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How to Print a Word Document and Ppt Slides – 2023

In this new world, everyone must learn how to print Word documents, Excel worksheets and PowerPoint slides. Some of these may or may not be familiar to us, but not all sophisticated settings are known to most people. You can easily print any document using these basic and advanced techniques.

Table of Contents

How to Print a Word Document:

To print a document or to open a word print preview screen, press Ctrl + P, or you can manually its dialogue box by navigating the “File” menu and selecting this option.

To see a print preview of the word before printing the document, press Ctrl + P.

Select a printer:

Select the printer on which the document will be printed. To enable this option, you must install the driver software that has been provided by the company itself.

Select the Printer to Print a Word Document
Select the Printer to Print a Word Document

On the dialogue box, under the printer, click the drop-down arrow and select the printer’s name on which you want to print the desired document.

Change Print Settings / Options:

Print Settings
Print Settings

The print setting is a combination of options such as a margin, orientation, collated or uncoiled, etc. These are explained below.

When you select this option, it prints all the pages (the whole thing) of your document.

Steps:

Firstly, open the document that contains content
Print All Pages in a Word Document 1
Print All Pages in a Word Document
On the dialogue box, click and select the drop-down arrow of “Print All Pages”
Lastly, choose the number of copies you want, and then click Print.

Print only the selected block of contents of your pages in the word document.

Steps:

Firstly, select the content you want
Print selection in Word
Print selection in Word
After navigating to the option, click the drop-down arrow of “Print All Pages” and select “Print Selection”
Lastly, choose the number of copies you want and then click Print.

Print Current Page in Word:

This option is useful to print the present page that is visible on the right side of the print dialogue box.

After choosing the specific page, which appears at the right of the dialogue box that you want
Then also choose a number of copies on the dialogue box, and lastly, click Print.

Custom Print:

Print any part of the document, or any number of pages in your word document by entering the page numbers below the current print option on the dialogue box.

For example, if you want to print only selected pages, then enter the page numbers one by one followed by the commas like 1,3,8,12,26.  And if you want to print the ranges of the pages, for example from 5 to 20, enter the page numbers followed by a hyphen like 5-20,30-60.  You can also print the selected pages and range of pages as 1,3,8,12,5-20.

Custom Print in MS Word
Custom Print in MS Word

Similarly, you can also print the specific sections in the word document. For example, assume that a material contains 10 pages, and each page contains 6 paragraphs.

In this material, on the 2nd and 3rd page, if you want to print the 2nd, 3rd and 4th paragraphs, enter p2s2, p2s3, p2s4, p3s2, p3s3, p3s4 under the custom print text box. Lastly, select the number of copies you want, then click print.

Useful to print only one side of the pages in your document.

Print One-Sided Word Document:

Firstly, open a document that you want
After navigating to the print option, click the drop-down arrow under Settings and select one of the options you want
Print One Sided Document in MS Word
Print One-Sided Document in MS-Word
Lastly, make sure Print One Sided as in the picture below.
Then click Print after choosing the number of copies you want on one side of the page/s.

Manually Print on Both Sides:

This setting doesn’t work on all printers. Some don’t support both sides of paper printing and some support it. To manually do so in a word document, do the following.

Firstly, open a document that you want
After navigating to the option, click the drop-down arrow under Settings and select one of the options you want
Manually Print on Both Sides
Manually Print on Both Sides
Lastly, select Manually Print on Both Sides as in the picture below.
Then click Print after choosing the number of copies you want on one side of the page/s.

Note: Reload the paper when prompted to print the second side if your printer doesn’t support both sides’ auto printing.

Collated and Uncollated:

Collated Printing:

Collated Print in Word
Collated Print in Word

Reprint all the pages in chronological order based on the number of copies you have set. For example, if you want to print a 20-page document in 10 copies, your printer will print 1 to 20 pages in order and start from scratch, so a total of 10 copies will print.

Uncollated Printing:

Reprint 1st-page then the 2nd page, 3rd, and all pages. In this way, reprints one by one page based on the number of copies you have set. For example, if you want to print a 20-page document in 10 copies, your printer prints the 1st page in 10 copies and then prints the 2nd, 3rd, 4th, and all pages as on the first page.

The portrait is a default page orientation. In this orientation, the measurement of the height is greater than the width. A portrait-oriented layout is highly used.

Steps:

After opening a dialogue box from your word document, make sure Portrait Orientation, which is at the 4th position under Settings as given in the picture below.
Then click Print after choosing the number of copies you want.

Print Landscape Orientation:

The landscape is not a default page orientation. In this orientation, the measurement of the height is less than the width. Landscape-oriented printing is used for special purposes printing.

Steps to Print Landscape Orientation:

After Opening a dialogue box from your word document, make sure Landscape Orientation, which is at the 4th position under Settings as given in the picture below.
Then click Print after choosing the number of copies you want.

Change Document Size:

Paper size is one of the important matters. The default size is the letter and its measurement in inches is 8.5*11. It is one of the highly used sizes and fits mostly on all printers. A4 paper size is also a regularly used size. For printing, you can choose any size you want to be based on your requirement.

Print with Selected Size:

After Opening a dialogue box from your word document, select one of the sizes, which is at the 5th position under Settings as given in the picture below.
Changing Document Size
Change Document Size
Then click Print after choosing the number of copies you want.

