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- In this sub lesson, we're gonna talk

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about device sharing as
it applies to printers.

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And we're gonna talk
about wired connections,

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including USB, serial, and ethernet,

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wireless connections,

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including Bluetooth and 802.11x.

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And when I say 802.11x,

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I mean 802.11 B, G,

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N, AC, and so on.

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And we'll also talk about
the integrated print server

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and how all those work when
it comes to sharing devices

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and allowing multiple
computers to share the printer.

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- [Instructor] So it would be
very costly to have a printer

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connected to every single computer.

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Now, in some companies,
in some departments,

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you do have that, it's necessary,

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but, in most cases,
computers will share one

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or more printers.

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So to do that, we have to
configure device sharing.

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But before we do that,
let's talk a little bit

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about the types.

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Printer sharing can be
done in a variety of ways.

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And the first is wired.

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We're talking about USB connections.

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The universal serial bus
connection will normally be

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a type A connection out of the computer,

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your standard USB port,

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to a type B connection on the printer.

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That's very common,

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and that's a local
connection to the computer,

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but you might also have print servers,

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which we'll talk about in a second,

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that have USB connections.

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Now an older type of connection is serial.

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You're not gonna see that as much anymore.

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The old serial and parallel connections.

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You probably won't use those ports.

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You probably don't have
them on your computer,

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but if you have a connection like this,

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if you see a connection like this,

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the serial connects to a DB15F,

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and if you have a parallel connection,

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it could be either a nine pin female

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or a 25 pin female, that's
real old school stuff,

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but chances are you won't see that.

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Now, also, you have printers

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that can be connected
directly to the network

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via ethernet.

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And that's done with an RJ45 connection

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and we'll show these connections

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on a printer in the last sub lesson.

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You know, that's for printers
that have that capability.

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Some printers only have a USB connection.

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You know, if you have, say, an
inkjet printer for your home,

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it probably just has a USB connector,

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a type B,

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but if you have a printer

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that could be used in a midsize
company or a large company,

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it'll almost likely have
an ethernet connection,

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so you can control that
printer over the network.

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So wired is the first way.

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Then you have wireless,

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and you can connect to
a lot of printers today

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via wifi 802.11,

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either 802.11 G,

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or N,

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or AC,

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and some printers are Bluetooth, also,

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especially if you're
working with mobile devices.

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You can connect to
little handheld printers

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with the Bluetooth protocol.

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So wireless is another possibility.

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And then that print server
that we mentioned before.

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A print server is a little box

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that connects to your network.

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And then it has a USB connection

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for the printer to connect to.

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And this way you can control
that printer over the network.

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That's a basic version of a print server.

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Then you get into more
advanced print servers

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when you have actual server software

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that's controlling multiple servers

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and the printers are
either connected directly

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to that server,

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or they're connected to the network.

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That gets more advanced,

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but your basic print
server is a little device

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that connects to your
network, SOHO, or port router,

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or what have you,

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and it has that USB
connection for the printer.

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Now, sometimes the four
port router has a built in

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print server,

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so it has that USB connection.

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Then there's over the cloud,

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and you might do your
printing over the internet

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and that's a new,

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with all the cloud based
technologies for data storage,

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and for administration,
and virtualization,

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it makes sense that
there's printing, as well.

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And you might have your
printers in another building.

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And so you could print through
the cloud to get to them,

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or in another city,

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or you might be controlling your printers

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which are local in your building,

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but controlling them from a print server,

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which is located on the cloud.

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So there's a lot of
possibilities with that.

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And we're gonna talk more

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about all the networking side
of stuff in the next module.

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So we're gonna kinda lay
off that a little bit now,

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but you should know some of
the ways that it can be done.

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Wired options, like USB and ethernet.

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Wireless,

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such as 802.11 N

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or AC for your PCs

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and for your laptops,

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and possibly Bluetooth
for your mobile devices.

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A print server that
connects to the network

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or is built into your router,

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and over the cloud in a variety of ways.

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So let's demonstrate how to
share a printer in Windows.

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That's what's really important.

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We'll go back to our devices and printers.

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First, the HP Deskjet D1500.

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You see this little icon
here with two people.

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That means that it is shared.

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If it doesn't have that icon,

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like this printer here,

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then it is not shared.

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And by the way, the check mark means

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that that is the default printer

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that this computer will print to.

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So let's right click on this
HP Deskjet and take a look.

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To access the sharing portion
of the printer properties,

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we go to printer properties

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and go to the sharing tab,

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and you can see here it is check marked.

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Share this printer

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and here's the share name.

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Now, I'll tell you right now,

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that's not a very good share name.

