In the Specify A Printer dialog box, choose a method for fi nding the network printer as
follows:

Choose Find A Printer In The Directory if you want to search Active Directory for
the printer.

Choose Connect To This Printer, and type the printer name or browse the net-
work for shared printers just as you’d browse in My Network Places.

Choose Connect To A Printer On The Internet if you want to enter the Uniform
Resource Locator (URL) of an Internet printer.
When the printer is selected, click OK. Select whether the printer is the default used by
Windows applications by selecting Yes or No and then clicking Next. Click Finish to
complete the operation.
Connecting to Shared Printers Using the Command Line and Scripts
With any Windows operating system, you can connect users to shared printers using
the command line and scripts. In a logon script that uses batch scripting or at the com-
mand line, you can use the Net Use command to connect to a network printer. Consider
the following example:
net use \\corpsvr02\engmain /persistent:yes
Here, you use the Net Use command to add a persistent connection to the EngMain
printer on CORPSVR02. That’s all there is to it.
You could also use Microsoft VBScript in a logon script to set a printer connection. With
VBScript, you must initialize the variables and objects you plan to use and then call
the AddWindowsPrinterConnection method of the Network object to add the printer
connection. If desired, you can also use the SetDefaultPrinter method of the Network
object to set the printer as the default for the user. After you are done using variables
and objects, it is good form to free the memory they use by setting them to vbEmpty.
Consider the following example:
Option Explicit
Dim wNetwork, printerPath

2. Select the server’s Printers node. In the main pane, right-click the printer you
want to deploy and then select Deploy With Group Policy. This displays the
Deploy With Group Policy dialog box, shown in Figure 26-12.
Figure 26-12 Choose the GPO you want to work with.
3. Click Browse. In the Browse For Group Policy Object dialog box, select the GPO
to use and then click OK.
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4. Do one or both of the following and then click Add to create a print connection
entry:

To deploy the printer connection on a per-user basis, select the The Users
That This GPO Applies To (Per User) check box under Deploy This Printer
Connection To The Following.

To deploy the printer connection on a per-computer basis, select the The
Computers That This GPO Applies To (Per Machine) check box under
Deploy This Printer Connection To The Following.
5. Repeat steps 3 and 4 to deploy the printer connection to other GPOs.
6. Click OK to save the GPO changes.
To deploy printer connections to computers running versions of Windows earlier than
Windows Vista, you must follow these steps:
1. In the Group Policy Management Console (GPMC), right-click the GPO for the
site, domain, or organizational unit you want to work with and then select Edit.
This opens the policy editor for the GPO.
2. In the Group Policy Management Editor, do one of the following:

To deploy the printer connections on a per-computer basis, double-click the
Windows Settings folder in the Computer Confi guration node. Then click

Enabled Windows XP and Windows Server 2003 clients can only
point and print to an explicitly named list of servers in
the forest. Windows Vista and later clients can point
and print to any server. You can confi gure Windows
Vista and later clients to show or hide warning and
elevation prompts when users point and print and
when a driver for an existing printer connection needs
to be updated.
Not Confi gured Windows XP and later clients can point and print to any
server in the forest. Windows Vista and later clients also
will not show a warning and elevation prompt when
users point and print or when a driver for an existing
printer connection needs to be updated.
Disabled Windows XP and later clients can point and print to
any server. Windows Vista and later clients also will
not show a warning and elevation prompt when users
point and print or when a driver for an existing printer
connection needs to be updated.
By default, Windows Vista and Windows Server 2008 allow a user who is not a mem-
ber of the local Administrators group to install only trustworthy print drivers, such
as those provided by Windows or in digitally signed print driver packages. When you
enable the Point And Print Restrictions setting, you also allow users who are not mem-
bers of the local Administrators group to install printer connections deployed using
Group Policy that include additional or updated print drivers that are not in the form
of digitally signed print driver packages. If you do not enable this setting, users might
need to provide the credentials of a user account that belongs to the local Administra-
tors group.
You can enable and confi gure the Point And Print Restrictions setting in Group Policy
by following these steps:
1. In the Group Policy Management Console (GPMC), right-click the GPO for the

