My organisation currently uses a range of Xerox multi-function printers – these vary in age from the reasonably old (seven years – WorkCentre M24) to the new (ColorQube 9203). Also, we have recently rolled out Microsoft Office 2010 across the organisation, to users who are running Microsoft Windows XP as their operating system.
The rollout of Office 2010 was completed without too much bother – there were a few teething issues as there always are when software is rolled out en masse, however then the organisation re-branded. As part of this rebranding, there would be a new logo and it was decided that the new corporate font would be Calibri, whereas it had previously been Arial (well, actually it was “Dax”, but since that font is licensed, it was only used in publicity stuff). Templates were all changed according to the new branding rules, and then… BAM! Everything started to go wrong. Documents were being printed, getting a couple of pages in and then literally sixty-five pages of what can only be described as gibberish was being printed. There would be a line or two of what looked like Wingdings at the top of some pages, while others would contain one or two characters.
Other documents would print for a number of pages and then a PCL XL error would occur.
I did some testing at to what could be causing this, with six scenarios:
Constants:
- Xerox WorkCentre Pro C2128 printer
- 4-page document incorporating new corporate logo and font
Variables:
- Office 2003, Windows XP, PCL5 Printer-Specific Driver
- Office 2003, Windows XP, PostScript Printer-Specific Driver
- Office 2003, Windows XP, PCL5 Global Printer Driver
- Office 2010, Windows 7, PCL5 Printer-Specific Driver
- Office 2010, Windows 7, PostScript Printer-Specific Driver
- Office 2010, Windows 7, PCL5 Global Printer Driver
Note: I don’t think the operating system was a factor, in this particular scenario, however I have included it here for completeness.
The document printed fine from Office 2003, regardless of the driver that was used. However, from Office 2010, only the PostScript driver printed the document correctly. The printer-specific PCL5 driver exhibited the same issues as described above, while the global PCL5 driver failed somewhat more gracefully, but still quite catastrophically, in that the page with the logo image didn’t print at all, while the rest of the pages printed fine!
So, problem solved – change all the printer drivers over to their PostScript versions!
Of course, it is never that simple! A couple of days later, I start getting reports through of users having problems with the new drivers. The symptoms included missing characters, sometimes this was random, but then on one occasion it was capital letters and numbers only. Sometimes, a few pages of the document would print OK, then some pages would print with random characters missing, then a PostScript error would occur (invalidfont was certainly a common one, but there were others too).
So today I sat down again and did some experimentation. The document this time was longer at 15 pages, but had a common theme with the other failing documents in that it was written in the Calibri font and contained images. So, I got the user to send me the document to do some testing and I printed it to the two printers on my floor (WorkCentre Pro 265 and WorkCentre 7228). Both worked absolutely fine. So I printed to the machine on the user’s floor (ColorQube 9203). Worked fine. What?
Being a geek with the rights to do such things, I have installed Windows 7 on my machine, whereas all the end users in our organisation are still using Windows XP. So, I logged on to a Windows XP machine and attempted to replicate the problem. Aha! The problem only occurs with Office 2010 running on Windows XP.
After playing with the PostScript settings in the printer driver, it turns out that the key lies with the PostScript Output Option. This was set to Optimize for Speed on all printers. Changing this setting to Optimize for Portability appears to have fixed the problem. I verified this with another user who was also having trouble printing a different document. Now all that’s left is the small matter of getting this setting out to the drivers on each machine… easier said than done!
Update 20th April 2011: A side-effect of this change has been to cause PostScript errors when printing PDF documents from Adobe Reader 8.1.2. The solution is to update Adobe Reader to the latest version.






