Change Margins:

Before taking a print, there is no need to check the margins. By default, its print size is universally accepted. It occupies 1 inch on all sides, which is normal.

For your best convenience, you can change the margins on the layout tab in the page size group, or you can change the setting.

Steps:

After navigating to the dialogue box, click the drop-up or down arrow of the margins
Changing Margins to Print a Word Document
Change Margins to Print a Word Document
By default, the “Normal” margin is selected, which is used frequently
Or select any other margin you want
Then click Print after choosing the number of copies you want.

Change Pages Per Sheet:

This option is useful when we want to save more paper (Save papers, save trees). You can print up to 16 pages on one sheet or page.

Steps:

After Opening a dialogue box from your printable word document, click the drop-down arrow of the “1 page per sheet” under Settings
Select one of the options you want to set
Change Page Per Sheet to Print a Word Document
Change Page Per Sheet to Print a Word Document
To scale the paper size, “Click scale to paper size” and select one of the sizes of paper you want to fit.
Print odd and even pages
Print odd and even pages

When your printer doesn’t support both sides of page printing, then odd and even page printing is useful. Sometimes we feel that these are unnecessary. Printing these pages is especially useful when your printer does not support a both-sided option.

After printing the odd papers on one side, reload the same paper again on the backside and select “Only Print Odd Pages” by clicking the drop-down arrow of the print all pages under “Settings”.

Choose the number of copies you want by clicking the drop-down or drop-up arrows of the copies.

How to Send a FAX:

The Full Facsimile is abbreviated as FAX, also called Telefax. FAX is an exact copy of a document created by electronic scanning and transmitted and reproduced of a document by telecommunications links or radio waves. To connect and send a Fax you must have a pre-installed Fax modem or server.

Steps to Send a Fax:

After preparing the desired document that you want, open a dialogue box
Send Fax from Microsoft Word Document
Send Fax from Microsoft Word Document
On the dialogue box, click the drop-down arrow
Then select Fax
Click Print to open a dialogue box
Connect to a Fax Modem or Fax Server
Connect to a Fax Modem or Fax Server
Then choose Fax modem or server and then enter the required details to send.

When you set everything for printing, in case your printer doesn’t work, you can save the document to PDF as in the following step.

Steps:

After preparing the desired document that you want, open a dialogue box
Microsoft Print to PDF
Microsoft Print to PDF
On the dialogue box, click the drop-down arrow
Now set the desired set of copies you want
Click print to open a dialogue box.
Now enter the file name you want to save
Lastly, select the file location where you want to save the word document as a PDF.

Microsoft XPS Document Writer:

In case your printer doesn’t work, you can save a word document as a Microsoft XPS Document Writer as given in the following steps.

Steps to Save a Microsoft XPS Document:

After preparing the desired document that you want, open a dialogue box
On the print dialogue box, click the drop-down arrow.
Microsoft XPS Document Writer
Microsoft XPS Document Writer
Then select Microsoft XPS Document
Now set the desired set of copies you want
Click print to open a dialogue box.
Now enter the file name you want to save
Lastly, select the file location where you want to save the word document as a Microsoft XPS Document.

OneNote for Windows 10:

Do you have OneNote Account? If yes, you can save a printable document with settings to OneNote. So that you can save and edit online anywhere else if you have a Microsoft Account. If not, you can directly save it to OneNote and add extra features and then print the converted OneNote files on your computer.

After preparing the desired document that you want, open a print dialogue box
On the dialogue box, click the drop-down arrow
Save as OneNote for Windows 10
Save as OneNote for Windows 10
Select OneNote for Windows 10
Set the desired set of copies you want to print or save as OneNote
Click Print, and soon a OneNote dialogue will open
Select the location name on the OneNote dialogue box where you want to save.
Lastly, click OK.
If you login into your OneNote account, you can see your document, if it was saved online. If not, Automatically OneNote Applications open on your Windows 10 PC.

Properties

Printer Properties are the layout of the document. Select the landscape or portrait layout that you want.

Advanced Print Properties

This is used to change the paper size you want.

Open a Word document with comments or create some.
On the Review tab, under the Tracking pane, click the drop-down arrow of any markup, in the Tracking Group.
Then select No Markup.

To do so with comments, make sure your word document has some comments. Then print the document.

Video Tutorial

What is the shortcut to printing a Word Document?

To print a document press Ctrl + P, or you can manually open the dialogue box by navigating the file menu and selecting the print option. After changing the print options, click print.

The Document Could not be Printed: Why?

When you print a word document or pdf document, they may not print due to old drivers or incorrect software usage, or any other technical problem.

What is Print Preview in Word Document?

To see these options in word, navigate to the File menu, then click Print, or press Control + P.

Can we Print a Word File Without Comments?

Yes

How to print with comments?

To do so a word document with comments, make sure your word document has some comments. Then print the document.

Why can’t I print my paper?

Having corrupted graphics or non-compatible fonts can cause errors when printing or corrupted files or documents in Word. Occasionally, there may be a computer driver or software error.

How do I print a page from my computer?

By pressing Ctrl+P or selecting the print option from any program on your computer.

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