T r a i n i n g G u i d e
11 – Printing
Microsoft Word 2010
– Level 1
Microsoft Word 2010 - Level 1
© Learning and Development Service Page 2 Printing
PRINTING
In a traditional sense, printing means producing your
document on paper. The printing process on the computer,
however, is much more flexible than this. In Microsoft
Word the printing commands allow you to control how the
document will be printed, where it will be printed and
what will be printed.
In this booklet you will:
gain an understanding of printing
learn how to preview a document before printing
learn how to quick print
learn how to select a printer
learn how to print the current page
learn how to specify a range of pages
learn how to specify the number of copies
INFOCUS
Microsoft Word 2010 - Level 1
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UNDERSTANDING PRINTING
Printing, in its simplest form, means
producing a paper copy of a document that
you have created on the computer. Early
forms of printing required typesetting,
printing presses and ink. These days,
printing only requires a printer that converts
the electronic form of the document into
letters and other graphics on a page. Before
you commit a document to paper, consider
the following points.
Resisting The Urge To Print
These days printers are very cheap, easy to install and easy to print to. While
computers were supposed to reduce the amount of paper that we used and introduce a
paperless age, in reality they have made it easy to go through pages and pages of
paper while we review and modify documents. If you take some time to think the
following things through, you may well reduce the volume of paper that you use.
Draft Versus Final
The first thing to consider is why you are printing. If you just want to review the layout
and proof the text, there is a good case for printing only a draft copy of the document.
This uses less ink and in some cases prints more quickly than a best-quality copy. If
you have a colour printer, then you can often choose to print in greyscale, saving the
more expensive colour ink for later. If it’s the final copy that you want to print, then
you should make sure you’ve previewed the output so that you don’t waste precious
ink, time, paper and patience.
When Printing Isn’t Printing
Traditionally, printing referred to creating a hard copy of a document, meaning a copy
of the document on paper. These days, printing can also be used to create an electronic
version of the document, known as a soft copy. For example, you can print to the
Microsoft XPS Document Writer and create an XPS version of the file. You can also print
to a file and create a .PRN file which is used for printing.
Paper Size
Before you send a document to a printer, you need to consider the size of the paper
that you intend to print on. Does the size of the paper that your printer will use match
the size that you have selected in Word? If not, you either need to change the paper in
the printer or reorganise your document in Word so that the paper sizes agree.
Paper Type
What type of paper do you need for your specific print job? Are you printing
photographs that you want to appear on glossy paper? Are you printing a normal
document that needs normal copy paper? What about sticky labels or envelopes? Make
sure that you have the right paper product in your printer before you start.
Printer Type
One of the first things you should do before creating a document is to select the printer
that you intend to use. This is partly because functionality may vary between printers.
For example, printers designed to print photographs can print right to the edge of the
page (borderless printing) whereas other printers, such as most lasers, have a non-
printable area around the edge of the page. There are many types of printers you may
have access to, such as colour printers versus black and white and laser printers as
opposed to inkjet. As a rule of thumb, colour printing is more expensive than black and
white, and laser printing is more expensive, but better quality, than ink jet.
Default Printer
The default printer is the printer that appears under Printer when you click on the
File tab and select Print. It’s the printer that will be used unless you select a different
one.
Previewing Before You Print
When you select Print in the Backstage view, a preview of how the document will
look when it’s printed will appear in the right half of the view. You should always check
this preview of a document in the Backstage before sending it to a printer.
Microsoft Word 2010 - Level 1
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PREVIEWING YOUR DOCUMENT
Try This Yourself:
Open
File
Before starting this
exercise you MUST open
the file W867
Printing.docx...
1
Click on the File tab to
open the Backstage, then
click on Print
The first page of the
document will be shown as
it will appear when printed
on the right side of the
Backstage window...
2
Click on Next Page to
step through the pages
until you reach the end of
page 3
You can alter the
magnification…
3
Click on Zoom In until
the magnification changes
to 100%
4
Click on Previous Page
until you return to page 1
5
Press or click on the
Home tab to return to
Print Layout view
For Your Reference…
To preview a document:
1. Click on the File tab
2. Click on Print
Handy to Know…
While in the print area of the
Backstage, you can access the Page
Setup dialog box, if necessary, by
clicking on Page Setup.
