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Windows Server 2012 Administration : Managing Printers with the Print Management Console (part 3) - Using the Print Management Console

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2/17/2014 3:01:22 AM

5. Using the Print Management Console

With printers added to the network, and print servers added to the Print Management console, an administrator can now begin to centrally view, manage, and administer the printers and print servers. Some of the tasks that an administrator can perform from the Print Management console are tasks that would otherwise require a remote session to each print server, such as change printer ports, add or modify forms, or view the status of printers whether the printers are online or not. Other tasks are new to the Print Management console, such as creating custom printer filters that allow multiple administrators to view and manage selected printers based on their site, rights, and roles.

Performing General Printer Administration Tasks

From within the Print Management console, the administrator can perform general printer administration tasks. These tasks include the following:

Updating printer drivers—By right-clicking the Drivers item in the Print Server section of the Print Management console and choosing Manage Drivers, an administrator can update or change the printer driver of a printer. This is rarely done in a network environment, but sometimes when a new printer add-on, such as an envelope feeder or expansion paper feeder or sorter, is added a new printer driver is needed to support the new add-on.

Managing forms—By right-clicking the Forms item in the Print Server section and choosing Manage Forms, an administrator can create and delete new forms to support different size paper or to specify a custom letterhead paper form.

Additional configuration—Additionally within this interface, an administrator can change the printer port that a printer is attached to on a print server, define log settings, and enable the function to have users notified when a print job has successfully completed printing.

Creating Custom Filters

A unique function of the Print Management console is the Custom Filters function that enables administrators to group printers, typically for the purpose of distributing the administration of printers in the environment. For large organizations that might have multiple buildings, sites, and administration boundaries of devices such as printers, the administrators can perform a filter view to see only the printers that fit within their administrative responsibilities.

First, to view all printers in the environment, an administrator can click the All Printers section of the Custom Filters section of the Print Management console. All the printers for managed print servers will be listed here.


To create a custom printers view, follow these steps:

1. Right-click the Custom Filters View in the Print Management console, and choose Add New Printer Filter.

2. Type in a descriptive name for this filter view (such as All Printers in the Boston Site).

3. Check the Display the Total Number of Printers Next to the Name of the Printer Filter check box. Click Next.

4. In the Field drop-down list, choose a field that will contain information that can be filtered. In many cases, the print servers can be filtered because a print server frequently services printers in a specific geography. Alternately, organizations that entered in location information for printers such as Building 11 would be able to filter for that designation in a custom printer filter filtered by name. An example might be Field=Location, Condition=Contains, Value=Boston. Click Next to continue.

5. On the Set Notification Options page, an administrator can note an email address where the administrator would be notified on the status of events related to the printers in the filter. You can also run a script. This might include being emailed every time a printer is offline, or every time a printer is out of paper. Enter in the appropriate email information (email address, SMTP mail server to be used, and message desired), or leave this section unchecked, and then click Finish.

By clicking the newly created filter, the filter rule is applied, and the printers noted in the filter will be displayed, as shown in Figure 2. In this figure, notice that the environment contains five printers; however, the filter is searching only for printers in Boston, and therefore only three printers are displayed for this administrator to view and manage.

Image

Figure 2. Custom printer filter.

An almost unlimited number of printer filters can be created to show different groupings of printers to be managed or administered. Organizations have created custom printer filters by printer manufacturer such as HP, Xerox, and Sharp or by printer type such as laser, color laser, and plotter to be able to view assets by make, model, or configuration. Printer filters can even be created based on queue length and to run an automatic script to take action in addition to notifying the administrator.

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