Tài liệu Windows 7 Resource Kit- P18 ppt

A new feature of this policy setting for Windows 7 and Windows Vista is the ability to control the behavior of UAC prompts when installing printer drivers on Windows Vista computers usin

Managing Client-Side Printer Experience Using Group Policy CHapTER 18 803

print processor mismatch, the client spooler will always send jobs to the print server for rendering Disabling the preceding policy setting does not override this behavior

n In cases in which the client print driver does not match the server print driver matched connection), the client will always process the print job regardless of the setting of this policy

(mis-Configuring package point and print Restrictions

Windows XP SP1 and Windows Server 2003 introduced the following Group Policy setting:

User Configuration\Policies\Administrative Templates\Control Panel\Printers\Point And Print Restrictions

This policy setting controls the servers to which a client computer can connect for Point and Print A new feature of this policy setting for Windows 7 and Windows Vista is the ability

to control the behavior of UAC prompts when installing printer drivers on Windows Vista computers using Point and Print (see Figure 18-8) This policy setting applies only to non–

Print Administrators clients and only to computers that are members of a domain

FIgURE 18-8 Controlling the behavior of security prompts using the Point And Print Restrictions policy setting when installing printers using Point and Print

When you enable the policy setting, the client is restricted to only Point and Print to a list

of explicitly named servers You can configure Windows 7 and Windows Vista clients to not show security warnings or elevation prompts when users Point and Print or when drivers for printer connections need to be updated

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If you do not configure the policy setting:

n Windows XP and Windows Server 2003 client computers can point and print to any server in their forest

n Windows Vista and later client computers can point and print to any server

n Windows Vista and later computers will show a warning and an elevation prompt when users point and print to any server

n Windows Vista and later computers will show a warning and an elevation prompt when

a driver for an existing printer connection needs to be updated

If you disable the policy setting:

n Windows XP and Windows Server 2003 client computers can point and print to any server

n Windows Vista and later client computers can point and print to any server

n Windows Vista and later computers will not show a warning or an elevation prompt when users point and print to any server

n Windows Vista and later computers will not show a warning or an elevation prompt when a driver for an existing printer connection needs to be updated

Note that the Users Can Only Point And Print To Machines In Their Forest setting applies only to Windows XP SP1 (and later service packs) and Windows Server 2003

In addition to this updated Point And Print Restrictions policy setting, Windows 7 and Windows Vista include two new policy settings related to Point and Print:

n Only Use Package Point And Print This policy restricts clients’ computers to use

Package Point and Print only If you enable this setting, users will only be able to point and print to printers that use package-aware drivers When using Package Point and Print, client computers will check the driver signature of all drivers that are downloaded from print servers If you disable or don’t configure this setting, users will not be restricted to Package Point and Print only

n Package Point And Print – Approved Servers Restricts Package Point and Print

to approved servers If you enable this setting, users will only be able to use Package Point and Print on print servers approved by the network administrator When using Package Point and Print, client computers will check the driver signature of all drivers that are downloaded from print servers If you disable or don’t configure this setting, Package Point and Print will not be restricted to specific print servers

In Package Point and Print, the complete driver package is put in the driver store on the Windows 7 or Windows Vista client computer All files in the printer driver are installed on the client, and the installation process ensures that the package is digitally signed properly before adding it to the store This result is a more secure form of Point and Print than found

on previous versions of Windows

Managing Client-Side Printer Experience Using Group Policy CHapTER 18 805

note printing from Windows Vista and later versions to print servers running earlier versions of Windows uses legacy point and print.

Extending point and print Using Windows Update

By default, Windows Update is checked for a compatible driver whenever a user uses the Add Printer Wizard to install a new printer When a compatible in-box driver cannot be found when Group Policy is used to deploy a printer to a client computer, Windows Update is again checked for a compatible driver This failover behavior can be turned off in enterprise envi-ronments using the following Group Policy setting, which is new in Windows 7 and Windows Server 2008 R2:

Computer Configuration\Policies\Administrative Templates\Printers\Extend Point And Print Connection To Use Windows Update And Use An Alternate Connection If Needed

If you enable or do not configure this policy setting, the client computer will continue to search for compatible Point and Print drivers from Windows Update after it fails to find the compatible driver from the local driver store and the server driver cache If the client com-puter is unable to find a compatible Point and Print driver, it will attempt to create a CSR mismatch connection using any available driver that supports the hardware If you disable this policy setting, the client computer will search only the local driver store and server driver cache for compatible Point and Print drivers If it is unable to find a compatible driver, then the Point and Print connection will fail

