Word 2016: Printing Documents

Introduction

Once you’ve created your document, you may want to print it to view and share your work offline. It’s easy to preview and print a document in Word using the Print pane.

Optional: Download our practice document.

Watch the video below to learn more about printing documents in Word.

To access the Print pane:

  1. Select the File tab. Backstage view will appear.
    Selecting the File tab
  2. Select Print. The Print pane will appear.
    Clicking Print

Click the buttons in the interactive below to learn more about using the Print pane.

edit hotspotsedit hotspotsInteractive graphic with the Print pane

Print

Click this button to print the document.

Printer

If you have multiple printers, select the one you want to use.

Print Range

Here, you can choose to print the entire document, just the current page, or custom print to print specific pages.

Single and Double-Sided Printing

Choose whether to print on one or both sides of the paper, if your printer supports this setting.

Collated

If you are printing multiple copies, you can choose how the pages will be sorted. Collated will sort them 1, 2, 3, 1, 2, 3. Uncollated will sort them 1, 1, 2, 2, 3, 3.

Page Orientation

Here, you can choose portrait (vertical) or landscape (horizontal) orientation.

Paper Size

You can choose the paper size you want to use, if your printer supports this setting.

Margins

Here, you can adjust the page margins.

Scaling

This option allows you to print more than one page on a single sheet or scale the document to fit a specific paper size.

Copies

Here, you can choose how many copies you want to print.

Page Selection

You can click the arrows to view a different page in the Preview pane.

Zoom Control / Zoom to Page

Click and drag the slider to use the zoom control. The number to the left of the slider bar reflects the zoom percentage. You can click the Zoom to Page button on the right to set the zoom control to fit one page in the window.

Preview Pane

Here, you can see a preview of how your document will look when printed.

You can also access the Print pane by pressing Ctrl+P on your keyboard.

To print a document:

  1. Navigate to the Print pane, then select the desired printer.
    Selecting a printer
  2. Enter the number of copies you want to print.
    Selecting the number of copies
  3. Select any additional settings if needed.
    Changing additional settings
  4. Click Print.
    Clicking print

Custom printing

Sometimes you may find it unnecessary to print your entire document, in which case custom printing may be more suited for your needs. Whether you’re printing several individual pages or a range of pages, Word allows you to specify exactly which pages you’d like to print.

To custom print a document:

If you’d like to print individual pages or page ranges, you’ll need to separate each entry with a comma (1, 3, 5-7, or 10-14 for example).

  1. Navigate to the Print pane.
  2. In the Pages: field, enter the pages you want to print.
    Setting pages to print
  3. Click Print.
    Clicking Print

If your document isn’t printing the way you want, you may need to adjust some of the page layout settings. To learn more, check out our Page Layout lesson.

Challenge!

  1. Open our practice document.
  2. In the Print pane, change the settings to print only pages 2 and 5.
  3. Change the number of copies to 2.
  4. Use the arrows at the bottom of the print preview to view each page.
  5. When you’re finished, your Print pane should look something like this:
    edit hotspotsPrinting Challenge
  6. Optional: If you have a printer, you can click the Print command. It should print two copies of pages 2 and 5.

 
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