servers. After you install Print Services, Print Management is available as a stand-alone
console on the Administrative Tools menu. You can also add Print Management as a
snap-in to any custom console you’ve created. Using Print Management, you can install,
view, and manage all of the printers and Windows print servers in your organization.
Managing Your Printers
Print Management allows you to manage local print servers. You can manage and moni-
tor other print servers in the organization by adding them to the console, provided
these print servers are running Windows 2000 or later. If the printer provides a Web-
based management interface, Print Management can display additional information
about the printer’s status, its physical properties, and its confi guration, and sometimes
allows remote administration.
To manage a remote print server, you must be a member of the local Administrators
group on the print server or a member of the Administrators group in the domain of
which the print server is a member. When you select a print server’s Printers node, as
shown in Figure 26-14, the main pane lists the associated printer queues by printer
name, queue status, number of jobs in the queue, and server name. If you right-click
Printers and then select Show Extended View, you can turn on the Extended view.
Extended view makes it easy to track the status of both printers and print jobs by dis-
playing detailed information about the print job. Additionally, if the printer has a Web
page, Extended view displays a Printer Web Page tab that lets you directly access the
printer’s Web page.
Figure 26-14 Use Print Management to manage your print servers and printers.
To add print servers to Print Management, follow these steps:
1. In Print Management, right-click the Print Servers node in the left pane and then
select Add/Remove Servers.
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872 Chapter 26 Deploying Print Services
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2. In the Add/Remove Servers dialog box, shown in Figure 26-15, you’ll see a list of
the print servers you’ve previously added. Do one of the following and then click

2. On the initial page, shown in Figure 26-16, note the printer-related objects that
will be exported and then click Next.

Figure 26-16 Review the printer objects to be exported.
3. On the Select The File Location page, click Browse. In the dialog box provided,
select a save location for the printer migration fi le. After you type a name for the
fi le, click Open.
4. Printer migration fi les are saved with the .printerExport extension. Click Next to
save the printer settings to this fi le.
5. After the wizard completes the export process, click Open Event Viewer to review
the events generated during the export process. If an error occurred during
processing, you can use the event entries to determine what happened and
possible actions to take to resolve the problem. When you are fi nished, exit the
Event Viewer.
6. On the Exporting page, click Finish to exit the Printer Migration Wizard.
7. In Print Management, right-click the destination server and then click Import
Printers From A File. This launches the Printer Migration Wizard.
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874 Chapter 26 Deploying Print Services
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8. On the Select The File Location page, click Browse. In the dialog box provided,
select the printer migration fi le you created previously, as shown in Figure 26-17,
and then click Open.

Figure 26-17 Select the printer migration file.
9. Click Next. Note the objects that will be imported and then click Next. On the
Select Import Options page, shown in Figure 26-18, choose one of the following
options in the Import Mode selection list:

Keep Existing Printers; Import Copies

process, click Open Event Viewer to review the events generated during the
import process. If an error occurred during processing, you can use the event
entries to determine what happened and possible actions to take to resolve the
problem. When you are fi nished, exit the Event Viewer.
12. On the Importing page, click Finish to exit the Printer Migration Wizard.
Monitoring Printers and Printer Queues Automatically
You can use print fi lters to display only the printers, printer queues, and print drivers
that meet specifi c criteria. Through automated notifi cation, you can also use printer
fi lters to automate monitoring of printers.
In Print Management, you can view existing fi lters by expanding the Custom Filters
node. If you expand the Custom Filters node and then select a fi lter, the main pane
will show all printers or print drivers that match the fi lter criteria. Print Management
includes the following default print fi lters:

All Printers
Lists all printers associated with print servers that have been added
to the console

All Drivers
Lists all print drivers associated with print servers that have been
added to the console

Printers Not Ready
Lists all printers that are not in a Ready state, such as those
with errors

Printers With Jobs
Lists all printers associated with print servers that have active
or pending print jobs
Chapter 26

the fi lter you want to work with. On the shortcut menu, select Properties.
Note
When you use fi lters for monitoring and notifi cation, you’ll use the Queue Status fi eld
most. This allows you to receive notifi cation when a printer has a specifi c status. You can
match the following status values: Busy, Deleting, Door Open, Error, Initializing, IO Active,
Manual Feed Required, No Toner/Ink, Not Available, Offl ine, Out Of Memory, Out Of
Paper, Output Bin Full, Page Punt, Paper Jam, Paper Problem, Paused, Printing, Process-
ing, Ready, Toner/Ink Low, User Intervention Required, Waiting, and Warming Up.
Note
When you are matching conditions, you can match when an exact condition exists or
does not exist. For example, if you want to be notifi ed only of conditions that need atten-
tion, you can look for Queue Status conditions that are not exactly the following: Delet-
ing, Initializing, Printing, Processing, Warming Up, and Ready.
Managing Printers Throughout the Organization 877
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2. In the fi lter’s Properties dialog box, use the options provided to manage the fi lter
settings. This dialog box has the following three tabs:

General
Shows the name and description of the print fi lter. Enter a new
name and description as necessary.

Filter Criteria
Shows the fi lter criteria. Enter new fi lter criteria as necessary.

