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These options are available when no printer icon is selected: .Troubleshoot printing:Opens the Printing Troubleshooter inWindows Help and Support Center. .Get help with printing:Supposedly takes you to a Web site whereyou can get help with printing. But personally, I ve never comeacross anything very helpful there. The Add a printer, Install a local fax printer, and/or Send a faxoptions youmight see are discussed later in this chapter. Changing the Default PrinterThe default printeris used to print a document when you don t specify a printer. For example, if you just click the Print button in a program s toolbar to print, without going to the Print dialog box first, the document will be printed to thedefault printer. In the Printers and Faxes folder, the default printer is markedwith a check, as in Figure 8-5. Figure 8-5:Setting the default printerTo change the default printer, right-click the icon for the device you want touse as the default, and choose Set As Default from the shortcut menu thatappears, also shown in Figure 8-5. Using a Different Printer for One JobIf you have access to multiple printers from your computer, you re not limitedto using the default printer. You can send any document to a specific printer(or fax device) from the Print dialog box without changing the default printer. To do so, get to the Print dialog box from your program (that is, choose File. Save from the program s menu bar, or press Ctrl+P). When the Print dialog boxopens, click the icon that represents the printer you want to use, as in the tophalf of Figure 8-6. Or choose the printer you want to use from the drop-downlist, as in the example shown in the bottom half of the same figure.
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printer s icon, the Explorer Bar at the left side of the folder will show optionsfor working with that particular printer (see Figure 8-4). If you click someempty space just outside an icon, so that no icon is selected, the Explorer bar will show the options shown in the right side of the same figure. The Explorer bar options are largely self-explanatory. The options here areavailable if you select (click) a printer in the main folder: .See what s printing:Open the print queue for the selected printer. .Selecting printing preferences:Lets you change the selectedprinter s default settings, to be used for all future print jobs. .Pause printing:Pauses all print jobs in the selected printer s printqueue. .Share this printer:If your computer and printer are on a network, this option shares the printer so that other computers in the networkcan use it. .Delete this printer:Removes the printer s icon from the folder. .Set printer properties:Lets you change the selected printer s properties. .Go to manufacturer s Web site:Brings a limousine to your frontdoor so you can visit the printer manufacturer s Web site. (Yeah, sure.) Figure 8-4:Explorer bars available in the Printers and Faxes folderChapter
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You can use commands on the print queue s menu bar to manage all the docu- ments currently in the queue, as follows: .Printer.Pause Printing:Pauses the current print job and all thosewaiting in line. To resume printing, choose the same options to clearthe checkmark that appears next to the Pause Printing option. .Printer.Cancel All Documents:You guessed it cancels the cur- rent print job and all those waiting to be printed. You can close the print queue as you would any other window by clickingthe Close button in its upper-right corner or by choosing Printer.Close fromits menu bar. To get help with the print queue while it s open, choose Helpfrom its menu bar. That covers the main options for printing documents. You can also manageprinters (as a whole) and fax devices using the Printers and Faxes folder, described in the next section. Managing Printers and FaxesYou can manage your printers and faxes using the Printers and Faxes folder, available in Control Panel. To open the folder: STEPS:Open the Printers and Faxes Folders1.Click the Start button and choose Printers and Faxes, if available. Ifyou don t see a Printers and Faxes option on your Start menu, chooseControl Panel instead and complete Steps 2 and 3 as follows. 2.If Control Panel opens in Category view, click Printers and OtherHardware. Otherwise, ignore this step. 3.Double-click the Printers and Faxes icon. The Printers and Faxesfolder opens. Within the Printers and Faxes folder, you ll see an icon for each printer and fax device to which you have access from this computer. If you click a specific146Part Do I Stop This Thing? Don t expect a paused or canceled print job to stop right away. It may print sev- eral more pages, even after you ve canceled a print job. That s because the printqueue sends chunks of a document to the printer s buffer. That buffer, in turn, holds information waiting to be printed. Canceling a print job prevents any moredata from being sent to the buffer. But the printer won t stop printing until itsbuffer is empty (unless, of course, you just turn the printer off).
