5 TIPS FOR USING CLOUD PRINTING
What exactly is Cloud printing?
Traditionally, to send a print job to a printer you’d either have to connect the printer directly to your computer, or connect both the printer and your computer to a network. Google Cloud Print is a service that extends the printer’s function to any device that can connect to the Internet. You can be on the other side of the world and send a print job to the machine sitting on your desk at home.
When you use Google Cloud Print through an app or Web site, the print request goes through the Google servers. Google routes the request to the appropriate printer associated with your Google account. If you register more than one printer — there’s no limit to the number of printers you can connect to your account — you’ll have to designate the machine you want the print job to go to. Assuming the respective printer is on and has an active Internet connection, paper and ink, the print job should execute on the machine even if you’re in another part of the world. You can share your printer with other people, allowing them to send you printed documents through Google Cloud Print.
Amazing, really. So what are some of the things one must remember when using cloud printing? Here are some.
What to do if your printer is not cloud-ready
Because most printers aren’t t cloud-ready, most Google Cloud Print users will need to have a computer act as a liaison. Google Cloud Print is an extension built into the Google Chrome browser Google turns the setting off by default — you have to choose to enable it. Once enabled, the service activates a small piece of code called a connector. The connector’s job is to interface between the printer and the outside world. The connector uses your computer’s printer software to send commands to the printer.
Register your cloud-ready printer
If you have a cloud-ready printer, you can connect the printer to the Internet directly without the need for a dedicated computer. You have to register the cloud printer with Google Cloud Print to take advantage of its capabilities. The big advantage of the cloud printer is that you don’t have to keep a computer powered on, online and connected to your Google account in order to receive print jobs. You connect a cloud printer to the Google Cloud Print service by registering the printer’s unique email address with Google.
How to share your printer with a group of friends
Want to share your printer with a group of friends? First, you’ll need to set up a Google Group. Once you’ve set up the group and invited all your friends, follow the instructions above to share the printer. If you’ve shared a printer with a group and you’re the group owner, you’re all done – group members can now access the printer as long as they have a Google Account. If you’re not the group owner, a request will appear for the group owner the next time they go to their Google Cloud Print management page. Once they approve the request, group members can access the printer.
What happens when the printer is offline
If your printer can’t be reached at the time you submit your print job (e.g. the computer running the Google Cloud Print connector is turned off, or your Cloud Ready printer is disconnected), your job will wait in the print queue in the cloud. Your printer will download and print the job normally as soon as it comes back online. You just simply have to wait until the printer is turned on, because no other technique will solve this non-problem.
How limit/control printing via Cloud Print?
If this is a potential problem for you, you should install a print management software like PaperCut because it will reduce print costs and the eventual environmental impact. A print management software works by sitting between your physical print devices and the cloud. It vets, monitors and records all printing before it’s delivered to the printer. Typical controls include:
- Applying or enforcing a print quota
- Controlling the use of color or duplex
- Enforcing print policies such as discouraging email printing or excessive use of colour.