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Network Printer and File Sharing for Homes or Small Companies- Ideas for making your network system more flexible, reliable and efficient.Whether you are building a new house, office, or workshop, or just staying put and improving what you have, the following information is important in setting up and optimizing your network. To obtain maximum benefit from this report, the reader should already have a good understanding of networking concepts and language.ContentsA. Network Printer SharingB. Network File SharingC. Network Attached Storage (NAS)D. NotesA. Network Printer SharingOne of the more convenient factors about having a network is that all the computers on that network can share the same printer if required, which negates having to have individual printers servicing individual computers. This provides centralized control of printing and distribution, a great time and money saver in any office.Parallel & USB printers can be networked either attached to a computer or as a stand alone unit (i.e. they don't have to be plugged into a computer directly to function). A valid reason for having printers as a stand alone unit on a network is the ability for all operating systems to be able to use the same printer, i.e., Mac,Linux and Windows computers can all connect to the same network and share the same printer, providing drivers are available for all the operating systems. Finally, if you have a multi function network printer, you should also be able to use the extra facilities over the network, i.e., scanning & faxing from any of the networked computers once the appropriate software is loaded on to them. Note: The scanning, faxing facility with USB multi function printers are unlikely to work over the network, whether connected as a stand alone device or connected to a computer.Once your network has been successfully set up, sharing a printer between computers is usually straight forward. Sharing stand alone network printers will vary from easy (Network/Ethernet built in) to very difficult, if not impossible (this will depend on the manufacturers of the print server and the printer).Printers with Parallel, USB, Ethernet or Wireless connectionWhile you currently have a choice of Parallel, USB, Ethernet and Wireless printers, Parallel has really been superseded by USB connections which have become the standard at present. Some lower end printers are now being supplied with network and wireless connections built in, so this is worth checking out if you are in the market for a printer to use on a network.Print ServersIf you have a good quality and reliable Parallel or USB printer, and would like to use it as a stand alone on your network, then Ethernet print servers are available for Parallel and USB printers, Wireless print servers may only support USB. Prices start at around US$50-60. Installation procedures are always included and will vary depending on manufacturer. Even if you're buying a major brand, carry out a lot of research on the web to see if you can find reviews and somebody who has acquired some experience at setting the up the model you are interested in for the operating systems you will be using. Please be aware that any printer using GDI, CAPT, PPA, LIDIL or any future host-based protocols may only work when attached to a computer. Even if it's not one of these protocols, you will still need to check on your printer compatibility for the operating system and print server you are using or thinking of using.An Ethernet or Wireless ready printer (Ethernet/RJ45 and/or Wireless connection built in) should have an installation/information CD included with it; it should also have a USB port, parallel port or both.Some of the more expensive (Small & Medium Business) laser printers still have parallel ports as well as USB at the present time (Late 2007). Our personal preference is for Ethernet connections but it's still useful to have the USB and/or parallel ports available on the printer to test it, just in case you have problems communicating with the printer over the network. With the correct installation of a network printer you can often access the printer’s control panel using your web browser. This can allow you to see and change settings, as well as other information held on the printer. Additionally you can carry out firmware updates (just like a lot of other network hardware) without having to find manufacturer specific software to carry out the upload using USB or Parallel ports. Please note, entry level network printers may not all have this facility. Whilst most individuals are unlikely to be interested in the web browser facility, it's very useful tool if you are looking for a career in IT systems support.Some routers and router/modems do have a USB print server built in, but this may not suit your network layout, See notes below.Notes:December 2006 installed a HP PhotoSmart 2575 Ethernet ready printer, using CD supplied with it, printing and scanning from all PC's on network, only had Windows XP computers on network though.Recently (November 2007) tried an Asus WL-520GU WiFi Router with print server and to date have it working with XP and Vista but not Mac OS X (got Vista working using the XP instructions). And a USRobotics MAXg 5416A router with print server is currently working with Windows XP (November 2007) &Vista (had to contact/email US Robotics for instructions as the XP ones didn't work?, possibly because we tried to set it up as a network printer, and it had to be set up as a “Shared” printer?) (Had OS X 10.3 instructions but they didn't work for 10.4?) again US Robotics has supplied us with instructions, but we haven't got around to trying it out yet (December 2007). To use the Asus you configure your computer printer settings as a local printer?, and the US Robotics is configured as a Network printer/Shared