If this policy is enabled, the new cross-platform Point and Print feature of Windows 7 is also enabled Cross-platform Point and Print is designed to allow users who have computers running different processor architectures (x86 or x64, for example) to share their printers easily Cross-platform Point and Print is designed to enable the following types of scenarios:

n Karen brings home a new Windows 7 laptop for her son to use in school She decides

to upgrade her old Windows XP desktop to Windows 7 at the same time She enrolls both PCs to her new HomeGroup during the setup process She takes her existing inkjet printer and plugs it into her desktop system through the USB port A short while later, she notices that her son’s laptop already has a print queue for her office printer

so he can print reports and other documents She is unaware of the fact that the top is running an x86 version of Windows and the laptop is running an x64 version of Windows This setup works because, in Windows 7, a user can add a printer locally to one system in a HomeGroup, and every other PC in the HomeGroup will search their local driver store, the print server, and Windows Update to find a suitable driver to make a print connection

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n Tony brings home a new Windows 7 laptop for working on personal projects He already has a home network set up, including an older Windows XP file and print server in his office After the new laptop is set up, Tony uses the Add Printer Wizard to create a new connection to his office printer The new laptop is running an x64 edition of the Windows 7 Business operating system The printer is older, and there are no in-box drivers Without any prompts or elevations, the system searches Windows Update to find a suitable driver, installs it, and creates the connection to the printer Tony then brings his laptop to work because he wants to use it for a presentation After the meet-ing, he is asked to print out a copy of the slides for his manager He navigates to the print server at work through Windows Explorer and opens the printer After a few min-utes, it is available to print, and he makes a copy of the slides even though Windows Update is blocked by his company’s IT department

In business environments, you might want to disable the automatic querying Windows date for compatible printer drivers, especially when Group Policy is used to deploy printers as described in the next section An example of a scenario in which you disable this Group Policy setting might be the following:

Up-n Tony is setting up a small business computer environment for a startup He is using Windows 7 for all of the systems He writes some scripts to set up the servers, including

a connection to a shared printer for printing out logs and other reports periodically

He also uses the Print Management console to set up the print server and push printer connections out to all of the clients On the first client box he tests, he notices that it is going to Windows Update to find a print driver for the push printer connection This

is not the behavior he wants, so he investigates and finds out that a new feature in Windows 7 allows clients to search Windows Update for drivers when they aren’t avail-able on the server He also discovers that Group Policy can be configured to disable this failover case He disables this policy setting and adds the driver found on Windows Update to the print server so that the remaining clients can use standard Point and Print

Deploying Printers Using group Policy

The ability to deploy printer connections to Windows-based client computers using Group Policy was first introduced in Windows Server 2003 R2 You can use Group Policy to deploy printer connections in two ways:

n As per-computer printer connections available for all users who log on to the client computer You can deploy per-computer printer connections to computers running Windows XP or later versions

n As per-user printer connections available to the user on any client computer to which the user logs on You can deploy per-user printer connections to users of computers running Windows 2000 or later versions

Deploying Printers Using Group Policy CHapTER 18 807

Deploying printers using Group Policy is useful in scenarios in which every user or puter in a room or office needs access to the same printer Deploying printers using Group Policy can also be useful in large enterprises where users and computers are differentiated by function, workgroup, or department

com-diReCt FRoM tHe Field

Configuring Printer Connections Using group Policy Preferences

Jerry Honeycutt

Deployment Forum

Group policy preferences, a new feature of Windows Server 2008, provides administrators with another means of deploying, configuring, and managing printer connections on Windows 7 computers Configuring printer connections

is a common task that administrators typically perform by writing logon scripts

The printers preference extension, however, enables you to easily create, update, replace, or delete shared printers, TCp/Ip printers, and local printers to multiple, targeted users or computers Using preference targeting, you can deploy printer connections based on location, department, computer type, and so on.

Windows 7 Group policy provides native support for deploying printers However,

it supports only shared printers and requires aD DS schema extensions In contrast, the printers extension supports shared, local, and TCp/Ip printers on Windows Xp Sp2, Windows Vista, and Windows 7 It also allows you to set the default printer and map shared printers to local ports.

note For more information about Group policy preferences, see Chapter 14.

preparing to Deploy printers

Deploying printers using Group Policy requires you to perform the following preparatory steps:

n If you are not using Windows Server 2008 domain controllers, your AD DS schema must first be upgraded to Windows Server 2003 R2 or later This means the schema revision number must be 9 (for Windows Server 2003) and the schema version number must be 31 (for the R2 schema update) You can use ADSI Edit to determine your current schema version number by looking under the Schema node, right-clicking

the object named CN=Schema,CN=Configuration,DC=forest_root_domain, selecting Properties, and then examining the value of the objectVersion attribute The R2 schema

update is required so that Print Management can create the following two objects in

AD DS:

