Understanding the Mechanics of Mobile Printing

Many of the devices we carry are variations of a common concept: making activities that once required a fixed location now portable. Cell phones allow people to take calls wherever they are. MP3 players can store an entire music collection in a compact device, roughly the size of a deck of cards. With PDAs, smartphones, and laptops, individuals enjoy constant access to email, calendars, and task organizers.

Laptops and handheld devices also allow users to create documents while on the go. However, until recently, printing those documents presented a challenge. Handheld devices, with their streamlined operating systems, typically lack built-in printing features. Laptops can print, but only if a printer is available, properly connected, and the correct driver is installed. The other option -- saving a file to disk and heading to a copy shop -- is not always convenient. Furthermore, it's not feasible for devices that lack disc or CD-R drives.

Thankfully, there are numerous options for printing while on the move. These range from portable printers to services that enable users to email documents to fax machines. In this article, we will explore various mobile printing solutions and offer tips on choosing the best software and services for your needs.

Components of Mobile Printing

Many office workers utilize a basic form of mobile printing daily. For instance, the Mytour office is equipped with a wireless local area network (WLAN), allowing employees to print documents from their laptops to any network printer within the office. However, when work takes us beyond the office, we need alternative methods for printing.

Mobile printing refers to products and services that allow individuals to print documents outside of traditional networks or local printers. Typically, mobile printing is wireless and often utilizes Bluetooth or 802.11 networking (both relying on radio waves for communication). Some older handheld devices may use infrared signals, much like the ones used by TV remote controls.

Every mobile printing solution requires three essential components:

The components required for a mobile printing setup depend primarily on the capabilities of the device that communicates with the printer. For instance, a laptop generally offers ample memory and a variety of applications to create documents. Its operating system typically includes built-in printing features. As a result, for most laptop users, mobile printing simply involves wirelessly connecting to a printer via Bluetooth or WiFi.

PDAs, in contrast, have less memory compared to laptops. They often run scaled-down versions of programs, and in many cases, their operating systems lack printing functionality altogether. To print from many PDAs and smartphones, users need to download specific printing software. This software must be able to process documents effectively without overloading the device's memory.

In the next section, we will explore examples of mobile printing software.

Software & Services

Mobile printing software handles multiple tasks simultaneously. It processes and formats documents, and it includes device drivers to manage specific printers. Here are a few examples:

Additionally, documents printed from handheld devices often do not appear the same as those printed from desktop or laptop computers. This happens because handheld devices lack the processing power to produce print output as effectively. The printing software often needs to simplify or alter the document to make it suitable for printing. Moreover, as handheld devices have less memory than laptops, it may take longer to process print jobs.

Certain mobile printing programs operate differently. PrintAnywhere, which works with BlackBerry and Treo devices, sends documents to fax machines instead of printers. The process functions similarly to faxing via e-mail. The user selects an e-mail message with an attached document and enters a fax number. The PrintAnywhere service then converts the document into a format that a fax machine can read and sends it to the designated fax number. Unlike fixed-price software, PrintAnywhere charges a monthly fee as well as a fee per printed page.

Mobile Printers

Connecting a handheld device to a printer can be quite straightforward. Some printers come with built-in Bluetooth or 802.11 receivers. For printers that lack these features, USB adapters can be used to enable wireless capabilities. A wireless print server, such as the Axis Communications 580 Print Plug or the HP Jetdirect ew2400 Wireless Print Server, can also add wireless functionality to a printer. Some of these print servers can process documents before sending them to the printer, reducing the workload for the handheld device. Others simply serve as a switchboard, relaying wireless signals to the printer one at a time.

While adding wireless capabilities to a printer may be simple, establishing communication between a handheld device and the printer can be trickier. Newer devices often automatically discover wireless printers, similar to how they would detect a WiFi connection or a nearby Bluetooth device. Many mobile printing applications allow users to save a list of frequently used printers, eliminating the need to search through a long list of available printers.

Even if a PDA detects a nearby printer, it cannot use it without the correct drivers. Many printer manufacturers offer simplified drivers that allow handheld devices to print to most of their printers. While this generally works well, the generic nature of the driver often means that the device can't access some of the specific features of each printer.

For frequent travelers, portable printers can be more convenient than searching for available printers. These devices are compact, lightweight, and can operate both wirelessly and on battery power. Some models, especially those designed for labels and barcodes, are small enough to fit in a pocket or be attached to a belt.

If you're thinking about purchasing a portable printer, make sure to evaluate the printer's features based on your specific printing needs. For example, if you often print photos, a portable photo printer that reads directly from a camera or a memory card may be a better choice. Ensure that the printer is compatible with both the device and software you intend to use.