1
Computers came with the promise of a
paperless office but it hasn’t really worked
out that way. You can help to save paper
by previewing your documents in the
Print area of the Backstage before
printing them. The preview shows you on
screen how the document will look when it is
printed. If you need to make any changes,
you simply exit the Backstage and alter the
file.
Microsoft Word 2010 - Level 1
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QUICK PRINTING
Try This Yourself:
Same File
Continue using the
previous file with this
exercise, or open the
file W867
Printing.docx...
1
Click on the File tab to
open the Backstage
view
2
Click on Print to
display the printer
settings and document
preview
3
Click on [Print] – this
large button appears
at the top left of the
printer settings
Your document will be
sent directly to the
printer
For Your Reference…
To quick print:
1. Click on the File tab
2. Click on Print
3. Click on [Print]
Handy to Know…
You can make printing an entire
document even quicker by adding
Quick Print to the Quick Access
Toolbar. Click on the drop arrow for
Customise Quick Access Toolbar
and select Quick Print. Printing then
becomes a single click operation.
3
Quick Printing refers to sending a
document directly to the default printer
without checking the printer settings. This
is the best choice when you know that the
printer you want is selected, you only want
one copy of the entire document and you
have checked the preview of your document
to make sure that it is okay (or you’re
confident that it will be).
Microsoft Word 2010 - Level 1
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SELECTING A PRINTER
Try This Yourself:
Same File
Continue using the
previous file with this
exercise, or open the
file W867
Printing.docx...
1
Click on the File tab
and click on Print to
display the print
settings
2
Click on the drop
arrow for Printer to
display the list of
available printers
We have only one
printer installed at this
stage. Your list of
printers will be
different to ours...
3
Click on the printer of
your choice
4
Click on [Print] if you
want to send your
document to the new
printer, or press to
return to Page
Layout view without
printing the document
Your new printer
settings will be
retained
For Your Reference…
To select a printer:
1. Click on the File tab
2. Click on Print
3. Click on the drop arrow for Printer
and click on the printer
4. Click on [Print] or press
Handy to Know…
You can change the default printer that
appears in Microsoft Word. Click on
Start and select Control Panel. Click
on View devices and printers under
Hardware and Sound. Right-click on
the printer and select Set as default
printer. Close the Devices and
Printers window.
1
2
It is likely that there are several printers
that you have access to, especially in a
work environment. You may want to select
a printer other than the default printer
because it provides different functionality –
e.g. borderless, colour laser, because it has
different stock loaded (paper, envelopes,
labels), or simply because your default
printer is currently out of action.
Microsoft Word 2010 - Level 1
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PRINTING THE CURRENT PAGE
Try This Yourself:
Same File
Continue using the
previous file with this
exercise, or open the
file W867
Printing.docx...
1
Ensure you are in
Page Layout view
then scroll down the
document until you
can see only page 3
You may not be able
to see all of it, but the
main thing is to ensure
that you can’t see any
of page 2...
2
Click on the File tab
and click on Print to
display the print
settings in the
Backstage
3
Click on Print All
Pages under Settings
to display a list of
what you can print
4
Click on Print Current
Page to select this
option
5
Click on [Print] to
print page 3
If you don’t want to
print, press instead
For Your Reference…
To print the current page:
1. Scroll to the page that you want to
print
2. Click on the File tab and click on Print
3. Select Current page under Settings
4. Click on [Print]
Handy to Know…
You can print part of one page by first
selecting the text and/or images. Click
on the File tab and click on Print. Click
on Print Selection then click on
[Print].
The shortcut key combination for
displaying the print settings in the
Backstage view is +
.
2
3
There will be times when you only want to
print a single page of a document, not the
entire thing. To make it easy for you, Word
allows you to nominate the current page to
be printed. The trick to printing the current
page is to ensure that the page you want to
print is the first page visible on the screen.
You don’t even have to click on the page or
select any text.
Microsoft Word 2010 - Level 1
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SPECIFYING A RANGE OF PAGES
Try This Yourself:
Same File
Continue using the
previous file with this
exercise, or open the
file W867
Printing.docx...
