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Turn On and Manage Printer Sharing : Set Security Permissions

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12/18/2011 5:58:27 PM
When you share a printer, default share setting are configured. The following permissions are created and configured automatically after you share a printer:
  • Everyone who has access to the printer can print to it.

  • Administrators can print, manage printers, and manage documents.

  • The creator/owner can manage documents. The creator/owner is the person who installs the printer.

Understanding what these terms mean is important, and once you understand what printing, managing printers, and managing documents entail, you may want to give others on the network more or fewer permissions.

Understand Share Permissions on Printers

Three Share permissions exist: Print, Manage Documents, and Manage Printers. There’s also an option to apply Special Permissions, which I’ll introduce only briefly:

Print By default, each user can print and then cancel, pause, or restart documents or files they send to the printer.

Manage Documents Users with this permission can manage print jobs in the print queue, including those created by other users on the network. This means users with this permission can cancel, pause, and resume other people’s print jobs.

Manage Printers Users with this permission can rename, delete, share, and choose preferences for the printer. Users can set printer permissions for other users and manage all jobs in the print queue.

Special Permissions These permissions are generally reserved for system administrators and allow a user to change the printer owner. The Creator/Owner is the person who installed the printer.

Caution

Although you can set advanced NTFS permissions for printers, don’t. Set advanced permissions only if the share permissions won’t work for you. Mixing share and NTFS (advanced) permissions can result in problems with “effective” permissions later that will be difficult to diagnose.


Change Default Share Permissions

If you want to change the default permissions for a printer, it’s as simple as selecting Allow or Deny for the desired person or group on the Security tab in the printer’s Properties dialog box. For instance, you might trust everyone on your network to use and manage the printer appropriately, and if those users need more access than the default Print permission, you can select other permissions as desired. You might also want to do this to avoid having to input administrator credentials to use the printer from another computer when logged on as a standard user.

To change the default share permissions, follow these steps:

1.
Locate the printer in the Printers folder, right-click it, and select Run As Administrator.

2.
Click Sharing.

3.
Click Continue.

4.
On the Security tab, under Group Or User Names, select Everyone.

5.
In the Permissions For Everyone box, select Allow for Manage Printers and Manage Permissions. Do not select Special Permissions. See Figure 1.

Figure 1. Allow permission for the Everyone group if desired.


6.
Click OK.

Remove Everyone

If you don’t want everyone who has access to the network to be able to print to your printer, you’ll need to remove the Everyone group and configure users individually. This will require you to add each user separately who you want to give permission to print. This is a good way to go if you do not want your 6- and 12-year-old kids to print to the printer but you want your wife and grown son to be able to do so.

To remove the Everyone group, follow these steps:

1.
Locate the printer in the Printers folder, right-click it, and select Run As Administrator.

2.
Click Sharing.

3.
Click Continue.

4.
On the Security tab, under Group Or User Names, select Everyone.

5.
Click Remove.

6.
Click OK.

Add Users and Apply Permissions

To add users and apply permissions for each—for instance, you want to give limited permissions to your 15-year-old daughter with a new digital camera, and you want to give your wife full access—follow these steps:

1.
Locate the printer in the Printers folder, right-click it, and select Run As Administrator.

2.
Click Sharing.

3.
Click Continue.

4.
On the Security tab, under Group Or User Names, click Add.

5.
Type the name of the user to add, and click Check Names. See Figure 2.

Figure 2. Add users separately to apply distinct permissions.


6.
To add another user, type a semicolon, and repeat step 5.

7.
Click OK.

8.
On the Security tab, select the first user you added in step 5.

9.
In Permissions, select the permission to apply.

10.
Repeat steps 8 and 9 until all users have the required permissions.

11.
Click OK.
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