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Print, Scan, and Fax Server Installation Guide

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Updated: September 1, 2010

Applies To: Windows Server 2008 R2

This guide describes how to install and configure Print Server, Distributed Scan Server, and Fax Server on a single computer running Windows Server 2008 R2. Print Server and Distributed Scan Server are role services included in the Print and Document Services server role, and Fax Server is a role. You can use Print Server, Distributed Scan Server, and Fax Server to help you automate document processes in your organization and provide a central administration point for sharing and managing network printers, scanners, and fax devices.

Important

The Distributed Scan Server role requires scanners that support Distributed Scan Management (DSM). Windows Server 2008 R2 implements DSM and uses Web Services on Devices (WSD) technologies to integrate scanning devices into the system. For a list of scanners available that support DSM, see Distributed Scan Management (DSM) Scanners. For more information about DSM see Distributed Scan Management (DSM) in the MSDN Technical Library at https://go.microsoft.com/fwlink/?LinkId=204841.

You can install these features using the Add Roles Wizard. However, after you complete the wizard, you must add, share, and configure network printers, scanners, and fax devices separately. As part of installation, associated Microsoft Management Console (MMC) snap-ins, services, and other tools are installed. You can use these tools to perform the additional sharing and configuration tasks.

To perform all tasks described in this topic, you must be a member of the Administrators group, or you must have been delegated the appropriate permissions. For more information about configuring user and group permissions, see Print and Document Services for printers and print servers (https://go.microsoft.com/fwlink/?LinkId=171018), Change Permissions for Scan Users and Groups for scan servers (https://go.microsoft.com/fwlink/?LinkId=171019), and Configuring Fax Security for fax servers (https://go.microsoft.com/fwlink/?LinkId=171021).

This guide contains the following sections:

  • Step 1: Installing software components

  • Step 2: Configuring the server

  • Step 3: Adding and sharing print, scan, and fax devices

Step 1: Installing software components

You can use the Add Roles Wizard in Server Manager to install the Print and Document Services role (needed for the Print Server and Distributed Scan Server role services), the Fax Server role, associated role services, MMC snap-ins, and tools.

The following MMC snap-ins are installed:

  • Print Management. This snap-in enables you to manage printers, print queues, printer drivers, and printer connections.

  • Scan Management. This snap-in enables you to manage scanners and scan processes. Scan processes allow you to define how to process scanned documents, and then route them to network folders, SharePoint sites, and to e-mail recipients.

Important

The Distributed Scan Server role requires scanners that support Distributed Scan Management (DSM). Windows Server 2008 R2 implements DSM and uses Web Services on Devices (WSD) technologies to integrate scanning devices into the system. As of October, 2010 there are no scanners available on the market that support DSM. However, scanners that support DSM are expected in the future. For more information about DSM see Distributed Scan Management (DSM) in the MSDN Technical Library at https://go.microsoft.com/fwlink/?LinkId=204841.

  • Fax Service Manager. This snap-in enables you to configure fax devices for incoming and outgoing fax traffic, specify who can use a fax device, set routing rules for incoming and outgoing faxes, and configure a fax archiving policy.

You can also use these snap-ins to define user and group security permissions for accessing and using network printers, scan processes, and fax devices.

Important

You must install Print Server first before you can install Fax Server.

This section contains the following instructions:

  • To install the Print and Document Services role

  • To install the Fax Server role

To install the Print and Document Services role

  1. Click Start, point to Administrative Tools, and then click Server Manager.

  2. In the left pane of Server Manager, right-click Roles, and then click Add Roles.

  3. In the Add Roles Wizard, on the Select Server Roles page, select the check box for Print and Document Services.

  4. On the Add Role Services page, select the Distributed Scan Server check box. Follow the instructions in the wizard to configure the scan server service account, e-mail server information, temporary scan folder and size, and server authentication certificate. This installs the Distributed Scan Server role service and Scan Management snap-in, and configures the server to be a scan server.

  5. On the same page, select the Print Server check box. This installs the Print Server role service and Print Management snap-in, and configures the server to be a print server.

  6. If you want to allow users to manage print jobs on this server, also check the Internet Printing check box. This creates a Web site hosted by Internet Information Services (IIS) that users can access with a Web browser.

  7. If you want to allow non-Windows-based users to print to shared printers on this server, also check the LPD Service check box.

  8. Follow the detailed instructions in the Add Roles Wizard to configure the print server and scan server service accounts, storage folders, certificates, and user security permissions.

You will now need to run the Add Roles Wizard again to install the Fax Server role. (If you have not installed the Print and Document Services role yet, you must follow the prior procedure before you install the Fax Server role.)

Before you begin installing the Fax Server role, make sure that any modem devices have been installed on the server. If you plan to install a new modem device, you can save time by installing it before you set up the Fax Server role. We recommend that you install the Fax Server role locally—not by using a Remote Desktop connection. (You can install the Fax Server role remotely, but you need to make sure that local resource sharing is turned off.)

