Windows PC Printer Troubleshooting 1. Check the settings in your program you are using. On the File menu of the program from which you are trying to print (e.g., Microsoft Word), click Print. Make sure the correct printer is specified in the dialog box. 2. The next thing you need to determine is if you are printing to a local printer or to a network printer. Local printers are attached via a printer cable to your own computer. If the printer is local, check to see that the printer cables are firmly attached at both ends. If the printer is on the network, check your network connection by running Netscape or by getting your e-mail. If anyone else in your office uses the same network printer, ask them if they are able to print to it. 3. Check to see that the printer is on and is ready to print. Look for warning lights or displayed error messages such as Out of Paper or Paper Jam. 4. Check that the ink or toner cartridge is securely inserted and not empty. 5. Turn off the printer and restart it to clear its memory. 6. You need to have at least 2 MB of available space on your hard disk to print a document. If you are printing large documents or if the printer is shared with others, you might need as much as 10 MB of free disk space. To determine the amount of free disk space on your computer: a. Double-click My Computer. b. Click the hard-disk icon, and then click Properties on the File menu. c. If you don't have enough free space, delete unnecessary or old files. d. Try printing again. 7. If your document contains complex graphics or numerous fonts, try printing a small, simple document. It is possible that your printer does not have enough memory to print the document you are working on. If the small document prints, you will need to add memory for the printer if you wish to print this type of document. Or you can choose to print to a different printer with more memory. 8. Click the Start button, go to Settings, then click on Printers. Double click the icon for the printer. Click on the Printer menu and make sure the printer is not paused. If it is paused, click on Pause Printing to remove the check mark. 9. In the same window, see if there are documents in the queue waiting to be printed. Try removing the first document and see if printing resumes. 10. Open the Printers folder (Start, Settings, Printers) and click on the printer you are using. Open the File menu and click Properties. a. If you are using NT, click the Scheduling tab. Click Print directly to the printer. b. If you are using 95/98, click the Details tab. Click the Spool Settings button. Click Print directly to the printer. Try printing again. 11. Select Properties from the File menu and click Print a Test Page. You will be asked if it printed correctly. If it did not, say no and the Windows Printing Troubleshooter will start. Follow the onscreen directions. 12. If you can still not print, open the Printers window (Start button, Settings, Printers), click on the offending printer and choose Delete from the File menu. Reinstall the printer by clicking the Add Printer wizard in the same window and following on-screen directions. Note that you should have the original disks or CD that came with the printer before deleting the printer as you may need to reinstall the printer drivers. 13. If you can still not print, please contact the help desk at 7-5454. Be sure to write down and pass on any error messages that have appeared. Switching Between Printers If you regularly send print jobs to different printers, it is probably easiest to switch between printers from within the application you are using. Click the drop down arrow next to the printer name (see Figure 1.6 for an example in Microsoft Word) and click on the printer to which you want to send the print job. All printers that you have installed will appear on this list. Figure 1.6 Choose the printer you wish to use from the drop down list in the Print dialog box 1. If there is a printer you print to most often, you should make this the default printer. To do so, open the Printers folder (Start, Settings, Printers) and click on the desired printer. Open the File menu and select Set as default. 2. If the printer you wish to print to is not installed on your computer, you can install it using the Add Printer wizard. Open the Printers folder and click on Add Printer. If the printer is attached to your computer, click My Computer. If it is elsewhere on the network, click Network Printer. Follow the on-screen instructions. Note that you may need your Windows 95/98/NT/2000/XP CD as well as the disk containing the printer drivers. A printer driver is a piece of software that you install on your PC in order to print to your printer. When you go to print, the application you are running sends the printer driver the image you wish to print. The printer driver then translates it into commands the printer understands. You cannot print unless you install the correct printer driver.