1
Click on the File tab
and click on Print
2
Click on Next Page
to move to page 2
We want to print this
page and the next…
3
Hover over the text
box for Pages
A tooltip will appear
giving you examples of
ranges that you can
use. A hyphen denotes
a range of pages and
commas separate
individual page
numbers or ranges, as
in 1,3,5-12 (1 and 3
and 5 through to 12)...
4
Click in Pages and
type 2-3
5
Click on [Print] to
print the second and
third pages of the
document
For Your Reference…
To specify a range of pages to print:
1. Click on the File tab and click on Print
2. Click in the text box for Pages and
type the pages and ranges
3. Click on [Print]
Handy to Know…
You will also have noticed a reference
to printing sections. Sections are used
to allow multiple formatting layouts in
a document, such as columns and
tables. In translation, p1s1, p1s2,
p1s3-p8s3 reads page 1 of section 1,
page 1 of section 2 and pages 1
through to 8 of section 3.
3
4
If you want to print more than one page
but not the entire document, you can
specify a range of pages. To do this, you
need to know the page numbers of the
pages you want to print. You can
determine this by previewing the pages and
checking the page numbers below the
preview. You then use a special format to
specify individual pages or a series of
consecutive pages (range).
Microsoft Word 2010 - Level 1
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SPECIFYING THE NUMBER OF COPIES
For Your Reference…
To print multiple copies:
1. Click on the File tab
2. Click on Print
3. Click on the up spinner arrow for
Copies until you reach the number
required then click on [Print]
Handy to Know…
Photocopying instead of printing
multiple copies may be marginally
cheaper than laser printing, but the
loss of quality is generally not worth
the savings you make.
You can print multiple copies of specific
ranges of pages if you need to.
2
3
When you print a document you can
specify the number of copies you need
and whether or not to collate the pages. If
you have a series of handouts, you may
prefer to keep all of the same pages
together. But, if you’re printing a report, you
may prefer to print the document in sets of
consecutive pages, otherwise known as
collated.
Try This Yourself:
Same File
Continue using the
previous file with this
exercise, or open the
file W867
Printing.docx...
1
Click on the File tab
and click on Print
The default settings
for printing are one
copy and collated...
2
Click on the up spinner
arrow for Copies
until it reads 3
This field is located at
the top of the print
settings…
3
Click on Collated to
display a drop-down
menu, then click on
Uncollated
Notice that the tiny
preview to the left of
the option changes to
show that if you
printed the document
now, it would print the
copies of page 1, then
the copies of page 2
and so on...
4
Click on [Print] to
print the copies of the
document
If you don’t want to
print, press
instead
Microsoft Word 2010 - Level 1
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CONCLUDING REMARKS
Congratulations!
You have now completed the Printing booklet. This booklet was designed to get you to
the point where you can competently perform a variety of operations as listed in the
objectives on page 2.
We have tried to build up your skills and knowledge by having you work through specific
tasks. The step by step approach will serve as a reference for you when you need to repeat
a task.
Where To From Here…
The following is a little advice about what to do next:
Spend some time playing with what you have learnt. You should reinforce the skills
that you have acquired and use some of the application's commands. This will test
just how much of the concepts and features have stuck! Don't try a big task just yet if
you can avoid it - small is a good way to start.
Some aspects of the course may now be a little vague. Go over some of the points
that you may be unclear about. Use the examples and exercises in these notes and
have another go - these step-by-step notes were designed to help you in the
classroom and in the work place!
Here are a few techniques and strategies that we've found handy for learning more about
technology:
visit CLD’s e-learning zone on the Intranet
read computer magazines - there are often useful articles about specific techniques
if you have the skills and facilities, browse the Internet, specifically the technical
pages of the application that you have just learnt
take an interest in what your work colleagues have done and how they did it - we
don't suggest that you plagiarise but you can certainly learn from the techniques of
others
if your software came with a manual (which is rare nowadays) spend a bit of time
each day reading a few pages. Then try the techniques out straight away - over a
period of time you'll learn a lot this way
and of course, there are also more courses and booklets for you to work through
finally, don’t forget to contact CLD’s IT Training Helpdesk on 01243-752100
