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Overview

To maximize the use of our resources at Carleton, we put most workgroup-level printers on the network and share them using a Windows Server print server. With the use of the print management application PaperCut, the person who submits each print job determines how each job is paid for, regardless of which printer the job is sent to.

These instructions explain how to add such shared printers to college-owned computers running Windows 7.. Exceptions for other versions of Windows are included in each section. These instructions apply when those computers are on the Carleton network, with an IP address starting with 137.22..  When college-owned computers are used off campus, first make a VPN connection to the Carleton network, then add the printer. It will be necessary to make the VPN connection every time before printing.

Don't use these instructions to add a printer to a personal computer, whether on or off campus. Instead, use WebPrint, which has no requirements on computer's domain and makes no changes to the personal computer.

Related Content

This article has been recently edited to move some of the content to a new article. To add a printer interactively for just your own use, keep reading. To add a printer to a computer so all users get the printer, or to add multiple printers for a building floor or department, read this new article.

1. Identifying the printer you need

The Printers page is the Web page that lists and describes all shared networked printers at Carleton:

 https://print.ads.carleton.edu/printers/

This is actually a sequence of 2 linked pages, which you traverse using the links at the bottom left of the list. Any printers added in the last month may be listed at the end of the last page, not in the alphabetical list.

Each printer (actually a print queue) is named in the form BLDGRoom-Model, where BLDG is an abbreviation for a Carleton building, Room is the floor and room nearest the printer within the building, and Model is an abbreviation of the printer manufacturer and model. So CMC104-CC5550 is a Canon C5550 printer on the first floor of CMC in or near room 104.

Printers capable of color will usually print color pages in color at the higher charge per impression (side). All the Canon C5550 MFDs we have are capable of color printing, while the few Canon 6555 MFDs are not, they are grayscale only. None of the HP LaserJet (-LJ) models we have do color; some of the Xerox Phaser (-X) models we have do color (-XCxxx, -X7xxx) and some do not (-X36x0, -X4600, -X5550).

The Location field is the standard abbreviation for a Carleton office or department, indicating the group that influences the conditions for the printer's use. So a Location of MAST means that the Math and Statistics department suggested the policies for the use of this printer.

All of the following instructions are only for printers managed by PaperCut, as indicated by the word PaperCut in curly braces at the beginning of the printer Comment. To add a printer not managed by PaperCut, which may need a different installation procedure, contact the ITS HelpDesk at x5999.

Also in each printer Comment, watch for a phrase like, "only faculty, staff and stuworkers can use", which indicates that the department has restricted the use of the printer. In general, if you cannot see a printer listed when you use WebPrint, you cannot add it using these instructions either. For a detailed explanation of every field on the Printers page, read this article.

To search for printers in a building or controlled by a department, use your Web browser's Find (Ctrl+F) to search each of the two pages. Remember, any printers added in the last month may be listed at the end of the last page, not in the alphabetical list.

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2. Installing a printer driver

On a computer running Mac OS X or Linux, this is a significant step. But on Windows, this step vanishes, because the Windows Server print server will supply the correct printer driver and default configuration when you add the printer in the next step. In step 4 below, you can access the settings of the printer driver.

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3. Adding a printer...

The following screen snapshots were captured on Windows 7. Where Windows 10 is different, additional screen snapshots are shown at the end of each section.

NOTE: In all the following instructions, when you see CMC104-CC5051 or BLDGRoom-Model, substitute the name of the printer you found in step 1.

3.a. ...For the current user

This is the simplest way to add a printer, which uses a Wizard interface to prompt for the necessary information, and adds the printer just for the currently logged-in user. To start, open the Printers folder from the Start menu ("Devices and Printers" or "Printers & scanners"), or from Control Panel, under the heading "Hardware and Sound", choose "Devices and Printers".

With the Printers folder open, choose "Add a printer":

When the Add a printer wizard starts, if you are asked what type of printer (Windows 7 only), choose "Add a network, wireless or Bluetooth printer", then choose Next:

 

In the next wizard step, find the link "The printer that I want isn't listed" (hint: ignore any list, scrolling down below it), choose this link, then choose Next:

In the next wizard step, choose "Select a shared printer by name", then type the print server and print queue name into the text box in the form shown, substituting the name of the printer you chose in step 1 (no spaces), then choose Next:

If you watch carefully, you may see a progress dialog like this appear, change its message to "Downloading a driver", and then disappear:

In the next wizard step, you should see this result, showing the print queue is "on print" or "on print.ads.carleton.edu", with the name of the printer driver that was installed or used. (PS or PS3 stands for PostScript or PostScript Level III.) Then choose Next:

In the last wizard step, you may choose to set this as the default printer or not, then choose Finish:

You probably do not want to print a test page, because it will cost you for the print job.

If you are asked whether to share the printer, answer No, because your computer would start serving the printer to other computers, which is a burden you don't want!

If you are asked for elevated (Administrator-level) approval so the printer driver can be installed, answer Yes. If you are asked for Administrator-level credentials (username and password) so the printer driver can be installed, enter them, probably using your admin account (.\admin) and whatever password you chose when it was set up.

The printer driver and the correct default configuration for the printer were downloaded automatically, unlike on Macs running OS X where you must supply these.

Once the printer appears in the Printers folder, you are ready to change the Printing Preferences .

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On computers running Windows 10 or later, the second wizard dialog looks a little different: 


Once the printer appears in the Printers folder, you are ready to change the Printing Preferences .

(Windows 10 version 1709 changes some of this sequence. This documentation will be revised soon to show the other differences.)

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3.b. ...For all users of a shared computer (printui technique)

See this new article.

3.c. ...For all users, for multiple printers at once (K1000 Kscript)

See this new article.

 

Only for computers in the ADS domain
Note: All of these commands in 3.a. and 3.b. and 3.c. add a printer or printer connection as a Windows-style SMB printer, which is what Windows prefers for computers in the campus ADS domain (ads.carleton.edu). If a printer must be accessed as a UNIX-style LPR/LPD print queue instead, which does not have the domain requirement, call the ITS HelpDesk at x5999 for help with detailed instructions.

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4. Changing the default Printing Preferences...

The final step in adding a printer is to make sure its settings are configured so you get the printing the way you want it. Back on the Printers page in the Comments field, the phrase "default-" notes any settings that are different than what the printer would do normally. For example, the phrase "default-duplex" means that print jobs will be printed on both sides of the paper, rather than just one side (simplex); the phrase "default-grayscale" (or "default-b&w") means that the printer is capable of printing in color, but will print jobs in grayscale (black and white) by default. You can change any of these settings for a specific print job at the time the job is submitted.

To change a default setting "permanently" for your login on this computer, open the Printers folder and right-click the printer to choose Printing Preferences, which is your interface to the printer driver for this model of printer. (On Windows 10, from "Printers & scanners", select the printer and choose Manage, then you can choose "Printing Preferences".)

4.a. ...on a Canon MFD or printer (-C)

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4.b. ...on a Xerox printer (-X)

Or, it may look more like this:

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4.c. ...on an HP LaserJet printer (-LJ)

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