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• CN=Schema,CN=Policies,CN=GPO_GUID,CN=Machine,CN=PushPrinterConnections

• CN=Schema,CN=Policies,CN=GPO_GUID,CN=User,CN=PushPrinterConnections

n If your client computers are running an earlier version of Windows, you must deploy the PushPrinterConnections exe utility to these clients prior to using Group Policy to deploy printer connections to these computers The PushPrinterConnections exe utility reads the GPOs that are used to deploy printer connections and adds or removes these connections on the client as needed The easiest way to deploy PushPrinterConnections exe is to use a GPO as follows:

• As a user logon script for deploying per-user printer connections

• As a computer startup script for deploying per-computer printer connectionsThe simplest approach is to use the same GPO to deploy both PushPrinterConnections exe

to targeted users and/or computers using startup/logon scripts and the actual printer connections themselves to those users and/or computers Beginning with Windows Vista, however, you do not need to first deploy PushPrinterConnections exe to client computers because Windows Vista and later versions include this capability in the operating system

Deploying a printer Connection

After you complete the preceding preparatory steps, you can deploy a printer connection by following these steps:

1. Create a new GPO for deploying the connections, or use an existing GPO linked to the

OU, domain, or site where the users or computers being targeted reside

2. Open Print Management, right-click the printer you want to deploy, and select Deploy With Group Policy

3. In the Deploy With Group Policy dialog box, click Browse, find and select the GPO you will use to deploy the printer, and then click OK

4. Choose whether to deploy the printer as a per-computer connection, a per-user nection, or both

con-Deploying Printers Using Group Policy CHapTER 18 809

5. Click Add to add the printer connection settings to the GPO

6. If needed, repeat steps 3 through 5 to deploy the same printer to additional GPOs

7. Click OK when finished The printer connection to be deployed using Group Policy will

be displayed under the Deployed Printers node in Print Management

Per-user printer connections can be deployed immediately using Group Policy if the user next logs off and then logs on again to a targeted client computer Per-computer printer con-nections can also be deployed immediately if the user’s computer is restarted Neither type of connection will be deployed on earlier versions of Windows during normal background refresh of Group Policy On Windows Vista and later clients, however, background policy refresh can also deploy both per-user and per-computer printer connections

note On Windows Vista and later versions, users can also force printer connections to be deployed immediately by typing gpupdate /force at an elevated command prompt.

The deployed printer connection is also displayed in the GPO used to deploy the tion To view this, open the Group Policy Management Console (GPMC), right-click the GPO you used to deploy the connection, and then click Edit to open the GPO using the Group Policy Object Editor (see Figure 18-9) To remove the deployed printer connection from the targeted users or computers during the next background refresh of Group Policy, right-click the connection and then click Remove Unlinking the GPO from the OU, domain, or site where the targeted users or computers reside also removes the deployed connections

connec-note You can also use the Group policy Results Wizard in the GpMC to collect RSop information to verify the success or failure of deploying printers using Group policy For more information on using Group policy with Windows 7, see Chapter 14.

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FIgURE 18-9 Viewing a deployed printer connection in a GPO

Limitations of Deploying printers Using Group policy

The following limitations apply when deploying printer connections to Windows 7 clients using Group Policy:

n You cannot configure the default printer on the targeted client using Group Policy

n Loopback mode is not supported

assigning printers Based on Location

Windows Vista introduced a feature with the ability to assign printers based on location This can be useful in large enterprises that span more than one geographical location, allow-ing mobile users to update their printers as they move to new locations When mobile users return to their primary locations, their original default printers are restored

To assign printers based on location, deploy printers using GPOs linked to AD DS sites When a mobile computer moves to a new site, the printer connections for the computer are updated using normal Group Policy processing

Deploying Printers Using Group Policy CHapTER 18 811

diReCt FRoM tHe SoURCe

Managing Deployed Printer Connections

alan Morris, Software Design Engineer

Test, Windows Printing

There are two ways of managing deployed printer connections in Windows 7:

n Using the print Management console

n Using the Group policy Management Editor The following sections of this sidebar describe the differences between these two approaches.

Managing Deployed Printer Connections Using the Print Management Console

Deployed printer connections will be displayed in print Management’s Deployed printers node for the connections hosted by the current list of monitored servers when the print Management operator has Read access to the domain policies in which printer connections are deployed.

To deploy connections to a Group policy using the print Management console, you must have Write access to the domain policy, and the server that shares the printer must be added to the list of servers that print Management is monitoring The op- erator in charge of printer deployment does not need to have administrative rights

on the print server.

The deployed printer connections feature is not used to create local printers, but anyone with administrative rights can add printer connections to the local policy of

a computer Local policy-deployed printer connections are useful when aD DS is not fully implemented or when setting up systems in a workgroup environment Some form of peer-to-peer authentication is required when the workgroup computers or users cannot authenticate to a domain controller.

