Modern workplaces rely less on paper, but when they do need it, delays or errors can lead to big problems. IT departments must quickly resolve printing issues to keep everything running smoothly. That’s where knowing how Windows 10 manages printing comes into play, along with using the Print Management utility effectively.
To access Print Management, type “Printer” in the Windows search bar and select the “Printers & scanners” icon. This will lead you to the Printers & scanners dialog.
In this dialog, you’ll find key tasks to manage printers and print jobs. You’ll see your connected printers, like a networked HP printer, and options such as Microsoft Print to PDF which allows you to save documents as PDFs directly. There’s also an option to print directly to OneNote.
To add a new printer, ensure it’s powered on and connected to the local network. Click the Refresh button under Add a printer or scanner. If it doesn’t appear, try the “The printer that I want isn’t listed” link. You can add older or local printers by name, IP address, Bluetooth, or through a driver provided by the manufacturer. Always ensure there’s only one instance of each printer listed to avoid confusion.
Selecting a printer in the Printers & scanners menu shows you options to manage it. You can open the print queue, manage the device, or remove it. The print queue shows all active and queued documents, allowing you to monitor errors and job statuses.
From the Document menu, you can pause, resume, restart, or cancel print jobs. The printer menu offers options to set a default printer, adjust preferences for color or paper size, update drivers, or clear the print queue.
The Manage dialog lets you test printing, run diagnostics, and check printer properties and preferences. If a printer needs to be removed due to driver issues, this option allows you to do so easily.
On the right pane of the Printers & scanners page, you can access Print Server properties and troubleshooting help. You can also manage scanners from here.
If a print job fails, check a few things first. Is the printer on? Check the Printers & scanners page for error messages. If the printer is on, delete any stuck print jobs from the queue and power cycle the printer. If it still doesn’t print, run the troubleshooter, clear the queue, reboot the PC, and power the printer back on.
You should also check the spooler service. Open Task Manager, navigate to the Services tab, find the Spooler service, and ensure it’s running. If it isn’t, start it, or restart it if it is.
If the printer is missing, click “Add a printer or scanner” to reinstall it.
To avoid issues, consider a few best practices:
– Use the Print Management utility (“printmanagement.msc”) for a status overview of all networked printers and drivers.
– Ensure printers have appropriate names and locations—like “HP Envy 7640 Sales Office Room B”—to help users choose the right one.
– Set a default printer for each user or department.
– Print a test page after any configuration changes.
– Ensure users see the printer in their applications for a smooth printing experience.
Staying proactive about these best practices can save time and minimize frustrations related to printing.