Printing Documents

Printing is the process of producing a physical copy of a Microsoft Word document using a printer. Microsoft Word provides several printing options that allow users to select a printer, specify pages, choose the number of copies and configure other printing settings before producing the final document.

Printing converts the digital content of a Word document into a physical copy on paper or another supported medium. Before printing, users can review the document and configure settings such as page range, number of copies, orientation and paper size.

Print Preview allows users to see how a document will look when printed. It is useful for checking page breaks, margins, alignment, images, tables and other content before sending the document to the printer.

1. Open the Word
document.

2. Click File.

3. Select Print.

4. Choose the required
printer.

5. Check Print Preview.

6. Select the required
pages and number of
copies.

7. Configure additional
printing options.

8. Click Print.

Microsoft Word provides several options that help users control exactly how a document is printed. These options can be adjusted before clicking the Print button.

The Copies option determines how many copies of the document Word should send to the printer. For example, entering 3 prints three copies of the selected document.

Open File → Print.

Select the printer.

Set Copies to:

3

Check the preview.

Click Print.

You do not always need to print the entire document. Microsoft Word allows you to print all pages, the current page or a specific range of pages.

Open File → Print.

Choose Custom Print.

Enter:

2-5

Click Print.

Only pages 2 through 5
will be sent to the printer.

Orientation controls the direction in which the page is printed. Microsoft Word provides two common orientation options: Portrait and Landscape.

The Paper Size setting determines the physical size of the paper used by the printer. The selected paper size should match the paper loaded into the printer.

The Copies option determines how many copies of the document Word should send to the printer. For example, entering 3 prints three copies of the selected document.

Open File → Print.

Select the printer.

Set Copies to:

3

Check the preview.

Click Print.

You do not always need to print the entire document. Microsoft Word allows you to print all pages, the current page or a specific range of pages.

Open File → Print.

Choose Custom Print.

Enter:

2-5

Click Print.

Only pages 2 through 5
will be sent to the printer.

Orientation controls the direction in which the page is printed. Microsoft Word provides two common orientation options: Portrait and Landscape.

The Paper Size setting determines the physical size of the paper used by the printer. The selected paper size should match the paper loaded into the printer.

Margins are the blank spaces around the edges of a page. Proper margins ensure that text and other content do not extend beyond the printable area of the paper.

Before printing, check the page margins and layout to make sure all important content fits within the printable area. This is especially important for documents containing tables, pictures and wide content.

1. Open the Layout tab.

2. Click Margins.

3. Select a suitable
margin option.

4. Review the document
layout.

5. Open File → Print.

6. Check the Print
Preview.

7. Print the document
when the layout looks
correct.

When printing multiple copies of a multi-page document, Word can organize the printed pages as complete sets or as groups of individual pages. This is controlled by the Collated option.

Document:

Page 1
Page 2
Page 3

Copies:

2

Collated:

1, 2, 3
1, 2, 3

Word can arrange multiple document pages on a single sheet of paper. This option can reduce paper usage and is useful for handouts, drafts and documents where smaller page previews are acceptable.

If a document does not print correctly, check the printer selection, paper settings, page range, document layout and printer status. Most printing problems can be identified by reviewing the Print Preview and the selected print settings before printing again.

• Save the document before printing.
• Check the document for spelling and formatting errors.
• Open Print Preview and examine every page.
• Make sure the correct printer is selected.
• Check the paper size and orientation.
• Verify the page margins and layout.
• Choose the required number of copies.
• Check the page range before printing.
• Make sure the required paper is available in the printer.
• Confirm that the final document looks correct before clicking Print.

Open the assignment.

        ↓

Check spelling and
formatting.

        ↓

Check page margins.

        ↓

Set paper size to A4.

        ↓

Choose Portrait
orientation.

        ↓

Open File → Print.

        ↓

Select the printer.

        ↓

Check Print Preview.

        ↓

Set the required
number of copies.

        ↓

Click Print.

Prepare the Document
        ↓
Save the Document
        ↓
Check Spelling & Formatting
        ↓
Open File → Print
        ↓
Select the Printer
        ↓
Check Print Preview
        ↓
Select Pages
        ↓
Set Number of Copies
        ↓
Check Paper Size
        ↓
Check Orientation & Margins
        ↓
Review Print Settings
        ↓
Click Print
        ↓
Check the Printed Document