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Initially, all you see of the print queue is a tiny printer icon in the notificationarea. When you point to it, the screen tip shows the number of documentswaiting to be printed, as in Figure 8-3. If you double-click that tiny icon, theprint queue will open, as in the example shown in the same figure. Figure 8-3:Double-click the printer in the Notification Area to open the print queue. The print queue shows the names of any documents waiting to be printed. Topause or cancel a specific print job, right-click its line in the print queue andchoose one of the following options from the shortcut menu that appears: .Pause:Stops printing the document until you restart it. .Restart:Restarts the paused print job. .Cancel:Cancels the print job so it doesn t print and removes the jobfrom the print queue. .Properties:Provides detailed information about the print job. Youcan also set the document s priority. The higher the priority, themore likely the print job is to butt in line ahead of other documentswaiting to be printed. You can get to the same options by using the Document command in the printqueue s menu bar. Whatever option you choose is applied only to the selected(highlighted) print jobs. To select one print job, just click it. To select additionalprint jobs, hold down the Ctrl key while clicking them. If you want to controlmultiple print jobs, make sure you select them all before making a selectionfrom the Document menu in the print queue. Print Queue? If you re printing to a shared printer connected to another computer in your localnetwork, things won t work quite as described here. The file you printed will besent to the print server s print queue. The print server is the computer to whichthe shared network printer is physically attached via a cable. To cancel a networkprint job, you have to go to the print server computer, open its print queue, andcancel the print job there.
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can keep regular paper in one printer bin, and envelopes in a secondbin, choose the second bin whenever you want to print envelopes. .Media:Lets you specify the type or quality of paper you re printingon, such as Plain Paper or Premium Photo Paper. .Quality Settings:Lets you choose a print quality. The higher thequality, the longer the job takes (and probably the more ink that getsused). Use Draft or Normal for printing day-to-day documents. UseHigh when printing a prized photo on photographic paper. .Color:Lets you print a color document in black and white, to con- serve color ink. It might also speed up the whole process on someprinters. After you ve made your selections in the Printer Properties dialog box, clickOK to return to the Print dialog box. There you can choose additional options. Or click its Print or OK button to start printing. Figure 8-2:Sample Printer Properties dialog boxStopping the Printer, Managing Print JobsAs mentioned, a document rarely starts printing right away, because there ssome work to be done first. Part of that organization involves sending the document to the print queueas a print job.If there are other print jobs waitingto be printed, your document gets in line and waits to be printed. You can usethe print queue to manage print jobs. For example, you can stop a printingdocument or clear out all documents waiting to be printed, via the printqueue.
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.Page Range:Choose which pages you want to print, ranging from All (the entire document), the current page (the page visible on yourscreen), Selection (only the text and pictures you selected in the document prior to getting here), or Pages (define a specific page, like1, or a range of pages, like 2 5, to print only pages 2, 3, 4, and 5). .Manual Duplex:Print pages back to back on printers that don t havethe capability to do that automatically. (Duplexis nerd word for backto back.) When you choose this option, odd-numbered pages will beprinted first. You ll then be prompted to reinsert those pages, so theremaining pages can be printed on their backs. .Number of Copies:Specify the number of copies to print. .Collate:If this is selected, and you print multiple copies, pages arecollated. If you print multiple copies, and clear the Collate option, you ll get multiple page 1s, followed by multiple page 2s, and so forth. After you ve made your selections in the Print dialog box, click the Print button, or OK button, to start printing. Or you can choose additional options that areunique to your printer, as discussed next. If your Print dialog box has a ? button in its upper-right corner, you can click that button; then you can click any option in the dialog box for moreinformation. Choosing a Print Quality and SuchThe general options that appear in the Print dialog box are almost universal. Depending on the make and model of your printer, you might have some otheroptions to choose from. For example, you might be able to control the printquality of a document, opting for a quick draft or a time-consuming but better- quality job. To get to those settings, click the Properties button in the Printdialog box. The Properties dialog box for your printer opens. I can t say exactlywhat yours will look like. But Figure 8-2 shows an example from an HP R80OfficeJet printer. The figure shows options on both of the tabs in that dialog. Here s a description of what each option in the sample dialog box offers: .Orientation:Portrait prints in the normal vertical orientation; Landscape prints horizontally across the page. .Page Order:Front to Back prints pages from lowest page number tohighest. It keeps printed pages in correct order if those printed pagescome out of the printer face up. Back to Front prints pages from last tofirst, which keeps them in order if the printed pages come out face up. .Pages per Sheet:If you specify a number greater than one, multiplepages are reduced to fit on the page. For example, choosing 2 printstwo document pages on each piece of paper, making each documenthalf its actual size. .Paper Source:If your printer has more than one paper-feeder, usethis option to choose which one you want to use. For example, if youChapter
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you want to print the current document. I can t say exactly what that Print dialog box will look like. It depends on the program you re using and yourprinter s capabilities. Figure 8-1 shows a couple of sample Print dialog boxes. The one on the left belongs to Microsoft Internet Explorer; the one on the rightto Microsoft Word 2002. Don t expect any document to start printing immediately. There s alwayssome prep work that needs to be done, and that will take a few seconds. Figure 8-1:Examples of two Print dialog boxesMany programs offer a Print Preview option, which allows you to get peek at what the printed document will look like. Try choosing FilePrint Preview from your program s menu bar to see whether it offers thisfeature. Use buttons in the Print Preview window to view the document magnifications. To change margins and such, close the Print Previewwindow, and choose File.Page Setup from that program s File menu. Common Printing OptionsAs you can see in Figure 8-1, you have a whole lot of options to choose frombefore you start printing. Here s a quick overview of the options you re likelyto come across and most likely to use: .Select Printer:If you have access to multiple printers (as when you reconnected to a network), choose the printer you want to use.