Deployed printer connections do not need to be published to the aD DS.

Deployed printers do not require any driver download prompts during installation

The user does not have access to delete deployed printer connections The printer needs to be removed from the policy or the user must be unlinked from the policy for the printer removal to occur.

Managing Deployed Printer Connections Using the group Policy Management Editor

This tool has a few advantages over the print Management snap-in You don’t need

to monitor the server sharing the deployed printers You can deploy printer shares

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that have yet to be created The user interface works directly within the selected GpO The user does not need to be logged on to the same domain as the GpO.

The big disadvantage when using this tool rather than the print Management snap-in is the lack of any print share validation If valid server and share informa- tion is improperly entered, the connection will fail When no share validation is performed, the advantage is that this method allows for deployment of connections prior to creating the share after the share is created, the connections will be added for the user during the next policy refresh on Windows 7 clients and the next time pushprinterConnections.exe is run on previous-version clients.

printers hosted on a server in one domain can easily be deployed to clients in another trusted domain.

another important use of the Group policy Management Editor is in the removal of deployed printers after a print server is retired The Group policy Management Editor will display the printers deployed to a policy and allow the operator to remove them after the server is no longer available on the network.

Migrating Print Servers

You can use either the Printer Migration Wizard or the PrintBRM command-line tool to export print queues, printer settings, printer ports, and language monitors and then import them on another print server running Windows This is an efficient way to consolidate multiple print servers onto a single computer or to replace an older print server with a newer system The Printer Migration Wizard and the PrintBRM command-line tool were introduced in Windows Vista to replace the earlier Print Migrator 3 1 tool available from the Microsoft Download Center

note The printer Migration Wizard can also be useful for backing up print server urations for disaster recovery purposes For more information on this topic, see the section titled “Exporting and Importing print Server Configurations” earlier in this chapter.

config-Migrate print Servers Using print Management

To migrate print servers using Print Management, follow these steps:

1. Open Print Management, right-click the printer server that contains the print queues and printer drivers that you want to export, and then click Export Printers To A File This launches the Printer Migration Wizard

Migrating Print Servers CHapTER 18 813

2. Review the list of items to be exported and then click Next

3. Click Browse to specify the location where you want to save your printer export file (* printerExport), type a name for this file, and then click Open

4. Click Next to export the print server’s print queues and printer drivers as a compressed cabinet (CAB) file with the printerExport extension

5. If errors are reported during the export process, click Open Event Viewer to view the related events

6. Click Finish to complete the export process

7. Right-click the destination print server to which you want to import the previously exported print queues and printer drivers and then click Import Printers From A File

8. Click Browse, find the previously saved printer export file, and double-click it

9. Click Next, review the items to be imported, and then click Next again

10. Choose the options you want to select on the Select Import Options page of the wizard (these options are described following this procedure)

11. Click Next If errors are reported during the import process, click Open Event Viewer to view the related events

12. Click Finish to complete the export process

note If the printers being migrated were deployed using Group policy, you can use Group policy to remove the deployed printer connections from users’ computers before migrating your print server When the migration is complete, you can use Group policy to redeploy the migrated printers.

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The available options on the Select Import Options page are:

n Import Mode Specifies what to do if a specific print queue already exists on the

destination print server The possible choices are:

• Keep Existing Printers; Import Copies (the default)

• Overwrite Existing Printers

n list In The Directory Specifies whether to publish the imported print queues in

AD DS The possible choices are:

• List Printers That Were Previously Listed (the default)

• List All Printers

• Don’t List Any Printers

n Convert lPR Ports To Standard Port Monitors Specifies whether to convert Line

Printer Remote (LPR) printer ports in the printer settings file to the faster Standard Port Monitor when importing printers

Migrating print Servers Using printBRM

PrintBRM was introduced in Windows 7 and Windows Server 2008 to replace the Printmig exe utility used in previous versions of Windows PrintBRM allows an administrator to easily back

up, restore, and migrate print queues, printer settings, printer ports, and language monitors Windows 7 and Windows Server 2008 R2 introduce some enhancements to PrintBRM that are designed to provide more flexibility and better instrumentation for the administrator For more information concerning these enhancements, see the sidebar titled “Direct from the Source: Enhancements to PrintBRM in Windows 7 and Windows Server 2008 R2” in this chapter

To migrate print servers using PrintBRM from the command line, follow these steps:

1. Open an elevated command prompt by clicking Start, pointing to All Programs, selecting Accessories, right-clicking Command Prompt, and then clicking Run As Administrator

