Beginners Guide: Printing Documents in Word

AUTHOR:  JASON MORRELL 

Jason Morrell

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In this post you'll discover where to go to print a Word document and the setting you have at your disposal. 

1.  How to preview your document before you print

Before you print your document, you should check that the layout is okay. The Print Preview feature allows you to view how your entire page looks and how the document flows.

To preview a document:

1.  Press Ctrl P or click the File tab in the top-left corner of the screen, then choose Print in the left panel. The document preview is displayed in the main window.

2.  Click the up and down arrows underneath the preview page to go to the previous or next page.

3.  Drag the slider or click the + or to zoom in for a closer look or zoom to see more pages at once.

The Print settings in the backstage of Word allow you to preview your document before printing

2. How to print a word document

In the Print dialog:

1.  Choose how many copies to print.

2.  Choose which printer to use (if you have more than one connected).

3.  Choose whether to print all pages, a selection of pages or just the section of your document that is currently selected.

4.  In the text box, you can specify:

  • A single page (e.g. 2)
  • A selection of pages (e.g. 2, 4, 7, 8, 10)
  • A range of pages (e.g. 2-6)
  • Any combination of the above (e.g. 2, 4-7, 10)

5.  If your printer has the capability:

  • Choose to Print One Sided or Print on Both Sides (also known as Duplex printing).
  • Choose whether to staple your document, where to apply the staples and how many staples to use.

6.  If you are printing multiple copies, choose whether to collate them (print each copy as a unit) or uncollate them (all page 1's are printed then all page 2's etc.)

7.  Click the large print button at the top.

The Print settings in the Backstage let you choose how to print a Word document

3. The key points

  • To preview document prior to printing, press Ctr+P or select the File tab and choose Print on the left side panel.
  • The Print Settings allow you to select which printer to use, which page or range of pages you want to print, whether or not to collate and whether to print one sided or two sided.
  • While the options exists, you should not need to adjust the orientation, paper size or margin size as these would already be set up within the document.
  • Click the Large Print button above the settings to start printing.

Please feel free to post any questions you have into the comments below. And before you leave this page, I want to give you one quick little action item! 

ACTION ITEM: Comment below with ONE thing you picked up from this post and share how it has helped, or will help, you. It's good to share your successes because it encourages others and provides an instant boost.

Enjoy the rest of your day!

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About Jason Morrell

About the author

Jason Morrell


Jason loves to simplify the hard stuff, cut the fluff and share what actually works. Things that make a difference. Things that slash hours from your daily work tasks. He runs a software training business in Queensland, Australia, lives on the Gold Coast with his wife and 4 kids and often talks about himself in the third person!

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