. Although most scanners perform
the same operation, different types of scanners are available, as shown below.

 All-in-one: Combination device that can scan, print, send faxes, and make copies

An all-in-one device combines the functionality of multiple devices into one physical piece of
hardware. The devices may include media card readers and hard drives for storage. All in-one
devices generally include these functions: Scanner, Printer, Copier and Fax.

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Advantages;
- All devices are built in: scanner, fax and printer
- Low cost
- One upgrade for all devices
- Easy connection and setup
- Uses one port for all devices

Disadvantages
- Not modular: if one device breaks, not all devices may be operational
- Not designed for heavy use

 Flatbed: Single-purpose device that converts hard-copy data to an electronic image

Flatbed scanners are often used to scan books and photographs for archiving. An electronic
image is acquired by placing the book or photograph face down on the glass. The scanner head,
consisting of an array of image sensors, lies beneath the glass and moves along the item,
capturing the image.

Sheet feeders can be used with flatbed scanners to scan multiple images. A sheet feeder is a
device that can be attached to some flatbed scanners to hold multiple sheets and feed them into
the scanner one at a time. This feature allows for faster scanning; however, the image quality is
usually not as good as a flatbed scanner that does not use a sheet feeder.

Advantages
- Most common type of desktop scanner
- Low cost
- Connection and setup are easy: one port

Disadvantages
- Limited scanning size based on size of scanning bed

 Drum: High-quality scanner that spins film around a drum while a fixed laser or other beam
of light captures the image as it spins.

Drum scanners produce a high-quality transfer of an image. Drum scanners are usually used
commercially but are being replaced by lower-priced, high-quality flatbed scanners. Many drum
scanners are still in use for high-end reproductions, such as archiving photographs in museums.

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To scan an image using a drum scanner, you attach the image to a revolving drum or load it into
a supporting canister. The drum is rotated at high speed across optical scanners. The optical
scanners move slowly across the drum surface until the entire image is captured. The captured
image is then reproduced by the computer as a digital image file.

Advantages
- High-end image results

Disadvantages
- Expensive
- Difficult to operate

 Handheld: Portable scanner that is small enough to drag over text in books or other materials

A handheld scanner is small and portable. It is difficult to smoothly scan an image using a
handheld scanner. To scan an item, carefully pass the scanner head across the item that you want
to scan. As with a flatbed scanner, digital images are made from the images collected by the
handheld scanner.

When you want to scan an item larger than the head of the handheld scanner, you must make
more than one pass to capture the full image. It may be difficult to re-create the original image
digitally when it is scanned in more than one pass. The images must be put back together to form
a single image of the item that was scanned.

Advantages
- Small
- Portable
- Can scan images that cannot fit in or on any other type of scanner

Disadvantages
- Multiple passes may need to be made to scan large items
- Consistent image results vary, depending on the user experience

 Resolution and OCR

As with printers, the features, quality, and speed of the different types of scanners vary. Scanners
typically create an RGB image that can be converted into common image formats such as JPEG,
TIFF, BMP, and PNG. An RGB image has three channels: red, green, and blue. RGB channels

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generally follow the color receptors of the human eye and are used in computer displays and
image scanners.

Some scanners can create text documents using optical character recognition (OCR) software.
OCR software is used to convert a scanned printed page into text that can be edited with a word
processor. A scanner’s resolution is measured in dots per inch (dpi). As with printers, the higher
the dpi, the better the image quality.

To allow communication of data, the scanner and computer must have compatible interfaces. The
interfaces and cables used for printers typically are the same as the interfaces and cables used for
scanners.

6.6. Installation and Configuration of scanners

When you purchase a scanner, the installation and configuration information is usually supplied
by the manufacturer. 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 the
manufacturer's website.

 Power and Connect a Scanner

Like printers, scanners can connect to a computer using the USB, FireWire, network, or parallel
port interface. Some scanners may connect using a SCSI interface.

Scanners that are built into an all-in-one device should be plugged directly into an AC wall
outlet. This provides the AC current necessary to operate the all-in-one device. Other types of
scanners may acquire power through the USB or FireWire connector.

After unpacking the scanner, connect the appropriate power and data cables. Use the scanner
documentation as your guide, or check the manufacturer’s website for instructions.

CAUTION: Some scanners are packed for shipping with the scanner assembly taped or blocked
off to prevent damage in transport.

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 Install and Update Device Driver

As soon as you have connected and started the scanner, the computer operating system might be
able to discover the scanner through the plug-and-play process. If the scanner is discovered, the
operating system might automatically install a driver.

After you set up a scanner, install the driver software that the manufacturer includes with the
scanner. This driver is usually more current than the drivers on your computer. It may also
provide more functionality than the basic driver from Windows.

6.7. Preventive Maintenance Techniques for printers and scanners

Printers and scanners have many moving parts that can wear out over time or through extended
use. They must be maintained regularly to operate correctly.

Moving parts can be affected by dust and other air particles. Clean printers and scanners
regularly to avoid downtime, loss of productivity, and high repair costs.

 Printer Maintenance
Printers have many moving parts and require a higher level of maintenance than most other
electronic devices. Impurities produced by the printer collect on the internal components.

Over time, if the impurities are not removed, the printer may malfunction. The maintenance
schedule for a printer can be found in the manual or on the manufacturer’s website.