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88CHAPTERPrinting andFaxingDocumentsIf your computer has a printer attached, you canprint any document currently open and visible onyour screen. Even though tens of thousands of pro- grams allow you to print documents, and hundreds ofmakes and models or printers exist, the way you goabout printing a document is almost always the same. Faxing is similar to printing, the main difference beingthat the document prints on someone else s fax machineas opposed to on your printer. In this chapter, you lllearn fundamental, universal skills that you can apply to printing and faxing just about any document, fromany program. Printing a DocumentAlthough I can t say that I ve used every one of thethousands of programs available from Windows XP, I have used a lot of them. So far, they all support thefirst three options listed here: .Click the Print button in the program stoolbar. .Choose File.Print from the program s menu bar. .Press Ctrl+P. If you use the first method, the document will likely juststart printing within a few seconds. Using either of theother methods is likely to bring up the Print dialog box, where you can choose options to specify exactly how …In This ChapterPrinting a documentStopping the printerand managing print jobsManaging printers and faxesPrinting the screenTroubleshootingcommon printerproblemsFaxing documentsFaxing without a faxmodemMore on faxing …
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When working on a lengthy document, remember what I say in Chapter 6 save your work often! Likewise, you can open your document at any time by using any of the tech- niques described in Opening Documents in Chapter 6. There s nothing to it. SummaryIn this chapter, you ve learned fundamental, universal techniques for creating, editing, printing, and saving text. I may be stretching it a bit when I say universalhere. Hundreds of programs are available for Windows XP that allow you totype and edit text. And there s no way to test them all. But take it from a guywho has used a whole bunch of those programs: These techniques will almostcertainly work in any program you use. If in doubt, try it out. If all else fails, choose Help from the program s menu bar, and search for whatever word or phrase describes what you want to do. Before we move onto Chapter 8, here s a quick recap of the main skills you ve acquired in thischapter. .When typing paragraphs, don t press Enter at the end of each line(only at the end of each paragraph). .To print text, press Ctrl+P, or choose File.Print from the program smenu bar, or right-click the text and choose Print. If a Print dialogbox opens, click its Print or OK button. .To change text, you must first move the cursor (or insertion point) to where you want to make the change. You can click the spot or usethe navigation keys on the keyboard. .To style, delete, copy, or move text, you first need to select the textso your program knows which text to work with. .If you need to get text from one program window to another on yourcomputer, don t retype. Use copy and paste instead. .To add a special character to your text, click the Start button andchoose All Programs.Accessories.System Tools.Character Map.
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Figure 7-9:Windows XP Character Map3.If you don t see the character you want: Use the scroll bar to the right of the characters to see additionalcharacters. Or choose a different font from the Font drop-down list (Figure 7-9 is displaying the font named Symbol). If it s hard to see a character in Character Map, click thecharacter to magnify it. 4.To select a character to use, click it; then click the Select button. You can repeat this step to select as many characters as you need. 5.Click the Copy button. 6.In your document, click where you want to place the special character(s). 7.Press Ctrl+V, or right-click near the cursor and choose Paste, orchoose Edit.Paste from that program s menu bar. The character is inserted into your document at the cursor position. Saving Your TextThe moment you start typing text into a blank sheet of paper in a program, you ve created a document. As discussed in Chapter 6, just because it s a document and on your screen doesn t mean it s been saved. If you plan torevisit the document, you ll need to save it. You can use all the standard tech- niques described under Saving a Document and Closing a Document inChapter 6 to save your work and close your document. If in doubt as to whereyou save the document, go for the most obvious and simple solution yourMy Documents folder.
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