Multifunction Devices

Overview

This lecture covers multifunction devices (MFDs), explaining their functions, setup, connection options, printer languages, sharing methods, configuration settings, security, logging, and scanning features.

Multifunction Device Basics

• An MFD is an output device that can print, scan, fax, and connect to networks and phones.
• MFDs are complex devices, often larger in enterprise environments, requiring proper installation and accessibility.

Device Drivers and Printer Languages

• Correct drivers must be installed for the operating system (OS) and must match 32-bit or 64-bit OS versions.
• Printer Command Language (PCL) and PostScript are common printing languages; driver must match configured language on the printer.

Connection Methods

• MFDs can connect via USB (type B on printer, type A on computer) or Ethernet (RJ45) for wired networks.
• Wireless options include Bluetooth (short range) and WiFi (802.11, either infrastructure or ad hoc mode).

Printer Sharing and Print Servers

• Windows can share printers so others can print through your computer, using a share name.
• Print servers allow direct network access to printers, independent of a user’s computer, and jobs are managed by the printer.

Print Options and Paper Handling

• Duplex printing prints on both sides of paper to save resources.
• Print orientation options include portrait (vertical) and landscape (horizontal).
• Users can select different trays for various paper types and sizes.

Print Quality and Security

• Print quality can be adjusted for draft or distribution-ready prints; color usage can be limited to save toner or ink.
• Access to printers can be restricted by user or group permissions, often managed in Windows or via ID badges.
• Secure print features require user authentication at the printer before printing sensitive documents.

Logging and Monitoring

• Audit logs track print activity, users, and resources used, helpful for managing costs and security.
• Logs may be accessed on the printer or through the Windows Event Viewer.

Scanning Features

• MFDs use flatbed scanners and automatic document feeders for digitizing documents.
• Scanned files can be sent to email, SMB file shares, Microsoft shares, or cloud storage services.

Key Terms & Definitions

• MFD (Multifunction Device) — A device that prints, scans, copies, and faxes.
• Driver — Software that allows the OS to communicate with hardware.
• PCL (Printer Command Language) — HP’s printer language used across many printers.
• PostScript — Adobe’s printer language for high-quality and professional printing.
• Duplex Printing — Printing on both sides of a sheet of paper.
• Print Server — Software/hardware that manages print jobs directly on the network.

Action Items / Next Steps

• Ensure correct drivers are installed for your device and OS version.
• Check printer configuration for selected language (PCL or PostScript).
• Review and configure printer security and sharing settings as needed.