To install the Fax Server role

  1. In the left pane of Server Manager, right-click Roles, and then click Add Roles.

  2. In the Add Roles Wizard, on the Select Server Roles page, select the Fax Server check box. This installs the Fax Server role page, Fax Service Manager, the Fax service, and the Fax printer.

  3. Follow the instructions in the wizard to set up the Fax Server service account and fax users.

  4. Continue through the wizard until you reach the Confirm Installation Selections page and review the choices that you made. Click Install.

  5. After the wizard closes, to confirm the installation of the Fax printer, click Start, click Run, and then type: control printers.

  6. Confirm that a printer named Fax exists. If it does not, then restart the computer. (Or, if you cannot restart the computer, stop and restart the Print Spooler service instead. To do this, in Services, in the right pane, right-click Print Spooler, and click Stop. Then right-click Print Spooler again, and click Start.)

For additional troubleshooting steps for Fax Server, see Troubleshooting: Fax Server (https://go.microsoft.com/fwlink/?LinkId=171022).

Step 2: Configuring the server

Part of the configuration of the server takes place during installation. However, there are a few issues that might apply to your environment that involve post-configuration, including the following:

  • In order to support client computers that use different processor architectures than Print Server, you must install additional printer drivers. For example, if your server is running a 64-bit version of Windows and you want to support client computers running 32-bit versions of Windows, you must install x86-based drivers for each printer.

  • To detect Web Services on Devices (WSD) printers and scanners to view and monitor them on your network, network discovery must be enabled. To detect WSD printers, the PnP-X IP Bus Enumerator service must also be running.

  • Write and List permissions are needed to run scan processes. The Read permission is needed to read scan processes stored in Active Directory Domain Services (AD DS). You should consider removing any unneeded permissions from the Distributed Scan Server service account.

  • For the fax server, you may need to configure phone and modem settings.

This section contains the following instructions:

  • To add client printer drivers to the print server

  • To detect WSD printers and scanners on the network

  • To configure settings for the scan server

  • To configure phone and modem settings for the fax server

To add client printer drivers to the print server

  1. Click Start, point to Administrative Tools, and then click Print Management.

  2. In the left pane, click Print Servers, click the print server object, and then click Printers.

  3. In the center pane, right-click the printer you want to add additional printer drivers to, and then click Manage Sharing.

  4. Click Additional Drivers. The Additional Drivers dialog box appears.

  5. Select the check box of the processor architecture for the drivers that you want to add.

  6. If the print server does not already have the appropriate printer drivers in its driver store, Windows prompts you for the location of the driver files. Download and extract the appropriate driver files, and then in the dialog box that appears, specify the path to the .inf file of the driver.

To detect WSD printers and scanners on the network

  1. To enable network discovery of printers and scanners, click Start, click Control Panel, and then click Network and Internet.

  2. On the Network and Internet page, click Network and Sharing Center.

  3. On the Network and Sharing Center page, click Change advanced sharing settings.

  4. On the Advanced sharing settings page, click the Domain drop-down arrow, click Turn on network discovery, and then click Save changes.

  5. Then, to start the PnP-X IP Bus Enumerator service, click Start, click Administrative Tools and then click Services.

  6. In the center pane, right-click PnP-X IP Bus Enumerator, and then click Start.

To configure settings for the scan server

  1. To open Server Manager, click Start, point to Administrative Tools, and then click Server Manager.

Important

The Distributed Scan Server role requires scanners that support Distributed Scan Management (DSM). Windows Server 2008 R2 implements DSM and uses Web Services on Devices (WSD) technologies to integrate scanning devices into the system. As of October, 2010 there are no scanners available on the market that support DSM. However, scanners that support DSM are expected in the future. For more information about DSM see Distributed Scan Management (DSM) in the MSDN Technical Library at https://go.microsoft.com/fwlink/?LinkId=204841.

  1. In the left pane, click Roles and then click Print and Document Services.

  2. In the right pane, click Scan Server Configuration Wizard.

  3. Follow the instructions in the Scan Server Configuration Wizard to change the scan server service account, e-mail server information, temporary scan folder and size, server authentication certificate, and the scan server security option.

  4. After the scan server is configured, download the Active Directory Schema Extensions LDF file to your domain controller if you have a Windows Server 2003 or Windows Server 2008 domain environment. This file is available from the Microsoft Download Center at Windows Server 2008 R2 Distributed Scan Management Active Directory Schema update (https://go.microsoft.com/fwlink/?LinkId=150121). This LDF file extends the AD DS schema to include scan process container objects. Scan process information is stored in AD DS. After you apply this schema, the scan servers you set up in the domain will work with the new schema.

Note

As part of this configuration process, you will need a certificate. You should always select a certificate issued by a certification authority (CA) that is trusted by clients and devices connecting to the scan server. The subject name of the certificate must match the fully qualified domain name (FQDN) of the scan server.

Note

If you define a scan process that delivers scanned documents to a SharePoint site, you must manually enter the SharePoint URL in the wizard, rather than copying and pasting the SharePoint URL from your browser address bar. Also, we recommend that you limit the number of scan processes to a number that is manageable by end users. Defining too many scan processes can be confusing to end users.

