Troubleshooting guide

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PRINTER SETUP PROCEDURES

AARP Foundation Tax-Aide October 2, 2014 Page 1 of 18

Overview

This document describes how to install printers in a TaxWise Online network or standalone

environment. TaxWise desktop is not addressed, since the desktop version is not used in CA1.

Procedures are for Windows 7 computers, only. Windows 8 is not prevalent on AARP or depot

computers in the CA1 region and Windows XP is not to be used. Troubleshooting suggestions are

also included.

Table of Contents

Overview .......................................................................................................................................... 1

Related Documents ........................................................................................................................... 2

Security Precautions ......................................................................................................................... 2

Overview, Definitions, and Conventions ......................................................................................... 2

Printer Sharing Preparation .............................................................................................................. 3

Setup the computer for File and Printer Sharing .......................................................................... 3

Enabling File and Printer Sharing ............................................................................................. 3

Disabling File and Printer Sharing. ........................................................................................... 4

Printer Sharing without File Sharing ........................................................................................ 4

Printer Sharing/Standalone Printer (Wired) ..................................................................................... 4

Connect the Computers and Switch or Router ............................................................................. 4

Decide which computer will be the print server computer ........................................................... 4

Let Windows Automatically Install The Printer Driver ............................................................... 5

Manually Install the Printer Driver ............................................................................................... 5

Name the printer on the print server computer ............................................................................. 5

Share the printer on the print server computer ............................................................................. 5

Install the shared printer on the other network computers. .......................................................... 6

Network Printers (Wired and Wireless) ........................................................................................... 7

General Guidelines for installing a network printer ..................................................................... 7

HP LaserJet 1022n Preparation .................................................................................................... 8

HP LaserJet 1102W Wireless Network Printer Setup .................................................................. 8

Brother HL-2270DW Wireless Network Printer Setup ................................................................ 9

Installing the Printer Driver – For Other Printers ....................................................................... 13

Adding a separate print server device ............................................................................................ 14

Removing a printer driver from the computer ................................................................................ 14

Troubleshooting Printer Installations ............................................................................................. 14

APPENDIX 1 – SELECTING THE PROPER PRINTER ............................................................. 16

APPENDIX 2 – INSTALLING A PRINT SERVER DEVICE ..................................................... 18

Summary of content (18 pages)

