Print Management (Grade 10 NSC Matric Computer Application Technology): Revision Notes

Print Management

Print management is a crucial system that allows you to install, view and manage printers connected to your computer. Think of it as the control centre that coordinates all the print jobs that need to happen, ensuring documents are printed efficiently and in the correct order.

Many software companies provide specialised print management software that handles multiple printing tasks automatically. This becomes especially important in offices or schools where many people need to print documents using shared printers.

Adding new printers to your system

When you get a new printer, you'll need to install it properly before you can start printing. The installation process depends on what type of printer you have and how it connects to your computer.

Understanding printer types

There are two main categories of printers you might encounter:

Local printers connect directly to your computer, usually through a USB cable. The good news is that most modern USB printers will install themselves automatically when you plug them in - Windows recognises them and sets them up without you having to do anything extra.

Network, wireless and Bluetooth printers connect through your network or wirelessly rather than with cables. For these to work, you need to make sure your computer is connected to the same network as the printer, or that your Bluetooth/wireless printer is switched on and ready to connect.

Installing a printer using the Add Printer wizard

Sometimes you need to install a printer manually, especially for network printers. Here's how to do it:

The wizard will show you two clear options. Choose "Add a local printer" if you're connecting with a USB cable, or "Add a network, wireless or Bluetooth printer" if you're connecting wirelessly. The wizard will then guide you through the remaining steps to complete the installation.

For network printers, Windows will automatically search for available printers and show you a list to choose from. Simply select your printer and follow the instructions to finish setting it up.

Setting up your default printer

When you have multiple printers installed, Windows needs to know which one to use automatically. This is called your default printer - it's the one that gets selected automatically whenever you try to print something.

Why default printers are important

Having a properly configured default printer saves you time because you won't need to manually choose a printer every single time you want to print a document. This is particularly helpful if you mainly use one printer but occasionally need to use others for special tasks.

Changing your default printer

After completing these steps, you'll see a green tick mark next to your newly selected default printer. This visual indicator shows you which printer Windows will automatically choose for printing tasks.

Basic printing process

Once your printers are set up correctly, printing documents and images becomes a straightforward process. Understanding how this works helps you troubleshoot any printing problems that might arise.

Printing single documents

The computer will immediately send your document to the printer, which should start printing automatically. This process works with most types of files and applications.

Printing multiple documents

If you need to print several documents at once, select all the items you want to print, then right-click on the selected group and choose "Print". The documents will be printed in the order they were selected, which helps you stay organised.

Managing your print queue

The print queue is like a waiting list for documents that need to be printed. When you send multiple documents to print, or when other people are also using the same printer, all these print jobs line up in the queue and are processed one by one.

Understanding how print queues work

Think of a print queue like a queue at a shop - it works on a first-come, first-served basis. When you send a document to print, it joins the queue and waits its turn. You can view what's waiting, pause printing jobs, cancel documents, or even change the order if necessary.

Viewing your print queue

The print queue window displays important information about each print job, including the document name, who sent it to print, how many pages it contains, the file size, and when it was submitted. This information helps you understand what's printing and in what order.

Managing individual print jobs

If you need to cancel or pause a specific print job, you can right-click on any document in the printer queue window and select the appropriate action. This is particularly useful if you've accidentally printed the wrong document or if there's a problem with the printer that needs to be resolved.

Remember that if you need to print multiple documents in a specific order, it's better to send them to the printer one at a time in the sequence you want, rather than selecting them all at once.