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Print Management Guide - Manage Printers

 

Remotely manage printers

  1. Double-click My Network Places, and then locate the print server for the printers you want to manage.

  2. Double-click the print server, double-click the Printer folder icon on that server, and then click a printer.

    Important

    • To facilitate stronger network security, remote print management is not available by default. To enable remote print management, in Group Policy, you must enable the Allow Print Spooler to Accept Client Connections policy. For more information, see Related Topics.

  3. Change the print server, printer, or printing preference settings as required.

Notes

  • You can change printer settings only if you have Manage Printers permission.

  • If you are having trouble finding your printer and you are logged on to a Windows Server 2003 family domain, you can find your printer by clicking Start, pointing to Search, and then clicking Printers.

  • You can also drag the Printers and Faxes folder of any print server (or specific printers from any Printers and Faxes folder) to the Printers and Faxes folder on your computer. This is an easy way to manage any printer without having to search for it.

Manually publish a printer in Active Directory

  1. Open Active Directory Users and Computers.

  2. In Name, right-click the container object folder in which you want to publish the printer.

  3. Point to New, and then click Printer.

  4. Type the UNC name of the printer that you want to publish in the directory.

Notes

  • To open Active Directory Users and Computers, click Start, click Control Panel, double-click Administrative Tools, and then double-click Active Directory Users and Computers.

  • To perform this procedure, you must be a member of the Print Operators group, Domain Admins group, or the Enterprise Admins group in Active Directory, or you must have been delegated the appropriate authority. As a security best practice, consider using Run as to perform this procedure. For more information, see Default local groups, Default groups, and Using Run as.

  • Group Policy settings for printers determine whether printers published with a print server running Windows NT 4.0 or an earlier operating system should be pruned if the print server becomes unavailable.

  • You can also use the Pubprn.vbs script, provided in the System32 folder, to publish printers with print servers running Windows NT 4.0 or an older operating system.

  • The printer you want to publish must be shared.

  • You must have directory service administration rights to publish printers.

  • You must have the Manage Printers permission for the printer you want to share or to publish.

  • You can create printer names that contain spaces, special characters, and more than eight characters. However, some clients do not recognize or correctly handle such names. The entire qualified name of a shared printer (for example, \\PRINTER2\PSCRIPT) must contain 32 or fewer characters.

Set Group Policy for printers

  1. Start Group Policy according to the object you want to set printer policy to. For more information on how to start Group Policy, see Related Topics.

  2. After selecting the properties page of the object you want to set printer policy to, select the Group Policy node.

    • If you want to set policies that apply only to computers, expand the Computer Configuration node, and then expand Administrative Templates.

    • If you want to set policies that apply only to users, expand the User Configuration node, expand Administrative Templates, and then expand Control Panel.

  3. Double-click Printers to open a listing of policies.

  4. Double-click the printer policy you want to set.

  5. On the Policy tab, enable or disable the policy by selecting or clearing the appropriate radio button. With some policies, you might need to enter additional information.

Note

  • If you do not want to change the current state of the policy setting, leave it as it is (not configured) to save processing time.

Block the installation of kernel-mode printer drivers

  1. Open Group Policy.

  2. Under Local Computer Policy, double-click Computer Configuration.

  3. Double-click Administrative Templates, and then double-click Printers.

  4. Right-click Disallow installation of printers using kernel mode drivers, and then click properties.

  5. On the Setting tab, click Enabled, and then click OK.

Important

  • This policy does not affect existing kernel-mode printer drivers. Kernel-mode printer drivers that were installed before you set this policy will not be disabled or removed. You can upgrade existing non-kernel-mode printer drivers whether you set this policy or not.

Notes

  • To open Group Policy so that you can edit the local Group Policy object, click Start, click Run, type gpedit.msc, and then press ENTER.

  • In Windows Server 2003, Standard Edition and Windows Server 2003, Enterprise Edition, installation of kernel-mode drivers is blocked by default. In Windows XP Professional, installation of kernel-mode drivers is not blocked by default.

  • You must click Enabled to block the installation of kernel-mode printer drivers. Clicking Not Configured or Disabled allows kernel-mode printer drivers to be installed.

Take ownership of a printer

  1. Open Printers and Faxes.

  2. Right-click the printer icon, and then click Properties.

  3. Click the Security tab, and then click Advanced.

  4. Click the Owner tab, click your user account under Change owner to, and then click OK twice.

Notes

  • To open Printers and Faxes, click Start, and then click Printers and Faxes.

  • If you are a member of the Administrators group and you want this group to take ownership of the printer, click the Administrators group.

  • By default, the user who installed the printer owns it.

  • A user or a member of a group who has Manage Printers permission for the printer can take ownership.

  • By default, members of the Administrators, Print Operators, Server Operators, and Power Users groups have Manage Printers permission, which allows them to take ownership of a printer.

Track printer usage

  1. Open Printers and Faxes.

  2. Right-click the printer you want to audit, and then click Properties.

  3. Click the Security tab, click the Advanced button, and then click the Auditing tab.

  4. Click Add, and then click the user or group whose printer access you want to audit.

  5. In the Access column, click successful and failed printing events you want to audit, and then click OK twice.

Notes

  • To open Printers and Faxes, click Start, and then click Printers and Faxes.

  • Successful means you want to audit all successful attempts to perform this action.

  • Failed means you want to audit all failed attempts to perform this action.

  • You can view the audit information in the security log file.

Monitor print queue performance

  1. Open Performance.

  2. Click the plus sign (+) on the Performance toolbar.

  3. From the Select counters from computer list box, click the print server computer.

  4. From the Performance object list box, click Print Queue.

  5. Click the counters you want to monitor.

Notes

  • To open Performance, click Start, click Control Panel, double-click Administrative Tools, and then double-click Performance.

  • To view a detailed explanation of a counter, select it, and then click Explain.

  • You can also add System Monitor to any new Microsoft Management Console (MMC).