Windows XP

Using a Printer

Introduction

By the end of this lesson, you should be able to:

  • View installed printers or fax printers
  • Add a printer
  • Troubleshoot common printing problems

The Printers and Faxes folder

Windows XP stores any information about any printer or fax machines connected to your computer in a Printers and Faxes folder , making it easy to install, manage, and use printers and fax machines.

To view the Printers and Faxes folder:

  1. Open the Control Panel .
  2. Under Pick a Category, choose Printers and Other Hardware .
  3. The Printers and Other Hardware folder opens.
  4. Under Pick A Task, choose View installed printer or fax printers or Add a printer .
  5. The Printers and Faxes folder opens.
  6. In the left pane, you'll see several helpful links.
  7. In the right pane, you see a list of any printers or faxes that are installed on your machine.

Adding a printer

Adding a printer is simple using the Add Printer Wizard available in the Printers and Faxes folder.

Before trying to add a printer:

  • Make sure your printer is compatible with Windows XP. If you're buying a new printer, make sure to do your research before you make a purchase.
  • Get out your printer's manual or CD-ROM and read it.
  • Set up your printer, and attach it to your computer using a printer's cable and the correct port on your computer.

Note: Many of the latest plug-and-play printers connect through a USB port. If your printer falls into this category, you may not need the Add a Printer Wizard. If you must use the wizard and your printer isn't listed in the Windows XP list (which usually displays when you try to add a new printer), you may have to contact the printer manufacturer for a driver. When you get the driver, follow the Add a Printer instructions on your computer.

Having trouble printing?

Perhaps you've written a great report and want to share it with your boss. The problem is, you're having trouble printing it.

Try these troubleshooting techniques:

  • Take care of the basics. Make sure the printer is plugged in, turned on, and has paper in it.
  • Make sure the printer cable is properly connected to the printer and to the computer.
  • Check to see if there is a paper jam . Most printers have a flashing light to indicate a jam. Also, if the paper size selected differs from the one in the paper tray, you will not be able to print. To choose a paper size, select File Page Setup . Click the Paper Size tab.
  • Check to see that the printer toner, cartridge, and ribbon are fresh and adequate. If not, printed documents may appear streaky, blotchy, or even blank.
  • Make sure the printer is switched to Online mode . There is usually a button on your printer's control panel. If it is switched to Offline mode, it will not print.
  • Make sure the computer knows what printer you are using. Check this by clicking Start Control Panel Printers and Other Hardware View installed printers or fax printers . If an icon for your printer doesn't appear, try restarting your computer. If you printer still doesn't appear, you may need to add it. Click Add a Printer, then follow the instructions in the Add Printer Wizard.

More printer troubleshooting tips

Because so many issues can affect your printer, you should also consider these problem-solving tips:

  • If you work in an office environment where several people share a printer, there may be a network problem. Contact your network support person.
  • If you can find the manual for your printer, read it to see if you can find a solution to the problem.
  • If your printer still doesn't work, go to the Help and Support Center . Under Pick a Help Topic, click Printing and Faxing , or enter the term "printer" into the Search box.
  • Open the Printing Troubleshooter . Answer the questions and follow the instructions so the computer can help you figure out what's wrong.

To open the printing troubleshooter:

  1. Click Start Control Panel Printers and Other Hardware .
  2. In the left pane, open the Troubleshooters category.
  3. Click Printing .
  4. The printing troubleshooter opens.
Printing Troubleshooter

Challenge!

  • Open the Printers and Faxes folder.
  • View the printer(s) and fax machine(s) currently installed on your machine.
  • Explore the Add a Printer and Printing Troubleshooter links in the left pane.
  • Add a new printer if necessary.