2. To export the print server configuration to a file, type the following commands:

cd %WinDir%\System32\Spool\Tools Printbrm -s \\print_server_name -b -f file_name.printerExport

3. To import the previously saved print server configuration file, type the following command:

Printbrm -s \\print_server_name -r -f file_name.printerExport

Migrating Print Servers CHapTER 18 815

diReCt FRoM tHe SoURCe

Enhancements to PrintBRM in Windows 7 and Windows Server 2008 R2

CSS Global Technical Readiness (GTR) Team

PrintBRM has been enhanced in Windows 7 and Windows Server 2008 R2 in the following ways:

n Better error handling and reporting

n The ability to perform a partial restore of print objects from a backup

n The option to not restore security settings for print queues during a restore

n Driver isolation settings are migrated The sections that follow describe these improvements.

Better Error Handling and Reporting

Many general improvements have been made to the reporting and handling of error conditions during the backup and restore processes any problems encountered during an export or import should be reported to the administrator either in the export/import dialog box or in the event logs.

Refer to the following Event Viewer logs for messages from the tool:

n Custom Views\administrative Events

n Custom Views\printer Migration Events

n Windows Logs\application

n Windows Logs\System

n applications and Services Logs\Microsoft\Windows\printService\admin

n applications and Services Logs\Microsoft\Windows\printService\Operational

Selective Restore

administrators have a means of performing a selective restore of printers and related objects using the command-line tool, printBRM.exe This option is not avail- able using printBRMUI.exe.

Option to Not Restore Print Queue ACls

There might be situations in which it is not desirable to restore security settings for print queues For example, if printers are being migrated to another domain or if print queues with permissions for local users and groups are being migrated, you likely will not want the access control lists (aCLs) to be migrated.

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The printBRM.exe command-line tool allows the administrator to prevent the ration of print queue aCLs.

resto-Driver Isolation Settings Are Migrated

The print driver isolation settings are exported along with other spooler settings in BRMSpoolerattrib.xml The following line is added to the XML file with the current driver isolation settings.

<DriverIsolation value="<PrintDriverIsolationGroups>"/>

The value for <printDriverIsolationGroups> comes from the registry key value:

HKLM\System\CurrentControlSet\Control\print\printDriverIsolationGroups The string value can be manipulated in the XML file before an import/restore opera- tion if desired

Monitoring and Troubleshooting Printers

Printer troubleshooting can involve numerous considerations, including device problems such

as paper jams, incompatible printer drivers, misconfigured printer settings, problems with the Print Spooler service on the client or the print server, and more Detailed procedures for troubleshooting printer problems are beyond the scope of this chapter and are not presented here Instead, following are some general considerations and recommendations regarding monitoring printers so that support personnel can quickly identify and respond to problems The new Windows Troubleshooting Platform in Windows 7 includes a Printer Trouble-shooter that end users can use to identify and resolve printer problems themselves without calling the Help desk For information on how to start this troubleshooter, see the section titled “Using Devices And Printers” earlier in this chapter

note For general guidance on how to troubleshoot hardware issues, see Chapter 30,

“Troubleshooting Hardware, Driver, and Disk Issues.” For additional information about how device drivers are implemented and managed on Windows 7, see Chapter 16, “Managing Disks and File Systems.”

Configuring E-Mail Notifications

When you create a custom printer filter, you have the option of sending an automatic e-mail notification to someone when the conditions of the filter are met This can be useful for resolving printer problems, particularly in an organization with multiple buildings and

Monitoring and Troubleshooting Printers CHapTER 18 817

administrators For example, you can set up a view of all printers managed by a particular print server where the status does not equal Ready Then, if a printer changes from the Ready status to another status, the administrator can receive a notification e-mail from Print Management (You can also configure e-mail notifications for existing printer filters, including the Printers Not Ready and Printers With Jobs default filters ) To send e-mail notifications, you must specify a Simple Mail Transfer Protocol (SMTP) server that can forward these e-mail messages

To configure e-mail notifications, follow these steps:

1. To set a notification on an existing printer filter, open Print Management, right-click a printer filter, click Properties, and then click the Notification tab

2. Select the Send E-mail Notification check box

3. Specify the following information:

n In the Recipient E-mail Address(es) text box, type the e-mail address(es) of the

recipient(s) using the format account@domain (Use semicolons to separate multiple

accounts )

n In the Sender E-mail Address text box, type the e-mail address of the sender using

the format account@domain

n In the SMTP Server text box, type the fully qualified host name or IP address of the SMTP server that will forward the e-mail notifications

n In the Message text box, type a text message describing the conditions of the printer problem

4. Click Test to verify your SMTP configuration for sending e-mail notifications and then click OK if the test is successful

