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Windows

Windows 7 : Accessing a Shared Printer

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2/4/2011 5:41:54 PM
Except for perhaps disk drives, the most commonly shared device on small networks is almost certainly the printer. This makes sense because almost everyone needs to print something sometime, and those print jobs vary: One day it’s a letter to send to the laser printer, and the next it’s a photo to send to the inkjet. Of course, it’s wasteful (and decidedly impractical) to attach both a laser printer and an inkjet printer to every computer. It’s just so much easier (and cheaper) to share one of each type of printer on the network so that everyone can use them.

To access a shared printer, you must connect to it. Here are the steps to follow:

1.
Open the network computer or print server that has the printer you want to use.

2.
Right-click the shared printer.

3.
Click Connect. If a Windows 7 driver for the shared printer isn’t already installed on your computer, Windows 7 warns you that it must install the driver to use the shared printer.

4.
Click Install Driver. Windows 7 installs the printer driver.

You can also add a shared network printer using Windows 7’s Add Printer Wizard. Follow these steps:

1.
Select Start, Devices and Printers to open the Devices and Printers window.

2.
Click Add a Printer in the Task bar to open the Add Printer Wizard.

3.
Click Add a Network, Wireless or Bluetooth Printer. Windows 7 searches for shared printers on the network and then displays a list of the printer it found, as shown in Figure 1.
Figure 1. The Add Printer Wizard displays a list of the shared printers that it found on your network.

4.
Select the network printer you want to use.

5.
Click Next. If a Windows 7 driver for the shared printer isn’t already installed on your computer, Windows 7 warns you that it must install the driver to use the shared printer.

6.
Click Install Driver. Windows 7 installs the printer driver.

7.
Click Finish.

After you connect to a shared printer, Windows 7 adds it to the Devices and Printers window. The name of the icon you see takes the following general form:

PrinterName on ComputerName

Here, PrinterName is the name of the printer as given by its device driver, and ComputerName is the name of the computer or print server to which the printer is attached. For example, Figure 2 shows a connected shared printer that uses the following name:

Lexmark 7600 Series (USB) on MULTITOUCHPC
Figure 2. When you connect to a remote shared printer, Windows 7 adds an icon for the printer to your Printers window.
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