sharing a printer in the windows workgroup environment
TRANSCRIPT
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
INTRODUCTIONPrintersharingisasimplewaytomakealocallyattachedprinter,oranetworkedprinteravailabletousersinasecure
mannerallowingbasiccontrolviawindowspermissions,andadvancedcontrolandtrackingwhenusingthirdpartyprin
managementproductssuchasPrintManagerPlus.
Whileprintersharingissimplifiedinadomain,itcanbealittletedioustobeawareofhowtoproperlyshareaprinterwithinaWindowsWorkgroup.Thefollowingguideprovidesexamplesofsettingthisup.
COMMON WORKGROUP NAME:ThefirststepinsettingupasuccessfulworkgroupisensuringtheWorkgroupnamespecifiedinallsystemsisthesame
ThisnamewillhelpWindowsrealizethecomputersallbelongtoacommongroupingandassistinthosecomputers
findingeachotheronthenetwork.
Configuring the Workgroup Name Windows 7 / 2008 R2:
1. RightclickonComputerandchooseProperties
2. WithinComputername,domain,andworkgroupsettingsclick[ChangeSettings] ontherighthandside.
ExamplesShown:
The examples shown in this article are using Windows Server 2008R2 as the server, and
Windows764bitasaWorkstation.Howeverthestepspresentedshouldbesimilarinmost
WindowsOperatingSystems.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
3. WithinSystemPropertiesclickthe[Change]button.Youwillthenhaveadialogallowingyoutosetthe
Workgroupname.Itwillalsoyoutochangethecomputername.
Example:Inourexample,wearechangingtheWorkgroupnametoDemoandthecomputernameof
thisservertoDemoServertomakeiteasiertoreferencethiscomputer.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
4. Nowthataworkgroupnamehasbeensetonthemainsystem,youwillwanttorepeatthesestepsand
giveeverycomputerintheworkgroupthesameworkgroupname.Ensuretheyallhaveadifferent
computername.
COMMON ADMINISTRATION USER:Next,itisveryimportantthatworkgroupsystemshaveacommonadministratoraccountwhenanylevelofsystem
managementisdesired.Thisaccountwillhavethesameusernameandpassword,onallworkgroupsystems.
Creating a Common Administrator User Server 2008 R2 / Windows 7:
1. RightclickonComputerandchooseManage
(Windows2008R2Example) (Windows7Example)
2. ExpandyourServerManager,or ComputerManagementuntilyoufindLocalUsersandGroupsand
thenselecttheUsersfolder.
CommonAdvantagesofHavingaCommonAdministrationUser:
o Machineshaveacommonaccountthatcanbeusedformaintenancetasks
andsharingofdata.
o Acommonadministratoraccountallowsanalternativewayintoassistin
passwordrecoveryshouldanenduserforgetorlosetheirpassword.
o Manynetworksoftwareproductsneedasecurewayofcommunicating
betweeneachotherwhenusedonmultiplemachines.Havingacommon
administrationaccountusuallyletsthesethingswork.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
(Windows2008R2Example) (Windows7Example)
3. Nextwewillwanttomakeanewaccount.InthiscasewewillnameouradminuserDemoAdmin.To
dothisrightclickonUsersandchoose NewUser.
Configuretheuserbelow.Thereareseveraladvancedoptions,buttheimportantitemsare
highlighted.Additionalsettingsarebeyondwhatthisguidecovers.
UserName:Ensurethisisthesameoneveryworkgroupcomputer
Password:Ensurethisisthesameoneveryworkgroupcomputer
TheBuilt-InAdministratorUser: Inthisexamplewewillnotbeusing
thebuilt-inAdministratoruser.In
newertrendsitisconsidered
better,andmoresecuretoleavethis
passwordseparate,andusedjustas
alocaladministratorofeach
machine.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
4. FinallywewillneedtoensurethatuserismadeanAdministratorofeachmachine.Followthesteps
belowtocompletethis.
a. Rightclickonthenewlycreateduserandchoose Properties.WithinProperties,gotothe
Memberoftab.Withinthatclickthe [Add]buttonandchoosetoaddthisusertothe
Administrators group.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
b. WithintheSelectGroupsdialog,typetheAdministrators grouporuseadvancedtofindthe
Administratorsgroup.OncedoneclickOKonalldialogs.