printer.Asus have also replied to emails, stating that as Windows is the predominant OS, Asus don't appear to be in a hurry to get around to supplying instructions for the Mac.Were hoping to try an Apple Airport Express unit soon to see if we can get XP, Vista and OS X 10.4 all printing through it. You will still need a router with this unit as it's only Wifi, USB and single Ethernet connection.B. Network File SharingFile sharing is not quite as straight forward as printer sharing, especially if you only have a “C:” drive and XP Home (This is possibly the same for Vista Home). If this is the case, it is recommended that you partition your “C” drive as soon as practicable (before you get too much stuff on it) and add a”D:” drive, or if this is not possible, add a second hard disk. Files for sharing should preferably not be on your main drive for security reasons and ease of backups (especially if you put all your data in appropriate folders in one main folder). Partitioning may be a problem if you have a new notebook, as many have recovery partitions that partitioning software doesn't like. With Windows 2000, XP Pro and Vista Business simple file sharing can be switched off, and you can then set sharing or security on an individual File, folder or login basis. With XP Home (and probably Vista Home) this is not available, thus the partitioning requirement for data you want shared. Note: You can share folders on a “C” drive with home versions and there are a few ways to achieve this, the easiest is to store or copy your data into the shared folder (Public on Vista).Once you have the partitioning established, you have the options to move your “My Documents”(“Documents” in Vista) and re-direct major applications to store data on your “D:” Drive as well. If there are applications that don't have options to set where to store files, you can try moving the data to the “D:” drive and put short cuts on the desktop for your data files, you will then have to check the file associations for the correct application to start up if it doesn't work correctly. Other advantages of keeping your data on the “D:” drive is for quick backups, and if you need to re-install the operating system on the “C:” drive your data will be unaffected (this excludes Windows data like email, email accounts & address book, these can all be saved to another drive, by exporting from the applications). With other applications that won’t allow you to save data to the “D:” drive, you could consider “backing up” the data to the “D:” drive, especially if you carry out regular (Daily) backups. This could save you having to carry out separate time consuming backups to Tape, CDRW/DVDRW or Off Site storage.C. Network Attached Storage (NAS)This is a similar concept to the network printers, except this time it's a dedicated computer (usually without a keyboard and monitor) instead of a printer, and it is used basically as a giant hard disk for storing and retrieving data. Again, it can be controlled and accessed using a web browser. Your requirements may necessitate having a Gigabyte LAN connection into a Gigabyte switch if there are a large number of users, or there could be delays in getting data to/from the storage medium. NAS hardware comes in non-Raid, Raid and hot-swap Raid versions. Basic Raid systems will usually be set up as Striped (Raid 0)for speed or Mirrored (Raid 1) for reliability (Minimum 2 Disks), or for both, Striped and Mirrored (Raid 0 + 1, Minimum 4 disks) or Mirrored and Striped (Raid 1 + 0, Minimum 4 disks). Check the specifications of any NAS devices you might be interested in as they will vary in the number of disks, size of disks and raid versions supported. These are the sort of specifications for entry level raid systems, suitable for home and small business use. You can also make a similar set up with a normal PC, you will probably need a middle to top range motherboard for Raid 0 + 1, 1 + 0 with enough spare SATA connections to cope with a minimum of 4 disks. To learn more about raid, go to http://en.wikipedia.org/wiki/RAIDNotesHere are a few more thoughts on implementing File & Printer Sharing for your network.From experience, we know that a lot of users like their printing and storage close at hand. (That is, they don't like getting out of their seat for little print jobs). In this case, install the driver for the network printer, don't make it the default printer and then allow the network printer to be selected as required from the printer list ( Select “File”, “Print” or Ctrl + P), and leave the default printer as their computers attached printer. Special or large printing jobs can be directed to the network printer as required, and “one pagers” printed at their desk.For data it's usually slightly easier to get users to store data on one computer/storage device if the backups are only carried out on the one device. Setting backup systems to back up individual computers is possible, but will flag errors if the computer isn't on when the backup is carried out or there are niggling network problems, which can happen if the computer has been left on for days/weeks, that don't show up in normal use. And the backup will be much slower if it's on a 100 MHz link compared to disk and backup device being on the same computer, Gigabyte network links would also help in this situation. It also easier if you can schedule backups when everybody has gone home closed all their files and shut down their workstations.Note: Open file backups are available with XP, 2003 Server and later versions of Microsoft's Operating Systems.Hoping you find this information useful.For more information and support, consider purchasing our networking eBook to acquire much more information on setting up your network, wireless access, sharing printers & files and making your network secure.
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