Configuring print Server Notifications

In addition to setting notifications on a custom set of printers by using a printer filter, you can also set notifications for print servers For example, if the print server is offline or the spooler goes down, an e-mail notification can be sent

To configure print server notifications, right-click a print server in Print Management, select Set Notifications, and then follow the steps described previously to configure e-mail message parameters

Configuring Script actions

When you create a custom printer filter for specific printer criteria, you have the option of running a script when the conditions of the filter are met Script notifications are also defined

in the previously described Notifications tab of the printer filter’s Properties dialog box Setting script notifications can be useful for resolving printer problems and troubleshoot-ing For example, you can automatically run a script to restart the Print Spooler service on a

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print server when its printers go offline You can also automatically run a script that prints a test page or that notifies your internal monitoring system of a potential problem Scripts can

be written in VBScript or any scripting language available on the computer The script must

be on the computer that is running Print Management, and the script should be running with suitable credentials and have the permissions needed to accomplish what you want the script

to do

An example of a command that you might use in a script to start the Print Spooler service

is the net start spooler command For sample scripts that you can use and customize to

manage print queues, see the list in the section titled “On the Companion Media” at the end

of this chapter You can also find additional scripts on Microsoft TechNet at

http://www.microsoft.com/technet/scriptcenter/scripts/printing/default.mspx

Configuring Detailed Event Logging

To save a record of print jobs and their details, you can enable detailed Information event logging as follows:

1. Right-click a print server in Print Management and then select Properties

2. Click the Advanced tab

3. Select the Log Spooler Information Events check box You can use Event Viewer to view the resulting Informational Events and then use them either for troubleshooting or auditing purposes For example, if a bad printer driver is causing reams of paper to be printed with random data on them, you can use these events to identify the user name, print queue, document title, size in pages, and other useful information to determine the possible cause of the problem

note For troubleshooting information about event log events related to printing issues,

see http://technet.microsoft.com/en-us/library/cc771594.aspx.

Summary

Windows 7 and Windows Vista include numerous enhancements in printing technologies and new tools for managing print queues and migrating print servers Using these new features and tools can provide a more satisfying printing experience for end users and make the job of managing printers within an enterprise easier

Additional Resources

These resources contain additional information and tools related to this chapter

Additional Resources CHapTER 18 819

n XPS Team Blog at http://blogs.msdn.com/xps/

n PrintVerifier Team Blog at http://blogs.msdn.com/printverifier/default.aspx

n “Printing and Print System Management” at http://msdn.microsoft.com/en-us/library /aa970449.aspx

On the Companion Media

C H A P T E R 1 9

Managing Search

n Search and Indexing Enhancements 821

n How Windows Search Works 827

as they type Also, users now have a simple way of saving the results of their queries so that they can quickly access frequently needed data, which reduces the need for users to manually organize how they store information on their computers This chapter explains how search and indexing work in Windows 7 and how to use Group Policy to manage these capabilities from within the UI

Search and Indexing Enhancements

Rapidly growing storage capabilities in business environments mean that the ability to quickly and efficiently find information is essential for knowledge workers To meet these growing requirements, search and indexing capabilities were significantly enhanced in Windows Vista These capabilities have now been improved further in Windows 7 to provide users with an even better search experience

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Search in Windows Xp

Search in Windows XP suffered from the following issues and limitations:

n Using the Search Companion to search for files was often a slow process As a result, users often had to spend much of their time organizing their data into hierarchical sets

of folders to make information easier to find through folder-specific searches

n Searching for text within files required enabling the Indexing Service (Cisvc exe) on the computer, and by default this service is stopped and set for manual startup

n The Indexing Service, when enabled, tended to be intrusive in its operation by being CPU and input/output (I/O) intensive, which sometimes interfered with other user activity on the system

n E-mail search capabilities in applications such as Microsoft Office Outlook were not integrated with how search and indexing worked in Windows

n The search query syntax was limited in scope and capabilities Specifically, there was

no support for keywords, such as From:, and the Indexing Service was restricted to file content

Search in Windows Vista

Search was significantly improved in Windows Vista to make it more powerful and easier to use The following new features and enhancements in search and indexing functionality were added in Windows Vista:

n Windows Vista introduced a completely new search engine architecture called the Windows Search service, which was based on the earlier Windows Desktop Search (WDS) add-on for Windows XP and Windows Server 2003 The Windows Search service supersedes the earlier Indexing Service and provides better performance and improved query capabilities For information about this new search engine architecture and how

it works, see the section titled “How Windows Search Works“ later in this chapter For information concerning the different versions of Windows Search, see the section titled

