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On the occasion when you go to print a file and it just simply won't work, you need to know how to troubleshoot the problems and see what's going on with your printer. We are going to explore a couple of different methods here. First, we're going to try sending some files to our printer. You can use the Exercise Files if you've got them in the 09_02 subfolder of the Chap09 folder. We've got a few here. I've already tried to send one. I am going to send the other two. I am going to go to the Excel spreadsheet. Select it by clicking and then choose Print. Off it goes.
Same thing for the Annual Report, a Word document. It launches Word quickly, closes it up after it sends to the printer. And everything seems to be working fine but as I look over to my printer, nothing is coming out. Well, sometimes what you will notice if you happen to see it in the bottom right-hand corner of your screen is this little printer icon that appears on the Taskbar. It'll show up there. It'll flash sometimes very quickly and disappear if everything is working fine. But if everything is not working fine, it will just stay there and as you hover over it, you can see a little message, in my case, three documents pending.
Well, we can get quick access to the queue of files waiting to be printed by double-clicking this and there they are. There is the one I started with before this movie began, my VeggieStirfry. We can change the width of these columns to see the full names or you can just hover over them to see the full name but there's the other two that didn't come out because the first one is stuck. Status says it's printing, everything seems to be okay, except if I look at the title bar my printer seems to be out of paper.
Well, we can do things from this queue. For example, if we no longer want to print the Microsoft Word document, maybe we sent it to another printer or somebody else printed it. Right-click and you have got some options. From the pop-up menu, you can pause this. You can restart it, cancel it altogether or access the properties for that particular file. I am going to choose Cancel, which I'll need to confirm by clicking Yes. It's no longer going to be sent to the printer. It's as if I never printed it in the first place.
Let's say if the other two in the queue for a moment and explore another way to get printer information. That's from your Devices and Printers. Select the Windows orb and choose Devices and Printers. Now here you are going to see all your devices again, including your printers. The printer that was set up as the default in the previous lesson no longer shows a green circle with a checkmark but rather this warning sign. As we hover over you can see the status, there are two documents in the queue in the printer is out of paper. So I see that just by hovering over.
And we talked about something in the previous lesson known as Device Stage. When you plug in a new device, drivers are automatically searched for by Windows, and installed for you, and the device should be up and running. Many devices have a device stage interface. In other words, manufacturers have provided Microsoft with extra tools and a user interface for working with that device and it just so happens, my HP Deskjet is one of them. So if I was to select this, I get information down below. If I double-click, I am going to open up that interface.
So here is another way to see what's going on. For example, my printer is out of paper. Now if I select this or where it says 2 document(s) in the queue, I am going to access that same queue I just had a moment ago that I accessed from my status bar. If I choose Paper out, sure enough it says out of paper at the top. I need to go fill it up with some paper. I can close that up. We'll see the exact same information from here. Here, I'm going to see some of the settings for the file. If I choose Letter,Portrait in this case, you can see I'm taken directly to the Paper/Quality tab of my Printing Preferences so I can make changes here.
For example, I can change it from Letter to another paper size. This is while it's still waiting to be printed and that's a nice little feature. I am going to click Cancel. Now down below, we can also access the queue by choosing See What's Printing. Now one-click only selects it. Double-clicking, it's going to open up that same queue. Customizing your printer and adjusting printer options allows you to get into the printer's properties. If I double-click Adjust Print Options, you can see it's the Paper/Quality tab again that's selected here in my Printing Preferences. I'll close that up.
If I double-click Customize Your Printer, again, I am at the HP Deskjet properties and the General tab is selected. Here I can change the name of it and I can go to any one of these other tabs as well. And I am just going to cancel this. We don't really need to do any of that right now. All right, so now we added some paper to the printer. You can see what's happening. You can see 2 document(s) in the queue still. Printer is now ready. It's not out of paper. Now we are down to 1 document(s) in the queue and as my printer continues to print out the various copies of my files, I'll see the status has changed, right here from the screen and at anytime, I can access any of those properties and preferences.
But when we are done, simply close it up and we can close up the Windows Explorer with our files and allow the printer to do its thing.
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