Print a document

You can print the active document (active document: The document in which you're working. Text you type or graphics you insert in Microsoft Word appear in the active document. The title bar of the active document is highlighted.) by clicking Print Button image on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).

The following are some additional ways to preview or print a document.

 Notes 

  • If your document is not printing or you see a Save As dialog box when you click the Print button, you may need to set up the printer that you're trying to use. For information about how to set up a printer, click the link in the See Also section, which is visible when you are connected to the Internet.
  • Because there are so many printer manufacturers and printer models, look for more information about your specific printer in your printer manual and on the printer manufacturer's Web site. Or contact your system administrator.

Display each page as it will look when printed

ShowPreview a document

  • Click Print Preview Button image on the Standard toolbar.

To exit print preview (print preview: A view of a document as it will appear when you print it.) and return to the previous view of the document, click Close.

Print all or part of a single document

ShowPrint a range of pages

  1. On the File menu, click Print.
  2. Under Page range, specify the portion of the document you want to print.

If you click Pages, you must also enter the page numbers or page ranges you want to include, or both.

 Note   You can also select the portion of the document you want to print. Click Print on the File menu, and then click Selection.

ShowPrint only odd or even pages

  1. On the File menu, click Print.
  2. In the Print box, click either Odd pages or Even pages.

ShowPrint specific pages and sections

You can print specific pages, one or more sections (section: A portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers.), or a range of pages in more than one section.

  1. On the File menu, click Print.
  2. Under Page range, click Pages.
  3. In the Pages box, type instructions to print one of the following:

ShowNoncontiguous pages

Type the page numbers with commas between them. Type the range of pages with a hyphen between the starting and ending numbers in the range.

For example, to print pages 2, 4, 5, 6, and 8, type 2,4-6,8

ShowA range of pages within a section

Type p page number s section number.

For example, to print pages 5 through 7 in section 3, type p5s3-p7s3

ShowAn entire section

Type s section number.

For example, type s3

ShowNoncontiguous sections

Type the section numbers with commas between them.

For example, type s3,s5

ShowA range of pages across sections

Type a range of page numbers and the sections that contain them with a hyphen between the starting and ending numbers in the range.

For example, type p2s2-p3s5

Print a document in a different format

ShowPrint a draft

When you print a document in draft quality, Microsoft Word does not print formatting or most graphics, which may make the document print faster. Some printers don't support this option.

  1. On the Tools menu, click Options, and then click the Print tab.
  2. Under Printing options, select the Draft output check box.

ShowPrint in reverse order

Microsoft Word can print a document in reverse order, beginning with the last page. Don't select this option if you're printing an envelope.

  1. On the Tools menu, click Options, and then click the Print tab.
  2. Under Printing options, select the Reverse print order check box.

ShowPrint multiple pages on one sheet of paper

To better see the layout of a multiple-page document, you can print multiple pages on one sheet of paper. To do this, Microsoft Word shrinks the pages to the appropriate sizes and groups them on the sheet.

  1. On the File menu, click Print.
  2. Under Zoom, click the option you want in the Pages per sheet box.

For example, to print a four-page document on one sheet, click 4 pages.

ShowPrint to a file

Printing a document to a file instead of to your printer saves the document in a format that a different printer can use.

For example, if you want to have your document printed by a commercial printing service that uses higher-resolution printers, you can print the document to a file, and then take that file to the commercial printer.

 Note   When you print to a file, you must first determine which printer— for example, a PostScript printer— will ultimately print the file.

  1. On the File menu, click Print.
  2. In the Name box, click the printer you'll use to print the file.
  3. Select the Print to file check box, and then click OK.
  4. In the File name box in the Print to file dialog box, type a file name.

When you print to a file, Microsoft Word preserves information such as line and page breaks (page break: The point at which one page ends and another begins. Microsoft Word inserts an "automatic" (or soft) page break for you, or you can force a page break at a specific location by inserting a "manual" (or hard) page break.) and font spacing.

Print multiple copies or more than one document

ShowPrint more than one copy at a time

  1. On the File menu, click Print.
  2. In the Number of copies box, enter the number of copies you want to print.

 Note   To print a complete copy of the document before the first page of the next copy is printed, select the Collate check box. If you prefer to print all copies of the first page and then print all copies of subsequent pages, clear the check box.

ShowPrint several documents at once

  1. Click Open Button image on the Standard toolbar.
  2. Open the folder that contains the documents you want to print.
  3. Select the documents you want to print.
  4. Click Tools, and then click Print.

How-to information     Find links to more information about printing under See Also, which is visible when you are connected to the Internet.

 
 
Applies to:
Word 2003