PAGE 1
PRINTER SETUP PROCEDURES Overview This document describes how to install printers in a TaxWise Online network or standalone environment. TaxWise desktop is not addressed, since the desktop version is not used in CA1. Procedures are for Windows 7 computers, only. Windows 8 is not prevalent on AARP or depot computers in the CA1 region and Windows XP is not to be used. Troubleshooting suggestions are also included. Table of Contents Table of Contents Overview .................................................
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PRINTER SETUP PROCEDURES Related Documents The following Volunteer ShareNet documents provide the procedures for setting up and troubleshooting a Local Area Network (LAN) and, if applicable, connection of the LAN to the host site’s Internet access point. This document assumes the LAN is operational. If not the appropriate reference procedure should be followed to set up the LAN prior to using the procedures in this document.
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PRINTER SETUP PROCEDURES models of Tax-Aide network printers are provided in the Network Printers (Wired and Wireless) section of this document. • Printer Sharing/Standalone Printer (Wired) • Network Printers (Wired and Wireless) Other printer setup definitions: • Print server computer – a computer that has a printer connected to it by a USB cable. Other computers on the network send their print jobs to the printer through this computer. This printer is called a shared printer.
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PRINTER SETUP PROCEDURES  o Public folder sharing  Turn off Public folder sharing o File sharing connections  Use 128-bit encryption to help protect file sharing connections o Password protected sharing  Turn on password protected sharing o Homegroup connections  Use user accounts and passwords to connect to other computers Click “Save changes” – you may be prompted to log off the computer to apply changes – if so, click the option to “Log off now” Disabling File and Printer Sharing.
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PRINTER SETUP PROCEDURES *NOTE: Parallel printer, Centronics, ports and cables have been out of use for many years. Therefore, present day computers do not have parallel printer ports to connect to these printers. The alternative, when the computer does not have a parallel printer port and the printer does, is to purchase a conversion cable that converts the parallel cable to a USB cable.
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PRINTER SETUP PROCEDURES 4) 5) 6) 7) 8) Put a check in the box by "Share this printer" Click “OK” To set as the Windows default printer, right-click the printer Select "Set as Default Printer" Close “Device and Printers” Install the shared printer on the other network computers. 1. Before setting up the printer on all other computers, check in the Control Panel to make sure that the Firewall status is ON for each computer. 2.
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PRINTER SETUP PROCEDURES Print a test page from each computer, if you haven’t already done so. On each computer, right-click on the printer, then select ”Printer Properties,” and then “Print a test page.” It is advisable to set the printer you will use for TaxWise as the Windows default printer on all computers on your network. That way, TaxWise will automatically select it as its default printer. To do this, right-click on the printer and select, “Set as default printer.
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PRINTER SETUP PROCEDURES HP LaserJet 1022n Preparation The procedures in this paragraph provide the preliminary steps to set up the printer for driver installation. Then it refers to the section, “Installing the Printer Driver – For Other Printers,” for the remaining procedures. 1. Have the network operational. 2. Download the printer installation file, “LJ1018_1020_1022_Full_Solution.exe” from the HP website 3. Reset the HP1022N to its factory defaults. a. From the powered off state do the following i.
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PRINTER SETUP PROCEDURES After installation, the host name and current IP address of the printer can be obtained from the configuration page obtained by pressing the red “X” button on the printer until a page starts to print. The other computers are setup up by starting Internet Explorer, going to the host name and running the setup routine from the “Smart Setup” tab on the menu that is displayed.
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PRINTER SETUP PROCEDURES      Turn on all network equipment and make sure your computer connects to the Internet at your site Remove the printer from its carton and remove all packaging per the User Guide instructions Remove, rotate, and re-install the toner cartridge per the User Guide instructions Plug in the printer and turn it on Connect the patch cable to the router/switch OR the USB cable to the computer – DO NOT attach either to the printer, yet PROCEDURE IF PRINTER IS BEING SETUP AFTER A PREV
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PRINTER SETUP PROCEDURES                               Click “Next,” in the “Select features” window, leaving all items checked as they are Click “No” to “WPS or AOSS” setup in the “Setting up wireless” window Click “Next” Click “Checked and confirmed” in the “Important notice” window Click “Next” Click “Temporarily use an Ethernet cable” or “Temporarily use a USB cable,” depending on what you’re using Attach the patch cable OR the USB cable to the printer when prompted For p
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PRINTER SETUP PROCEDURES TEST THE PRINTER OPERATION  Click “Start”  Click “Devices and Printers”  Right-click the “Brother HL-2720DW,” which is the default printer  Click “Printer properties”  Click “Print test page”  A test page should print  Click “Preferences”  Click “Print Profiles” tab  Click “General Print” profile  Click “OK” OR o OPTIONAL:  Click “Toner Save Print”  Click “OK”  Click “OK” to exit “Printer properties” window  If using a USB cable, a second HL-2720DW printer will exist
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PRINTER SETUP PROCEDURES  If the printer prints in duplex mode, switch the duplex mode off by selecting one of the profiles described in the procedure under the “Test printer operation” section Installing the Printer Driver – For Other Printers The procedures in this section will work for most network printers. You will need the printer installation file which is available from the manufacturer’s site.
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PRINTER SETUP PROCEDURES p. q. r. s. Click “Do not share this printer” Click “Next” Click “Print a test page” After the test page prints, click “Close” and “Finish” i. If the test page did not print, review this procedure ii. Troubleshoot the installation to make sure all cables are connected, power is turned on, and the network still works iii.
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PRINTER SETUP PROCEDURES • • • • • • • • • o USB cable between computer and printer for shared printing o Patch cable between printer and router/switches for a wired network printer Look at the printer icon and see if it indicates the printer is “Ready.” If it isn’t, right-click the icon and select “Use printer online” Make sure the port is setup correctly o Right-click on the printer icon and select Printer Properties o Select the Ports tab and click Configure Port….
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PRINTER SETUP PROCEDURES APPENDIX 1 – SELECTING THE PROPER PRINTER It is generally more economical to purchase a network printer that supports large capacity toner cartridges over a non-network printer that only takes the smaller cartridges. Though the cost of the large cartridge printer may be more than the cheaper printers, the savings in cartridge costs when using the large cartridges could quickly compensate for the initial cost difference.
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PRINTER SETUP PROCEDURES Use this table to help determine the best printer to use at large verses smaller volume tax sites.
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PRINTER SETUP PROCEDURES APPENDIX 2 – INSTALLING A PRINT SERVER DEVICE Download the Printer Software 1. Run the downloaded file and it will create a folder of setup files which can be copied to a flash drive for use on multiple systems 2. The process from here is to setup the print server then setup up the printer using these downloaded files. Set the print server to a fixed IP address 1.