5. Repeat:Ensureyourepeatcreatingthisexactuser,withthesamepasswordasanewuser,andadministratoronallworkgroupcomputers.
INSTALLING &SHARING PRINTERS ON THE SERVER SYSTEM:This section covers installing, and sharing the printer. Printer installation may vary, so our example will stick to a simpleprinter installation. For detailed printer installation, refer to your printers documentation.
Steps For Installing & Sharing the Printer:
1. OpenPrintManagementwithinStart>AdministrativeTools.
OSVariations:
*WindowsVista/7: Start>ControlPanel>AdministrativeTools.
*WindowsXP/2003: Start>ControlPanel>Printers&Faxes
Notefor2008Server:
Priortodoingthis,youwill
needtoaddthePrintand
DocumentServices roleto
theserverwithinServer
Manager.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
2. OpentheAddprinterwizardwithinprintmanagementbyexpandingyourserver,andlocating Printers.Once
foundrightclickandchooseAddPrinter
3. AftertheAddPrinterWizardhasopened,youwillneedtochoosehowtheprinterisconnected.Beloware
somebasicguidelines.IfyouarenotsurehowtoaddyourprinteryoumayneedtouseourPrinters
installationdiskordocumentation.
Example:ChoosingtoAddaTCP/IPPrinter
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
4. NextyouwillneedtoconfiguretheTCP/IPPort.InthiscasewearetypingtheIPAddressoftheprinter,and
arelettingWindowsAutoDetectwhatdriver(printersoftware)tousetocontroltheprinter.
5. Afterprinterdetection,youwillbepresentedtheoptionofsharingtheprinter.Thisstepiskeyin
makingthenewlyinstalledprinteravailabletoallofthesystemsintheworkgroup.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
Inthisexample,wehavelefttheprinternameasdefault,butthesharenameasamorefriendlyname
ofMainOfficeLaser.
6. Finallyyoucanverifyalloftheprintersettings,andclick Nexttofinalizetheinstallation
7. Theprinterisnowsharedandinstalled.Accessingtheprintercanbedonebybrowsingthisserverand
selectingthatprintersharenamed MainOfficeLaser.
*UniformNamingConvention:thisisastandardwayofnamingnetworkitemsusedinwindowsnetworks.
*UNCPath:The*UNCPathtotheprinter,inthiscasewouldbe \\DemoServer\MainOfficeLaser
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
ADDING THE PRINTER ON A WORKGROUP COMPUTERNowthattheprinterisshared,wearegoingtocoverinstallingtheprinterontheworkstationtomakesurethingsare
working.AtfirstwewillsimplydothiswiththeCommonAdministratoraccountthatwemadeearlierinthisguide.
Alsotherearemanywaystoinstallaprinter,wewillbeshowingthewaythatisthemostcommon,forthemostnumberof
WindowsOperatingSystems.
Adding this Printer to another Workgroup Computer:
1. LogontoanotherworkgroupcomputerusingtheCommonAdministratorlogoncreatedearlier.Inthis
exampleDemoAdminandenterthecommonpassword.
2. Onceloggedinyoucanaccesstheprinterbyoneofafewmethodslistedbelow.
MethodA:TheRunDialog
Openingtherundialogonthesystembyclickingthe [WindowsKey+R]atthesametime.Thentypein
theUNCpathtotheprinterandclickOK.Thiswillinstalltheprinter.
