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Print Management Guide - Print Management

 

On computers running Windows® 7 and Windows Server® 2008 R2, you can share printers on a network and centralize print server and network printer management tasks using the Print Management Microsoft Management Console (MMC) snap-in. Print Management helps you to monitor print queues and receive notifications when print queues stop processing print jobs. It also enables you to migrate print servers and deploy printer connections using Group Policy.

Tools for managing a print server

There are two primary tools that you can use to administer a Windows print server:
  • Server Manager

  • Print Management

On Windows Server 2008 R2, you can use Server Manager to install the Print and Document Services server role and role services. Server Manager also includes an instance of the Print Management snap-in, which you can use to administer the local server.

Print Management provides current details about the status of printers and print servers on the network. You can use Print Management to install printer connections to a group of client computers simultaneously and to monitor print queues remotely. Print Management can help you to find printers that have an error condition by using filters. It can also send e-mail notifications or run scripts when a printer or print server needs attention. On printers that provide a Web-based management interface, Print Management can display more data, such as toner and paper levels.

Note

To manage a remote print server, you must be a member of the Print Operators or Server Operators groups, or the local Administrators group on the remote print server. You do not need these permissions to monitor remote print servers, though some functionality will be disabled.

Services for print servers and network printers

The Print and Document Services role in Windows Server 2008 R2 includes the following three role services that are relevant for managing your print servers and network printers. You can add these role services while you are installing the Print Services role using the Add Roles Wizard of Server Manager. Or you can install them at a later time by using the Add Role Services Wizard of Server Manager.

Note

Because Windows 7 is a client operating system, it does not include role services. Instead, it includes the Print Management snap-in. Windows 7 also includes LPD Print Service as an optional Windows feature. You can install LPD Print Service from Control Panel using Programs and Features. Windows 7 does not include the Internet Printing feature or Distributed Scan Server role service.

 

Print Server

Print Server is a role service that installs the Print Management snap-in. Print Management is used for managing multiple printers or print servers and migrating printers to and from other Windows print servers. After you share a printer, Windows enables the File and Printer sharing exception in Windows Firewall with Advanced Security.

 

LPD Service

The Line Printer Daemon (LPD) Service installs and starts the TCP/IP Print Server (LPDSVC) service, which enables UNIX-based computers or other computers that are using the Line Printer Remote (LPR) service to print to shared printers on this server. It also creates an inbound exception for port 515 in Windows Firewall with Advanced Security.

No configuration is necessary for this service. However, if you stop or restart the Print Spooler service, the TCP/IP Print Server service is also stopped, and it is not automatically restarted.

To print to a printer or print server that uses the LPD protocol, you can use the Network Printer Installation wizard and a Standard TCP/IP printer port. However you must install the Line Printer Remote (LPR) Port Monitor feature to print to a UNIX print server. To do so, use one of the following methods:

  • In Control Panel, click Programs and Features, click Turn Windows features on or off, expand Print and Document Services, select the LPR Port Monitor check box, and then click OK.

  • In Server Manager, click Add Features, select the LPR Port Monitor check box, and then click OK.

Internet Printing

The Internet Printing role service in Windows Server 2008 R2 creates a Web site hosted by Internet Information Services (IIS). This Web site enables users to:
  • Manage print jobs on the server.

  • Use a Web browser to connect and print to shared printers on this server by using the Internet Printing Protocol (IPP). (Users must have Internet Printing Client installed.)

To manage a server by using the Web site created by Internet Printing, open a Web browser and navigate to http://servername/printers, where servername is the UNC path of the print server.

To install the Internet Printing Client, use one of the following methods:

  • In Windows 7: in Control Panel, click Programs and Features, click Turn Windows features on or off, expand Print and Document Services,select the Internet Printing Client check box, and then click OK.

  • In Windows Server 2008 R2: in Server Manager, click Add Features, select the Internet Printing Client check box, and then click OK.

Print and Document Services

Print and Document Services is a server role in Windows Server 2008 R2 that enables you to share printers and scanners on a network, set up print servers and scan servers, and centralize network printer and scanner management tasks. You can do these tasks using the Print Management and Scan Management Microsoft Management Console (MMC) snap-ins. You can use the snap-ins to monitor network printers and scanners, and to manage Windows print servers and scan servers in your organization.

 

Managing print and scan resources

There are three primary tools that you can use to manage Windows print servers and scan servers:
  • Server Manager

  • Print Management

  • Scan Management

In Windows Server 2008 R2, you use Server Manager to install the Print and Document Services server role and role services. These role services also install the Print Management and Scan Management snaps-ins.