Notifi cation
Shows the e-mail and script options. Enter new e-mail and
script options as necessary.
Chapter 26

Managing Printer Properties . . . . . . . . . . . . . . . . . . . . . 890
Managing Print Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 907
Printer Maintenance and Troubleshooting . . . . . . . . . . 909
CHAPTER 27
Managing and Maintaining
Print Services
879
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Special permissions are assigned individually and include the following:

Read Permissions
Allows users to view permissions

Change Permissions
Allows users to change permissions

Take Ownership
Allows users to take ownership of a printer, its print jobs,
or both
The standard printer permissions available are the following:

Print
With this permission, users can connect to a printer and submit documents
for printing. They can also manage their own print jobs. If a user or group has
Print permission, it also has the special permission called Read Permissions for
any documents it prints.

Manage Printers
With this permission, users have complete control over a
printer and can set printer permissions. This means they can share printers,

TROUBLESHOOTING
Check permissions on the spool folder
By default, the spool folder is located on the system drive. The default permissions give
Full Control to Administrators, Print Operators, Server Operators, and the SYSTEM user.
System is the account under which the Print Spooler service runs, and this account needs
Full Control to be able to create and manage spool fi les. Administrators, Print Operators,
and Server Operators are given full control so that they can spool documents and clear
out the spool folder if necessary. Creator Owner has special permissions that grant Full
Control so that anyone that prints a document can manage it. Authenticated Users are
given Read & Execute permissions so that an authenticated user can access the spool
folder and create fi les and folders. If these permissions get changed, print spooling
might fail.
Confi guring Printer Permissions
To view or manage the permissions of a printer, right-click the printer in Print Manage-
ment, and then select Properties. In the Properties dialog box, select the Security tab,
shown in Figure 27-1. You can now view the users and groups that have printer permis-
sions and the type of permissions they have.
Figure 27-1 View or set printer permissions.
To grant or deny printer permissions, follow these steps:
1. In Print Management, expand the Print Servers node and the node for the server
you want to work with.
TROUBLESHOOTING
Managing Printer Permissions 881
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2. Select the server’s Printers node. In the main pane, right-click the printer you
want to work with and then select Properties.
3. In the printer Properties dialog box, click the Security tab. On the Security tab,
click Add. This opens the Select Users, Computers, Or Groups dialog box, as
shown in Figure 27-2.

Note
If you give a group a permission, such as Print, the related special permission, Read Per-
missions, is also granted. For this reason, you usually need not confi gure special permis-
sions for printers.
9. When you’re fi nished, click OK.
Assigning Printer Ownership
The owner of a printer has permission to manage its documents. By default, the SYS-
TEM user is listed as the current owner of a printer and the printer’s actual creator is
listed as a person who can take ownership. Ownership can be taken or transferred in
several ways. Any administrator can take ownership. Any user or group with the Take
Ownership permission can take ownership. You can take ownership using the printer’s
Properties dialog box. Right-click the printer, and then select Properties. On the Secu-
rity tab of the Properties dialog box, display the Advanced Security Settings dialog box
by clicking Advanced. Next, click the Owner tab, as shown in Figure 27-3.
Figure 27-3 Assigning printer ownership.
If you are an administrator or a current owner of a fi le or folder, you can grant permis-
sion to take ownership of the printer. Click Other Users Or Groups to display the Select
User, Computer, Or Group dialog box. Type the name of a user or group, and click
Check Names. If multiple names match the value you entered, you’ll see a list of names
and will be able to choose the one you want to use. Otherwise, the name will be fi lled in
for you, and you can click OK.
Note
If you give a group a permission, such as Print, the related special permission, Read Per-
missions, is also granted. For this reason, you usually need not confi gure special permis-
sions for printers.
Managing Printer Permissions 883
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Auditing Printer Access
Auditing printer access can help you track who is accessing printers and what they are

Print server properties control the global settings for all printers on a server. You can
access print server properties from Print Management. In Print Management, when you
select a server node, you’ll see additional nodes for Drivers, Forms, Ports, and Printers.
By selecting these nodes, you can determine the drivers, forms, ports, and printers that
are confi gured on the print server. By right-clicking the print server and then selecting
Properties, you can confi gure settings for all printers, including the following:

Forms

Ports

Drivers

Advanced settings
Viewing and Creating Printer Forms
Forms are used by print servers to defi ne the standard sizes for paper, envelopes, and
transparencies. Print servers have many predefi ned forms from which you can choose,
but you can also defi ne your own forms.
To view the current settings for a printer form, right-click the print server in Print Man-
agement and then select Properties. Then click the Forms tab, as shown in Figure 27-6.
Managing Print Server Properties 885
Chapter 27
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Use the Forms On list to select the form you want to view. The form settings are shown
in the Form Description (Measurements) area.
Figure 27-6 View and configure forms for paper, envelopes, and transparencies.
To create a new form, follow these steps:
1. Access the Forms tab of the Print Server Properties dialog box. Use the Forms On
list box to select the existing form on which you want to base the new form.
2. Select the Create A New Form check box, and then enter a new name for the form