Have you ever used Microsoft Word and actually needed to print a document? I bet you have! It can actually be difficult to get a Word document to look just right on paper, especially the more complex the document is.
I often am asked to help a work mate with printing “issues”.
Therefore I took a little time to prepare some tips for Word 2010 and 2013. Enjoy friends.
1. Use Print Preview
Before you print anything, you can preview it. Just go to File > Print to see a preview of your document. From there, you’ll also be able to adjust different page layout and printing settings, such as the page orientation, paper size, margin width, and more.
Any changes you make will be updated in the preview pane as well.
2. Use smaller page margins
If you’re anything like me, you’re always looking for ways to make your document take up fewer printed pages and fit as much information on each page as possible. One of the easiest ways to do this is by using smaller margins. Just go to the Page Layout tab, click Margins, then select Narrow (you can also select Custom Margins for even smaller margins).
Be aware however too much text at the top and bottom margins can really crowd the page so use this tip wisely my friends.
I do find this especially helpful if I have a multi-page document with just a few sentences on the last page. Making the margins smaller will bring the text up, which will usually remove the extra page.
3. Print double-sided
Double-sided printing is another great way to save paper. Double-siding printing options can vary, depending on your printer.
Go to File > Print and select the menu just below the Pages: field (if you’ve never changed this option before, it will say Print One Sided). Select Manually Print on Both Sides, then print your document. One side of the page will be printed, and you’ll then need to reload the page into the printer to print the other side.
With some printers, you’ll also have the option to Print on Both Sides. If you use this option, your printer will reload and print on the second side automatically.
4. Show or hide markup
If you’ve used any of Word’s reviewing features with your document, such as Track Changes or Comments, you’ll need to decide whether to include that markup in the printed version. For example, if you’re still in the review process it may be helpful to include comments. If you’re printing a final version, you’ll probably want to turn these off. To do this, go to File > Print, click the very first menu below Settings (it will usually say Print All Pages), and select Print Markup to uncheck this option.
5. Print a test copy
If you’re printing multiple copies of the same document, it’s a good idea to print a test copy first. This is especially true if the document has a unique design, like a newsletter or poster. A test copy will let you see whether the document looks the way you want, and you can then make adjustments before printing the final version.