The Print Management and Scan Management snaps-ins are also available on computers running Windows 7.

Print Management helps you to monitor print queues and receive notifications when print queues stop processing print jobs. It also enables you to migrate print servers and deploy printer connections using Group Policy.

Scan Management enables you to monitor network scanners and scan servers, process scanned documents, and then route the scanned documents to network folders, Windows SharePoint Web sites, and to e-mail recipients.

Print and Document Services role services

The Print and Document Services role in Windows Server 2008 R2 includes four relevant role services for managing print and scan resources. The first three role services provide the functionality for a print server, while Distributed Scan Server provides the functionality for a scan server. You can add these role services while you are installing the Print and Document Services role using the Add Roles Wizard for Server Manager. Or you can install them at a later time using the Add Role Services Wizard for Server Manager.

Note

Because Windows 7 is a client operating system, it does not include role services. Instead, it includes the Print Management and Scan Management MMC snap-ins. Windows 7 also includes the Line Printer Daemon (LPD) Print Service role service as an optional Windows feature. Windows 7 does not include the Internet Printing or Distributed Scan Server role services.

Print Server role service

Print Server is a role service of the Print and Document Services role, and installs the Print Management snap-in. You can use Print Management to manage multiple network printers or print servers, and migrate printers to and from other Windows print servers.

LPD Service role service

The LPD Service role service that installs and starts the TCP/IP Print Server (LPDSVC) service, which enables UNIX-based computers or other computers that are using the Line Printer Remote (LPR) service to print to shared printers on this server.

 

Internet Printing role service

The Internet Printing role service in Windows Server 2008 R2 creates a Web site hosted by Internet Information Services (IIS). This Web site enables users to manage print jobs on the server, and to use a Web browser to connect and print to shared printers on the server by using the Internet Printing Protocol (IPP). (Users must have Internet Printing Client installed.)

Distributed Scan Server role service

Distributed Scan Server is a role service that installs the Scan Management snap-in. You can use Scan Management to monitor multiple network scanners, configure scan servers, process scanned documents, and then route the scanned documents throughout your network.

User Interface: Print Management

Add/Remove Servers Dialog Box

The following table provides descriptions of the User Interface (UI) elements for the Add/Remove Servers dialog box.
Element Description
Add server Adds the name of the print server you want Print Management to manage.
Add to List Adds the print server to the list at the bottom of the page and clears the Add Server box.
Add the Local Server Adds the computer on which you are logged on to the list of managed print servers.
Remove Deletes the selection.
Remove All Clears the entire list.

Filter Properties Dialog Box

The following table provides descriptions of the User Interface (UI) elements for the Filter Properties dialog box.
Tab Element Description
General Name Provides a space for you to type a name for the printer filter.
General Description Provides a space for you to type a description for the printer filter that helps to differentiate it from other printer filters.
Filter Criteria Field Lists the available print queue or printer status characteristic.
Filter Criteria Condition Lists the available conditions.
Filter Criteria Value Lists the available values.
Filter Criteria Clear All Clears all criteria fields.

Deploy with Group Policy Dialog Box

The following table provides descriptions of the User Interface (UI) elements for the Deploy with Group Policy dialog box.
Element Description
The users that this GPO applies to (per user) Specifies whether to assign the printer connection setting to the GPO on a per-user basis.
The computers that this GPO applies to (per machine) Specifies whether to assign the printer connection setting to the GPO on a per-machine basis.
Browse Specifies the GPO that deploys the printer connection.
Add Adds the printer connection setting.
Remove Deletes the selection.
Remove All Clears the entire list.

Set Notifications Dialog Box

The following table provides descriptions of the User Interface (UI) elements for the Set Notifications dialog box.
Element Description
Send e-mail notification Enables or disables sending an automatic e-mail notification to someone when the conditions of a filter are met.
Recipient e-mail address(es) Provides a space for you to type the e-mail address of the recipient.
Sender e-mail address Provides a space for you to type the e-mail address of the sender.
SMTP server Provides a space for you to type the host name of the SMTP server that will forward the e-mail notifications.
Message Provides a space for you to type a text message describing the conditions of the printer problem.
Run script Enables or disables running a script when the conditions of a filter are met
Path Provides a space for you to type the path where the script file is located.
Additional arguments Provides a space for you to add more arguments.
Test Tests the e-mail or script notification settings.