“Understanding the Windows Search Versions“ later in this chapter

n In Windows XP, indexing of content had to be enabled before it could be used ning with Windows Vista, indexing of content is enabled by default and supports querying both the metadata (properties) of any file type and the full text of many common document formats The extensibility of Windows Search also allows Indepen-dent Software Vendors (ISVs) to provide plug-ins that allows users to search third-party document formats, such as Adobe Portable Document Format (PDF) Beginning with Windows Vista, users can also search for e-mail messages in Office Outlook 2007 and for content stored in Microsoft Office OneNote 2007 notebooks Users can also use Advanced Query Syntax (AQS) to create complex queries that return highly focused results and then save these queries for future use

Begin-Search and Indexing Enhancements CHapTER 19 823

n In Windows XP, the Indexing service did not try to avoid indexing content when the system was under heavy use Beginning with Windows Vista, however, the Windows Search service includes algorithms that prevent the indexing of content when the system is too busy This improvement makes Windows Search less intrusive than the previous Indexing service A new feature of Windows Search is word-wheeled search (or search-as-you-type) functionality, whereby users can watch the results of their queries narrow as they type the characters of the file name or word they are looking for This makes the search experience for the user much more responsive than in earlier platforms, where users had to type their entire search string and click Search each time they wanted to run a query

n Beginning with Windows Vista, search capability is integrated into the shell in more places, making searching easy to perform because of the ubiquitous presence of the Search box within the Start menu, Control Panel, any Windows Explorer window, and other Windows Vista experiences In addition, each instance of the Search box is tuned to provide results appropriate for the types of queries that users might perform from within that instance

n Windows Vista introduced new searching and organizing capabilities that make it much easier for users to find files on their computers without having to spend a lot

of time organizing them into hierarchical sets of folders These capabilities include hanced column headers; the ability to sort, group, and stack files and folders; and the ability to tag files and folders with descriptive keywords

en-n Beginning with Windows Vista, client-side caching (CSC) is enabled by default so that redirected folders are accessible to users when their computers are not connected to the network These redirected folders are indexed locally so that users can search their contents even when their computers are not on the network or when the server to which their user profile folders have been redirected is down The cached versions of offline folders are also indexed locally so that network shares marked offline can even

be searched when the user’s computer is not connected to the network

n Beginning with Windows Vista, users can search for information stored in shared ers on other computers running Windows Vista and later versions The results of such searches are security trimmed so that search results display only those files and docu-ments that the user has permission to access

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n The Advanced Search option in Windows Vista, which became available only after searching, has been replaced with a new Advanced Search pane that helps users create complex queries while learning AQS For more information on this improvement, see the section titled “Searching Libraries” and the How It Works sidebar titled “Advanced Query Syntax” later in this chapter

n Beginning with Windows 7, when the indexer is up to date on the system, all items in the indexed location that would be returned by a grep search are now also returned by the indexer, with the exception of reparse points such as junction points and hard links This is a change from Windows Vista, where certain types of files were always excluded from being indexed by default For more information on this change, see the section titled “Understanding the Indexing Process“ later in this chapter

n A new feature of Windows 7 called Libraries now makes it easier for users to organize and search for documents and other types of files For more information about librar-ies, see Chapter 15, “Managing Users and User Data ” For information about searching libraries, see the section titled “Searching Libraries“ later in this chapter

n Indexing prioritization has been implemented to ensure that particular scopes are given higher priority during indexing Windows Explorer uses this feature to ensure that index-backed views are always given priority to improve the speed and relevance

of searches issued against libraries For example, if a user has the Music library open and is viewing it via an index-backed view (for example, by artist), Windows Explorer requests that the index scopes associated with that view are given priority The result

is that if indexing hasn’t yet finished for those scopes, indexing for this location takes priority over the indexing of other content on the system

n Indexing performance has been improved by significantly reducing resource ments for the indexer New functionality has also been added to the indexer to facili-tate troubleshooting, reporting, and feedback concerning indexing issues For more information, see the section titled “Troubleshooting Search and Indexing Using the Built-in Troubleshooter“ later in this chapter

require-n In Windows Vista, a user needed to be a local administrator on the computer to add new locations to the indexer using Indexing Options in Control Panel Beginning with Windows 7, this restriction has been removed, and standard users can now add to or remove locations from the indexer

n Beginning with Windows 7, Windows Search is also now an optional feature that can

be enabled or disabled using the Turn Windows Features On Or Off task option in Control Panel Note that the Windows Search feature is enabled by default, and signifi-cant loss of functionality will occur for users who disable Search in this way

n Files encrypted using the Encrypting File System (EFS) and locally stored on the user’s computer can now be indexed and searched as easily as unencrypted files For more information concerning this feature, see the section titled “Configuring Indexing of Encrypted Files Using Group Policy“ later in this chapter

