Printer Setup — Accounting & Finance Edition
A procedure for installing, configuring, and deploying printers and multifunction devices for use by employees across the organisation.
Purpose
To ensure printers are properly installed, configured, and accessible to authorised users, with correct settings for security, print management, and cost control.
Scope
Covers the setup of all shared and personal printers, multifunction devices, and print server configurations across all office locations.
Prerequisites
- Printer hardware received and physically installed at the designated location
- Network connection available at the printer location
- Printer drivers and management software available
Built with ASIC regulatory requirements, AML/CTF compliance, Tax Practitioners Board obligations, and APES standards in mind.
Step-by-Step Procedure
Physically Install the Printer
Unpack the printer, connect it to power and the network, and complete the initial hardware setup.
- 1.1Place the printer at the designated location and connect to power
- 1.2Connect the printer to the network via ethernet or configure wireless connection
- 1.3Install consumables such as toner and paper
Configure Network Settings
Assign a static IP address or DHCP reservation and configure the printer on the network.
- 2.1Assign a static IP address or configure a DHCP reservation
- 2.2Register the printer in the DNS for easy access
- 2.3Verify network connectivity to the printer from the network
Configure Printer Settings
Configure the printer settings including default print options, security settings, and management features.
- 3.1Set default print settings such as duplex printing and black-and-white
- 3.2Configure security settings including access control and secure print
- 3.3Enable scan and email functionality if applicable
- Set duplex printing as the default to reduce paper consumption
Add to Print Server
Add the printer to the print server and configure print queues for user access.
- 4.1Install the printer driver on the print server
- 4.2Create a shared print queue on the server
- 4.3Configure printer permissions for the appropriate user groups
Deploy to Users
Make the printer available to users through group policy deployment, self-service portal, or manual installation.
- 5.1Deploy the printer to users through group policy or deployment tools
- 5.2Add the printer to the self-service portal if available
- 5.3Verify that users can print a test page successfully
Register and Working paper
Register the printer in the asset management system and working paper its configuration.
- 6.1Add the printer to the IT asset register with all relevant details
- 6.2Working paper the printer configuration including IP address, location, and capabilities
- 6.3Set up consumable monitoring and supply alerts if available
Quality Checkpoints
Common Mistakes to Avoid
Expected Outcomes
Average time from physical installation to user accessibility, measuring deployment efficiency.
Percentage of time printers are operational and accessible to users.
Frequently Asked Questions
How do I add a printer to my computer?
In most cases, printers are automatically deployed through group policy. If not, you can add the printer through the self-service portal or by searching for it on the print server. Contact the IT service desk if you need assistance.
What should I do if the printer is not working?
Check that the printer is powered on, has paper and toner, and is connected to the network. Try printing a test page. If the issue persists, log a ticket with the IT service desk.
Can I print from my mobile device?
Mobile printing may be available depending on the printer capabilities and organisational policies. Contact the IT service desk to find out if mobile printing is configured for your environment.
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