To configure phone and modem settings for the fax server

  1. To open Phone and Modem Options, click Start, click Run, and then type: control telephony.

  2. In the Location Information dialog box, enter information for your country/region, area/city code, carrier code, dialing an outside line, and whether you use tone or pulse dialing.

Step 3: Adding and sharing print, scan, and fax devices

Now you are ready to add and share devices.

You can use the MMC snap-ins to manage printers, scanners, and fax devices that are located on the same subnet as your server.

This section contains the following instructions:

  • To add a network printer to the print server

  • To add a network scanner to the scan server

  • To add and share a fax printer for network users

To add a printer by IP address or host name, you must be a member of the local Administrators group or must be granted the Manage Server and View Server permissions.

To add a network printer to the print server

  1. Click Start, point to Administrative Tools, and then click Print Management.

  2. In left pane, click Print Servers, click the print server object, right-click Printers, and then click Add Printer.

  3. On the Printer Installation page of the Network Printer Installation Wizard, click Search the network for printers, and then click Next. If prompted, specify which driver to install for the printer.

You can use the Scan Management snap-in to add scanners that you want to manage on your network.

Note

To add WSD printers, you must already have network discovery enabled. For instructions, see “To detect WSD printers and scanners on the network” in this document.

To add a network scanner to the scan server

  1. Click Start, point to Administrative Tools, and then click Scan Management.

Important

The Distributed Scan Server role requires scanners that support Distributed Scan Management (DSM). Windows Server 2008 R2 implements DSM and uses Web Services on Devices (WSD) technologies to integrate scanning devices into the system. For a list of scanners available that support DSM, see Distributed Scan Management (DSM) Scanners. For more information about DSM see Distributed Scan Management (DSM) in the MSDN Technical Library at https://go.microsoft.com/fwlink/?LinkId=204841.

  1. In the left pane, click Scan Management, right-click Managed Scanners, and then click Manage.

  2. To add a scanner, in the Add or Remove Scanners dialog box, type the host name, IP address, or URI of the scanner, and then click Add.

Note

Scanners must support WSD. TCP/IP and USB scanners are not supported.

When you install the Fax Server role, a local fax printer connection, Fax, is automatically created in the Printers folder in Control Panel. If you have installed the Fax Server role and already have a fax printer installed, you should follow the steps in the following procedure to share the printer so that users can connect to it.

After you install the Fax Server role, you can access the Windows Fax and Scan feature by clicking Start, and then clicking All Programs. On a fax server, you can use Windows Fax and Scan to send faxes, add accounts, and to monitor the incoming fax queue, the inbox, and the outbox. Users who are using computers running Windows Vista Business, Windows Vista Enterprise, Windows Vista Ultimate, and certain versions of Windows 7 can use this feature to send faxes and configure fax receipts.

To add and share a fax printer for network users

  1. Click Start, click All Programs, and then click Windows Fax and Scan.

  2. Click Tools, and then click Fax Accounts.

  3. In Fax Accounts, click Add to open Fax Setup.

  4. On the Choose a fax modem or server page, click Connect to a fax modem.

  5. You may be asked to install a modem. To do this, follow the instructions in the Add Hardware Wizard.

  6. On the Choose a modem name page, type a name for the fax modem, and then click Next. The default name is Fax Modem.

  7. On the Choose how to receive faxes page, click the option that you prefer.

  8. The new fax modem should appear in Fax Accounts, under Account Name.

  9. Then, to share the printer that has been created, click Start, and then click Control Panel.

  10. Under Hardware, click View devices and printers.

  11. In the list of printers, right-click Fax, click Printer properties, click the Sharing tab, select Share this printer, and then type a name for the printer that you want your network users to see.

  12. If you want to enable users with computers running different versions of Windows to use this printer, click Additional Drivers to install the needed drivers.

  13. In Additional Drivers, select the check box for the architecture that you want to support. You are prompted to provide a path to the driver. Provide the path to the %Systemdrive%\Windows\System32\DriverStore\FileRepository\prnms002.inf* file on a computer for the architecture that you want to support.

  14. To confirm that the files were copied properly, in Windows Explorer, navigate to %Systemdrive%\Windows\System32\spool\drivers\ and look for the folder that contains the files for the selected architectures.

Note

Because the Fax service uses remote procedure calls (RPCs) to submit faxes, manage and configure the Fax service, and monitor the status of the Fax service, you must ensure that the firewall on the server will allow this. Typically, when you add an account to the Fax service, Windows Fax and Scan will prompt you to unblock RPC so that the firewall will not block fax communication. You can also configure the firewall directly by selecting the Exceptions tab in Windows Firewall and verifying that Windows Fax Service and Windows Fax and Scan are in the exceptions list. If you are sharing the Fax service, File and Printer Sharing should also be added to the exceptions list.

Additional resources

For more information, see the following resources on the Microsoft Web site: