Printing Documents

When using Word printing is an important element. In Word print preview is helpful for viewing Word documents before you print.

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

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.