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It's not a good idea to have
spaces in any share names,

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and you don't want 'em
to be too complex either.

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You know, who's gonna remember,

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"Oh, I'm connecting to the
HP Deskjet D1500 series

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with spaces.

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No, you're gonna probably
do it by the department.

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So for example, maybe the accounting group

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which has 10 employees
is sharing this printer.

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They're all using it.

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We'll just call it accounting,

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or accounting printer.

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So that's pretty easy to remember.

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And you see you have an option here,

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render print jobs on client computers.

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What that means is the
processing of the job happens

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at the local computer that's
initiating the print job,

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instead of relying on the
resources of the printer,

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which are usually pretty limited.

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So that's where you go
through the sharing.

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Now let's show a printer
that is not shared yet.

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Again, that icon means sharing.

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This one is not shared.

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We'll right click it, go
to printer properties,

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go to sharing,

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and we'll check mark share this printer.

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And you can see that I actually
had this shared before,

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as marketing printer four.

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Maybe the marketing department
has several printers,

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one for black and white documents,

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one for color documents,

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who knows, backup printers
in case one is really busy.

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We share it, we name it,

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and then we okay it.

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And that puts the little icon there.

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And you can see that it is now shared.

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In previous versions of Windows,

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You might have had a networking connection

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to show the sharing icon,

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or something else,

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a hand, or you know, a different items.

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But nowadays you see these two people,

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and that just means
that it's a work group.

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Multiple people, multiple
users can access this printer.

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Okay finally, privacy can be an issue,

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and it must be considered, as well.

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You always gotta think about security.

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And remember I said that
that's one of the six facets

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of dealing with technology,

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security, very important.

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And what are we talking about here?

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Well, we're talking about two things.

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Who can access the printer

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and where is the data stored?

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Where is the data from
the print job stored

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and is it removed?

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So let's go back to our
devices and printers

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and we'll use this guy.

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We'll use the HP LaserJet
that we just shared.

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Right click that guy and
go to printer properties.

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Again, he is shared,

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so multiple people can
connect to this printer,

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but to specify exactly who can connect,

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we go to the security tab,

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and that's where we set our permissions.

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And again, this gets more
into the 220-902 exam,

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and it gets further into technology,

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but you see a list of people
that can connect here.

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And you'll notice that we
have the everyone group.

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That means everyone on
the network can print

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to this printer.

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It's allowed.

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You might wanna remove that.

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If we remove that guy,

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now only the people listed can connect.

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And you can add users individually,

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and you can click advanced
to search for those users

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where you can type the name of the user.

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So this is where you would
go to add or remove users

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that are allowed to connect,

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and then you can modify how
they can access the printer.

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For example, this user account can print,

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can manage the printer,
and manage documents.

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This person can do everything,

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and any other administrator
on this computer can as well.

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So you may wanna modify that.

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So that's where you go

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to help with permissions

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and to make sure that only the
people you want can connect

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to that printer.

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Very important.

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The other thing was
where is the data stored?

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Well, we said before that the print jobs

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are rendered at the client computers,

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and one of the ways this is
done is through spooling.

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If we go to the advanced tab,

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you'll see that we have the
spooling option turned on,

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and it says, spool print documents

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so the program finishes printing faster

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and start printing immediately.

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So what happens is the job
is processed or rendered

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at the local computer,

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and then sent over to
the printer page by page.

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So you wanna make sure that
that information is removed

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from the local computer, first of all.

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And one of the best ways to
do that is to set the system

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to clear temporary files
perhaps every 24 hours.

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And the same thing holds
true for the printer.

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The printer itself, you know

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this guy holds a cache of
jobs that were printed,

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and that's one of the common ways

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that people will go in and
grab personal information.

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To grab it from the printer
cache from the printer memory,

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cuz printers have RAM,

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and they process the document
before they print it.

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So you can set this on the OSD,

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on the onscreen display

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to also delete the cache,

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and I would do that every,

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maybe every 12 hours or every 24 hours,

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or at a specific time,
for example at 5:00 PM,

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when everybody's leaving.

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This way anybody who comes in after hours,

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cleaning crew or anybody who
has access to the building,

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or who knows what,

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if they tried to access the printer

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and grab the cache,

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grab the old files that are stored in RAM,

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then they're not gonna be able to get them

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because they've been cleared out.

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So that's a little bit
about the security there.

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So again, privacy can be an issue.

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You gotta consider that with any device

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that you install

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and make sure that you're securing it

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as far as the users that can connect

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and where that data is stored.

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Any cached or spooled data,

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you wanna make sure that's removed.