CAUTION: Unplug the printer from the electrical source before beginning maintenance.

Most printers come with printer monitoring and diagnostic software from the manufacturer that
can help you maintain the printer. Observe the guidelines from the manufacturer for cleaning the
following printer and scanner components:
 Printer roller surfaces
 Printer and scanner paper-handling mechanisms

The type and quality of paper and ink used can affect the printer’s life:

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 Paper selection: High-quality paper can help ensure that the printer operates efficiently and
for a long time. Many types of printer paper are available, including inkjet and laser. The
printer manufacturer may recommend the type of paper that should be used for best results.
Some papers, especially photo paper and transparencies, have a right side and a wrong side.
Load the paper according to the manufacturer’s instructions.

 Ink selection: The manufacturer recommends the brand and type of ink that you should use.
If the wrong type of ink is installed, the printer may not work, or the print quality may be
reduced. You should avoid refilling the ink cartridges, because the ink may leak.

Techniques for maintaining printers:

 Use manufacturer monitoring and diagnostic software.
 Dot matrix printers have roller surfaces that you should clean with a damp cloth.
 Inkjet printers have paper-handling mechanisms that may collect particles of paper over
time. Wipe the area with a damp cloth.
 Clean a laser printer with a special vacuum cleaner (not a household type) if you spill the
toner. Unplug a laser printer before cleaning it due to the high voltages.

 Scanner Maintenance
The scanner surface should be kept clean. If the glass becomes dirty, consult the manufacturer’s
user manual for cleaning recommendations. To prevent liquid from leaking into the scanner case,
do not spray glass cleaner directly on the device. Dampen a cloth with the cleaner, and then
apply the cleaner gently to the glass.

If the inside of the glass becomes dirty, check the manual for instructions on how to open the
unit or remove the glass from the scanner. If possible, thoroughly clean both sides of the glass,
and replace the glass as it was originally set in the scanner. When the scanner is not in use, keep
the lid closed. Keep a handheld scanner in a safe place. Also, never lay anything heavy on a
scanner, because you may damage the casing or internal parts.

 Troubleshooting Printers and Scanners

With printer and scanner problems, a technician must be able to
determine if the problem exists with the device, the cable connection, or
the computer that it is attached to. Follow the steps outlined in this
section to accurately identify, repair, and document the problem.

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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

The first step in the troubleshooting process is to gather data from the customer. Ask the
customer some open-ended and closed-ended questions.

Some examples of open-ended questions are as follows:

 What problems are you experiencing with your printer or scanner?
 What software or hardware has been installed on your computer recently?
 What were you doing when the problem was identified?
 What error messages have you received?
 What type of connection is the printer or scanner using?

Some examples of closed-ended questions are as follows:

 Is the printer/scanner under warranty?
 Is the printer/scanner making any strange noises?
 Have you updated the software that supports the printer/scanner?

2. Verify the Obvious Issues

After talking to the customer, you should verify the obvious issues. Here is a list of some
common issues for printers and scanners:
 Loose cable connections
 Paper jams
 Equipment power
 Low-ink warning
 Out of paper
 Errors on the equipment display
 Errors on the computer screen

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3. Try Quick Solutions First

After the obvious issues have been verified, try some quick solutions. Some quick solutions for
printers and scanners include the following:
 Restart the printer or scanner.
 Disconnect and reconnect the cables.
 Restart the computer.
 Check the printer for paper jams.
 Reseat the paper in the paper trays.
 Open and close the printer trays.
 Ensure that the printer doors are closed.
 Print from another application
 Remove all print jobs from the queue: Start > Printers and Faxes >double-click the
printer> Printer > Cancel All Documents

4. Gather Data from the Computer

If quick solutions do not correct the problem, gather data from the computer. Here are some
different ways to gather information about the problem from the computer:
 Check that the correct printer is set as the default printer.
 Check that the correct services are running.
 Check Device Manager for any hardware issues.
 Check that the printer or scanner is configured correctly.

5. Evaluate Problem & Implement Solution

At this point, you have enough information to evaluate the problem and then research and
implement possible solutions. Some resources for possible solutions include the following:
 A past problem-solving experience  Computer manuals
 Other technicians  Device manuals
 Internet search  Online forums
 Newsgroups  Technical websites
 Manufacturer FAQs

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6. Close with the Customer

After you have solved the printer or scanner problem, you close with the customer. Here is a list
of the tasks required to complete this step:

Step 1. Discuss the solution implemented with the customer.

Step 2. Have the customer verify that the problem has been solved.
Step 3. Provide the customer with all the paper work.
Step 4. Document the steps taken to solve the problem in the work order and the technician’s journal.
Step 5. Document any components used in the repair.
Step 6. Document the time spent resolving the problem.

6.8. Common Problems and Solutions

Printer or scanner problems can be attributed to hardware, software, networks, or some
combination of the three. You will resolve some types of printer and scanner problems more
often than others. Common printer and scanner problems and solutions are presented in the
following table.

Problem Symptom Possible Solution

Printer does not print Delete the print job from the queue and print again

Printer is printing unknown characters Uninstall and reinstall the print driver

Laser printer prints lines or streaks on Replace the toner cartridge

every page

Scanner head doesn’t move Unlock the scanner head.

Computer doesn’t detect the scanner Make sure that all the cables are connected properly.

SCSI scanner does not scan Make sure that the scanner is started before the computer.

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