MethodB:WindowsFolderDialog
Withinanywindowsexplorerfolderdialog,typetheUNCpathintothetitlebar.Thiswillconnecttoand
installtheprinter.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
ALLOWING OTHER USERS TO INSTALL THE PRINTER:Nowthatwehaveinstalled,andtestedourprinter.Itistimetoallowotheruserstobeabletoinstallit.Inordertodo
this,youwillfirstneedtocreateaccountsforallofyourworkgroupsusersontheserver.
Creating Basic User Accounts On the Server:
1. LogontotheServer,inourcaseDemoServerasanAdministrator,liketheDemoAdminwecreatedearlier.
2. RightclickonComputerandchooseManage
(Windows2008R2Example) (Windows7Example)
3. ExpandyourServerManager,or ComputerManagementuntilyoufindLocalUsersandGroupsandthen
selecttheUsersfolder.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
(Windows2008R2Example) (Windows7Example)
4. Nextwewillwanttomakeanewaccount.InthiscasewewillnameouradminuserDemoAdmin.Todo
thisrightclickonUsersandchoose NewUser.
5. Withinthenewuserdialog,youwillneedtoaddtheexactusernameandpasswordthateachuserlogsin
withontheirworkstation.
Example:
CreatingausernamedJaneDoe.Ensuretheusernameandpasswordisexactlythesameusernameand
passwordthatisusedonthatworkstation.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
6. Oncetheendusersaccounthasbeenaddedontheserver,thecanaddtheprinterinthesamewayaswith
theAdminUser.
Example,usingtheRunDialog:
THIRD PARTY ALTERNATIVES TO CREATING WORKGROUP USERS:Oftenwhenprinttrackingisneeded,itisveryimportantthattheworkgroupisproperlysetup.Considerthese
situations:
NoLogons&BlankPasswords:
Manyworkgroupsthathavenotbeen
setup,containmanycomputersthat
independentlyloginwithnoUsername
andPasswordatall,orablank
password.
Inordertoshareresources,youwill
needtosetupthosesystemstologusers
inwithavalidpassword.
AnonymousSharing:
Insomecasessharingofaprintercanbe
setupanonymously,withnousername
andpassword.Inthissituationthough
notracking,controlormanagement
coulddone.
NoPrintingSecurityofanytimecanbe
usedinthisconfiguration,andwillnot
becoveredinthisguide.
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Sharing a Printer in the Windows Workgroup
Print Manager
2011 Software Shelf International, Inc. All Rights Reserved.
PrintManager
POBox7343
MenloPark,CA94026USA
Phone:650-521-5275
Sales:[email protected]
Support:[email protected]
IwanttocontrolwhocanprinttothenewColorLaserPrinter
Iwanttoinstallathirdpartyprintmanagementutilitytotrackthecostsofeachuser
Iwanttobeabletoquotaandlimiteachperson,usingaquotasystem
Alloftheabovearepossibleinourproperlysetupworkgroup.Ifyouweretolookinsideofaprintqueueinasetup,youwillnoticethatitshowstheOwnerofthejobasavalidwindowsuser.
Alternative Solutions - Print Manager Plus:
Updatingandmaintainingmanyuseraccountsisnotalwaysaneasyoption.Especiallyforuserswhodonotwishto
setupalogontheirsystemanduserit.Agoodalternativeisaprinttrackingtoolthatallowsyoutopromptfor
authenticationoneachprintjob.
ForExample,PrintManagerPluswithitsClientBilling&AuthenticationAddOncanprovideitsownUsernameand
passwordsystem,alongwithauthenticationforeachworkstationeverytimetheuserhitstheprintbutton.Thiscan
providethesameleveloftrackingandcontrolasseeninaworkgroupsetup,withoutthehassleofneedingtocreateandmanageusernamesandpasswordsoneachmachine.
MainAdvantagesofusingPrintManagerPluswithClientbilling&Authentication:
o CentralizationofPrintingUsernamesandPasswords
o AdvancedTrackingofallPrintjobs
o Abilitytoaddquotasontheamountofprintingdone
o Restrictionsandprintingrulescanbeaddedforevengreatercontrol.