What is a Printer Driver?

Have you ever wondered how printers connect so seamlessly with computers? It’s all possible thanks to the printer driver. This software enables computers to communicate with printers and print physical copies of digital files. While often overlooked, this key printing component affects your business’s printing efficiency and productivity.

It’s important to understand what is a printer driver, how it works, and the importance of driver updates to produce high-quality materials with efficient printers. That’s what we’re diving into in this blog. Read on to find out how to optimize your printing processes.

What is a Print Driver’s Purpose?

Think of the driver for the printer as a translator that helps your printer understand the data sent by the computer, allowing it to convert digital information into physical prints. Without it, your printer won’t be able to make sense of the information that your computer sends.

The printer driver processes every single component of the print job, from page layout to paper size, print quality, and complex graphics, to ensure that each line on the page comes out just as you intended.

Problems with your printer driver (e.g. a missing or outdated driver) can cause a multitude of printing issues such as poor print quality, limited functionality, system freezes, or even no prints at all. Printer drivers are often updated to solve these issues and ensure smooth operations.

How Printer Drivers Work

Printer drivers work on the principles of command, conversion, and execution. Here’s a breakdown of the printing process:

• Print Command: When you print a page, you click the print button on your computer which sends the command to the computer’s operating system.
• Conversion: The printer driver analyzes ​​the generated request to ensure the correct translation of the command (e.g. double-sided printing). It usually does so through printer-specific codes such as PostScript, Printer Command Language (PCL), or ESC/P, an Epson printer language.
• Communication: After ensuring that the data has been formatted correctly, the printer driver transmits it to the printer over wired or wireless connections.
• Data Processing and Execution: Once your printer receives instructions, it starts printing. However, the printing method varies from one printer model to another. Inkjet printers spray ink, laser printers use lasers, and thermal printers use heat to print and eject pages.

Installing Printer Drivers

Your printer won’t work properly if even a single component of your printer driver is missing or outdated. Here’s a brief overview of how you can install printer drivers correctly to avoid unnecessary delays at the printing line and improve print quality.

You can choose one of the two modes for installing printer drivers:

1. Automatic Installation: Usually the most convenient and preferred method.
2. Manual Installation: This requires a bit of effort, but is suitable for professionals who know their way around print settings. This method requires visiting the manufacturer’s website, searching the driver, and installing it.

Now, follow the steps based on your computer’s operating system:

MacOS (Automatic Installation Method)

1. After turning on your printer, connect it to your computer via a USB cable or Wi-Fi.
2. On the Apple menu, go to System Preferences, and click on Printers and Scanners. Click on the + button to add a new printer hardware.
3. MacOS will automatically detect your printer and install a compatible driver. Once done, you can run a test to check for compatibility and any issues.

Windows (Automatic Installation Method)

1. The method for installing printer drivers on your Windows PC is the same as MacOS except the process for running a printer status check.
2. Once you have installed the driver, open the Start Menu then go to Printers & Scanners and check if your printer is listed. Run the print test page command to check for any printer issues.

Linux (Automatic Installation Method)

Ubuntu automatically detects the printer and installs the drivers via CUPS (Common Unix Printing System).

Manual Installation Method for MacOS & Windows

1. Visit the printer manufacturer’s website to find your specific printer model and download the latest printer driver version.
2. After installing the driver, add your printer using the procedure mentioned above and print a test page to check for installation errors.

Manual Installation Method for Linux (Ubuntu)

The process is straightforward except for installing dependencies such as HPLIP (HP Linux Imaging and Printing) for HP laserjet printers.

Updating Printer Drivers

No matter your business, updating printer drivers is critical for maintaining productivity, efficiency, and network security. Here are a few reasons why you should keep your printer drivers up-to-date:

• OS updates and integration: Updating drivers ensures compatibility with the latest OS versions and allows for smooth software integrations.
• Protection against threats: The data shared over network printers in the workplace is susceptible to external breaches. Keeping your drivers updated not only protects your data from being leaked but also ensures effective print security.
• Cost-efficiency: Outdated drivers can lead to reduced downtime which significantly affects productivity. Companies can avoid repetitive maintenance calls and improve cost efficiency by installing the latest driver.
• Newer features and improved functionality: Each driver update comes with security patches, improved functionality, and new features such as fast print processing. You’ll need to install the latest drivers to unlock all the updates of your new printer model.

Here’s how you can check for and install important driver updates:

1. Windows: On the Start menu, go to the Settings tab then the Update & Security section. Open the Windows Update tab and select the Check for Updates option.
2. Linux (Ubuntu): Go to Activities Overview and open Software Updater. See if any updates are available. If so, press the Install Now button.
3. MacOS: Open the Apple menu and go to System Preferences. Click on the Software Update button to look for and install available updates.

Troubleshooting Common Issues

A printer driver’s primary job is to translate the data shared by the computer in a printable format that the printer can understand. Still, even installing the correct driver doesn’t always yield the desired outcome.

Unresponsive printers, poor print quality, connectivity issues, print jobs stuck in queue, printers not recognized, and slower print processing speeds are fairly common in office settings. Here’s how you can troubleshoot these common printer driver issues based on the operating system:

On MacOS

1. Restart your Mac and your printer.
2. Check the printer connection.
3. Remove and re-add printers from the Printers & Scanners tab.
4. Check for software updates.

On Windows

1. Restart your computer and your printer.
2. Check if the printer is connected securely.
3. Remove and reinstall the driver from the device manager section.
4. Check for software updates.

On Linux (Ubuntu)

1. Secure the printer connection.
2. Restart the CUPS service.
3. Remove and re-add your printer.
4. Check for software updates.

If that doesn’t solve the issue, consult your printer’s service center immediately to ensure that printer driver issues don’t bring down office productivity and workforce efficiency.

For a more long-term solution, consider upgrading to high-quality printing devices. These newer models come with improved printer functions designed specifically for offices, optimizing your operations and preventing constant printing errors. With their advanced features, you can cut time wasted on fixing printing mistakes and focus instead on running your business.

Boost Workplace Efficiency with High-Quality Printers

Now that you know the answer to what is a driver for a printer, the next step is maintaining the equipment you have. Updating printer drivers is critical for good quality prints and fast processing. Enhance your business operations even further with high-quality printer models from Busys.ca. Our flexible equipment leasing and rental options make upgrading your equipment easier and more accessible than ever.

Our highly skilled team can assess your business needs and suggest an affordable equipment solution customized to your needs.

Have you updated your drivers yet? Get a free print assessment today!