(text in italics is under revision late Nov 2010; HPUPD sections also need updating)
Introduction
When you create a "printer" (a print queue) on a Windows Server, you need to set its properties correctly, because these properties are passed down to the client computers printing to this queue, and the clients cannot override many of these properties. This document explains some of the default printer properties that we have to change. (Right-click a printer and choose Properties.)
Many of the settings that follow are specific to the printer driver in use for each device. Anytime you're not seeing what is described here, use the Apply button to make your last changes effective, then look again.
Printer driver: Xerox Global Print Driver (X-GPD) PostScript
Current version: 5.216.1200.0.0, dated June 26, 2011
(32- and 64-bit, PCL6 and 5 versions available but PostScript works better with Adobe apps, )
On all Xerox devices, we are using the latest Xerox Global Print Driver PS (PS = PostScript), with its ability to dynamically detect the printer's features using Bi-Directional communication (via SNMP). Therefore, the first settings to check are that Bi-Di is on, the model was detected correctly, and the printer features were detected correctly. On the Configuration tab, except for the WorkCentre 7132 model, under the Bi-Directional Setup button, make sure Communication: is set to Automatic, the Refresh Rate is 2.0 minutes, and Job Notification is Off. If these are not correct, make these changes and use the Apply button, and then continue. On the Options tab, except for the WorkCentre 7132 model, under Device Options, Configuration: the model should have been detected correctly. If so, back on the Configuration tab, choose the Installable Options button to see what features were detected; these will be grayed out, because Bi-Di is on and so these features are detected automatically.
If a printer is Offline (turned off or disconnected from the network), Bi-Di communication is not going to work and so printer features and defaults cannot be set correctly. You have to get the printer back online and seen by the server before you can continue. If a duplexer or tray is not being detected correctly, it's usually a physical problem: check that the duplexing unit or tray is installed and seated correctly. If a duplexer cannot be detected correctly, then the device Installable Options must be set manually.
Xerox WorkCentre 7132 exception
This model of printer cannot be detected by the Xerox Global Print Driver (X-GPD), so we have to set its features manually. First, on the Configuration tab, Bi-Di must be off, the Refresh Rate won't matter, and Job Notification should be off. Next, on the Options tab, under Device Options, choose the dropdown listbox next to Configuration and select Xerox WorkCentre 7232. After applying this change, back on the Configuration tab, use the Installable Options button to set the features for this particular device. For most 7132s on campus, the correct features are: Paper Trays: 4; High Capacity Feeder: Not Installed; Finisher/Output Tray: Integrated Office Finisher; Hole Punch Unit: Not Installed; LAN Fax: Not Installed.
X-GPD Printing (driver) defaults
Once the printer driver, model, communications, and features are set correctly, then you can select printer default settings, which have to be set in the correct places. First, on the Advanced Tab, we do not change any of these settings except: for GoPrint-managed printers. as in the fake department SCIC, turn off "Enable advanced printing features". (For all printers not managed by GoPrint, leave this on for extra functionality.) Now, from the Advanced tab, choose the Printing Defaults button. The dialog boxes you see here from here on are driver-specific; for the X-GPD driver, you see 4 tabs. Choose the Advanced tab and expand the settings under Document Options-> Paper/Output. If there is a setting for Banner Page, turn it off; if there is a setting for Job Identification, change it to Disable Job ID (which turns the banner page off).
Now, choose the Paper/Output tab. In the Paper: textbox, if the first setting is "Mixed Size Output", then you won't be able to change the duplex (2-Sided) setting, so we'll fix the Paper size first: using the big dropdown button next to Paper:, choose Other Size..., then from the Output Paper Size: dropdown, choose Letter, then OK. Once the Paper: textbox no longer says "Mixed Size Output", you have the option to change the duplex default: under 2-Sided Printing, choose 2-Sided Print. It is appropriate to set duplex as the default for all networked printers (unless an operator has specified otherwise), and for any other printer whose Comments textbox on the General tab ends with a notation that this printer should be set to duplex by default. (That choice was made by the printer operator.)
Another choice made by the printer operator is, for color devices with a single print queue, whether the default output should be color or black and white. If the operator prefers this print queue to default to black and white (b&w), that will be noted at the end of the Comments textbox on the General tab. (Sometimes, there will be a BLDGRoom-Model queue for b&w, and another BLDGRoom-Color-Model queue for color printing.) You set this under the Printing Defaults on the Color Options tab, which normally defaults to Automatic Color (Recommended) for color-capable devices.