Search and Indexing Enhancements CHapTER 19 825

n Windows 7 now enables users to search for Tagged Image File Format (TIFF) images based on textual content, such as text contained in images of faxed documents For more information on this new feature, see the section titled “Configuring Indexing of Text in TIFF Image Documents“ later in this chapter

n Windows 7 minimizes the impact of indexing e-mail stored on Microsoft Exchange Server Support for indexing digitally signed e-mail is also new in Windows 7

n Windows 7 allows searching the content of network file shares on computers running Windows 7, Windows Server 2008 R2, Windows Vista, Windows Server 2008, Windows

XP, or Windows Server 2003 Some of these operating systems require the installation

of an additional feature to support remote queries from computers running Windows 7 For more information, see the section titled “Understanding Remote Search“ later in this chapter

n Federated Search is a new feature of Windows 7 that enables users to search remote data sources from within Windows Explorer Federated Search uses search connectors

to enable users to work with files stored in repositories, such as Windows SharePoint sites, as easily as if they were browsing the local file system on their computers For more information about Federated Search, see the section titled “Using Federated Search“ later in this chapter

Understanding the Windows Search Versions

Organizations that are in the process of performing a large-scale desktop migration may find that they have several different versions of Windows Search on their computers This can have implications for administrators who need to manage search and indexing functionality across

an enterprise It is therefore important to understand the different versions of Windows Search that are available for or included in various version of Windows

Windows Search is provided in several different forms:

n As a built-in service called Windows Search in Windows 7 and Windows Vista

n As a role service called Windows Search Service, which you can install from within the File Services role in Windows Server 2008 and Windows Server 2008 R2

n As a downloadable add-on from the Microsoft Download Center for Windows XP, Microsoft Windows 2000 Server, and Windows Server 2003

Search Versions Included in Windows 7 and Windows Vista

Table 19-1 lists the different versions of Windows Search included in Windows 7 and Windows Vista

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TABlE 19-1 Versions of Windows Search in Windows 7 and Windows Vista

WINDOWS VERSION WINDOWS SEARCH VERSION

Search Versions Included in Windows Server 2008

Table 19-2 lists the different versions of the Windows Search service included in Windows Server 2008

TABlE 19-2 Versions of the Windows Search Service in Windows Server 2008

WINDOWS VERSION WINDOWS SEARCH VERSION

Windows Server 2008 R2 4 00 6001 16503Windows Server 2008 SP2 4 00 6001 16503Windows Server 2008 RTM 3 00 6001 18000

In addition, Windows Search 4 0 (version 4 00 6001 16503) is available for Windows Server

2008 as a downloadable add-on from the Microsoft Download Center

Search Versions available for Earlier Versions of Windows

Windows Search, which was previously known as Windows Desktop Search (WDS), is currently available from the Microsoft Download Center in the following versions:

n Windows Search 4 0

n WDS 3 01

n WDS 2 6 6Windows Search 4 0 (version 4 00 6001 16503) can be installed on the following platforms:

How Windows Search Works CHapTER 19 827

WDS 3 01 (version 3 01 6000 72) could be installed on the following platforms:

n Windows XP SP2 or later versions

n Windows Server 2003 SP1 or later versionsWDS 2 6 6 (version 2 06 6000 5414) could be installed on the following platforms:

n Windows XP SP2

n Windows Server 2003 SP1

n Windows 2000 SP4

note You can use the GetIndexerVersionStr method of the ISearchManager interface to

retrieve the current version number of Windows Search on a system For more information,

see http://msdn.microsoft.com/en-us/library/bb231477.aspx.

How Windows Search Works

The underlying architecture and operation of indexing has changed considerably in Windows

7 and Windows Vista compared with search capabilities built into earlier versions of Windows Understanding how search and indexing works can be helpful for configuring, maintaining, and troubleshooting search and indexing

Understanding Search Engine Terminology

The following terminology describes search and indexing as it has been implemented in Windows 7 and Windows Vista:

n Catalog The index with the property cache

n Crawl scopes (inclusions and exclusions) Included and excluded paths within a

search root For example, if a user wants to index the D drive but exclude D:\Temp,

he would add a crawl scope (inclusion) for “D:\*” and a crawl scope (Exclusion) for

“D:\Temp\*” The Crawl Scope Manager would also add a start address for “D:\”

n gathering The process of discovering and accessing items from a data store using

protocol handlers and IFilters

n IFilter A feature of the Windows Search engine that is used to extract text from

documents so that it can be added to the index (IFilters can also be used to extract format-specific properties, such as Subject or Author; however, in Windows Vista and Windows 7, property handlers are the preferred mechanism for extracting these prop-erties ) Microsoft provides IFilters for many common document formats by default, while third-party vendors such as Adobe provide their own IFilters for indexing other types of content

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