Windows XP Pro: The Missing Manual

If you're having a problem printing, the first diagnosis you must make is whether the problem is related to software or hardware. A software problem means the driver files have become damaged. A hardware problem means there's something wrong with the printer, the port, or the cable.

Test the printer by sending it a generic text file from the command line. (Printing a regular printer disk file isn't an effective test, because if there's a problem with the driver, the codes in the file are likely to contain the problem.) To perform such a test, locate a text file, or create one in Notepad (Section 7.1.8). Then choose Start All Programs Accessories Command Prompt; send the file to the printer by typing copy filename.txt prn and then pressing Enter. (Of course, remember to type the file's actual name and three-letter extension instead of filename.txt. )

If the file prints, the printing problem is software-related. If it doesn't work, the problem is hardware-related.

For software problems, reinstall the printer driver by opening the Printers and Faxes window, right-clicking the printer's icon, and choosing Delete from the shortcut menu. Then reinstall the printer as described at the beginning of this chapter.

If the problem seems to be hardware-related, try these steps in sequence:

• Check the lights or the LED panel readout on the printer. If you see anything besides the normal "Ready" indicator, check the printer's manual to diagnose the problem.

• Turn the printer off and on to clear any memory problems.

• Check the printer's manual to learn how to print a test page.

• Check the cable to make sure both ends are firmly and securely plugged into the correct ports.

• Test the cable. Use another cable, or take your cable to another computer/printer combination.

Another way to check all of these conditions is to use the built-in Windows troubleshooter ”a wizard specifically designed to help you solve printing problems. To run, choose Start Help and Support. In the Help center, click "Printing and faxing," and on the next screen, click "Fixing a printing problem." Finally, click "Printing Troubleshooter."

If none of these steps leads to an accurate diagnosis, you may have a problem with the port, which is more complicated. Or even worse , the problem may originate from your PC's motherboard (main circuit board), or the printer's. In that case, your computer (or printer) needs professional attention.