Printer driver: HP Universal Printing Driver (HPUPD) PCL6
Current version: 61.115.1.10527, dated July 1, 2011
(32- and 64-bit, PostScript and PCL5 versions available but HP printers use PostScript emulations that don't always work with Adobe apps, earliest LaserJet model supported is 4000, not 4, 5M)
Installing the HP Universal Print Driver (HPUPD) has a few side effects. First, it can install two new services on the client computer which are set to load on startup: Net Driver HPZ12 and Pml Driver HPZ12. These services would work fine if set to Manual start instead.
Second, the HPUPD does not correctly detect a printer’s features (memory, duplex, trays, etc.) until it has communicated with the printer once. I run this detection when I install the Windows Server driver for each printer, but of course it doesn’t work if the printer is off. Until this runs once for each networked printer, with all intended add-ons installed and active on the printer, the configuration may not match the printer’s features. You can force this detection on a Windows client just like I do on the Windows Server: select the printer and choose Properties; on the Device Settings tab, scroll down and expand Installable Options, then change the Automatic Configuration dropdown to Update Now. It will immediately try to contact the printer and adjust the configuration, which you’ll see in a popup progress dialog. After this, change the Printer Status Notification setting right under that to Disabled, then choose OK.
HPUPD Printing (driver) defaults
Once the printer driver, model, communications, and features are set correctly, then you can select printer default settings, which have to be set in the correct place. First, on the Advanced Tab, we do not change any of these settings except: for GoPrint-managed printers. as in the fake department SCIC, turn off "Enable advanced printing features". (For all printers not managed by GoPrint, leave this on for extra functionality.) Now, from the Advanced tab, choose the Printing Defaults button. The dialog boxes you see here from here on are driver-specific; for the HPUPD, you see 8 tabs. Choose the Printing Shortcuts tab. You can choose duplex in the Print on both sides: textbox: choose Yes, flip over. It is appropriate to set duplex as the default for all networked printers (unless an operator has specified otherwise) , and for any other printer whose Comments textbox on the General tab ends with a notation that this printer should be set to duplex by default. (That choice was made by the printer operator.) Right under that, make sure the Paper type: textbox is Unspecified; anything else will cause unwanted prompts for different papers.
Printer driver: Canon iR-ADV C5051 PostScript
Current version: 20.52, dated April 21, 2011
On all Canon MFDs, we are using the latest Canon PS (PS = PostScript) driver, with its ability to dynamically detect the printer's features using Bi-Directional communication (via SNMP). Therefore, first detect the current settings: on the Device Settings tab, choose the Get Device Status button at the bottom. You will see the immediate communication with the device; after you acknowledge the OK button, all the options on this tab will be up-to-date.
If a printer is Offline (turned off or disconnected from the network), Bi-Di communication is not going to work and so printer features and defaults cannot be set correctly. You have to get the printer back online and seen by the server before you can continue. If a duplexer or tray is not being detected correctly, it's usually a physical problem: check that the duplexing unit or tray is installed and seated correctly. If a duplexer cannot be detected correctly, then the device options must be set manually. You can see a list of the installed options on the PostScript config page, described here .
CC5051 Printing (driver) defaults
Once the printer driver, model, communications, and features are set correctly, then you can select printer default settings, which have to be set in the correct place. First, on the Advanced Tab, we do not change any of these settings except: for GoPrint-managed printers. as in the SCIC, turn off "Enable advanced printing features". (For all printers not managed by GoPrint, leave this on for extra functionality.) Now, from the Advanced tab, choose the Printing Defaults button. The dialog boxes you see here from here on are driver-specific; for the CC5051, you see 6 tabs.
Choose the Finishing tab. You have the option to change the duplex default: under Print Style:, choose 2-sided Printing. It is appropriate to set duplex as the default for all networked printers (unless an operator has specified otherwise), and for any other printer whose Comments textbox on the General tab ends with a notation that this printer should be set to duplex by default. (That choice was made by the printer operator.) For all Canon MFDs, there will be dual queues: a BLDGRoom-CC5051 queue for b&w, and a BLDGRoom-Color-CC5051 queue for color printing. You set this in the Printing Defaults on the Color tab, where Color Mode must be set to Black and White for the default-b&w queue.
(Not yet finished...)
Disclaimer: This information was correct as of when it was created based on Sande's best knowledge. If this page has been edited by anyone else, Sande is not responsible for the accuracy of the information.