Tiffany Haney
The print pane is an important feature when printing documents in Microsoft Word. It allows users to preview their documents before printing, including the number of pages and their layout. Users can also choose whether to print on one or both sides of the paper, select specific pages to print, and adjust the page margins. To access the print pane, users can navigate to the File menu and select Print, which will open the print pane with configurable settings. The print preview option is also available in other Microsoft Office applications, such as Excel, PowerPoint, and Outlook.
| Characteristics | Values |
|---|---|
| Software | Word, Access, Excel, Outlook, PowerPoint, Project, Publisher |
| Navigation | Click on the 'Print' button in the Quick Access Toolbar, or press Ctrl+P |
| Print Preview | View each page using the arrows at the bottom, adjust zoom, view multiple pages |
| Page Setup | Set margins, orientation, column settings, paper size, print range, layout |
| Printer Options | Select printer, choose one- or two-sided, number of copies, sort order, paper size, scale |
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What You'll Learn
Using the Print pane in Word
The Print pane in Word allows you to preview your document and make adjustments before printing. To access the Print pane, click File > Print or press Ctrl+P on your keyboard. You can also add the Print Preview or Print buttons to the Quick Access Toolbar for easier access.
Once you're in the Print pane, you can preview your document by clicking the arrows at the bottom of the page to navigate between pages. If the text is too small, use the zoom slider to adjust it.
The Print pane also allows you to customise your print settings. You can choose to print on one or both sides of the paper, select specific pages or a page range to print, and adjust the page margins. If you have multiple printers, you can select the one you want to use. Additionally, you can choose the number of copies you want to print and how they will be sorted.
When you're finished making your selections, click the Print button to send your document to the printer.
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Printing the Navigation pane
To access the Print pane in Microsoft Word, click on File and then Print, or use the standard keyboard shortcut Ctrl + P. Once you've done this, you can specify the number of copies you want to print and select the pages you want to print in the Pages: field. You can also choose to print on one side or both sides of the paper. If you have multiple printers, select the one you want to use.
Unfortunately, there is no built-in method to print the contents of the Navigation pane in Microsoft Word. One way to get around this is to use a screen-capture utility to grab an image of the screen, which you can then print. If your document is long and the wording in the Navigation pane scrolls beyond the bottom of the screen, make sure that the screen-capture utility you select can handle scrolling windows. There are many that can do this, such as SnagIt from Techsmith.
Another approach is to display the outline on the screen and then adjust the display so that you can print out the outline of your document. To do this, click on the Outline View icon on the status bar or click Outline from the View tab of the ribbon.
The Navigation pane can be used to go to a page or a heading in a Word document without scrolling. To open the Navigation pane, press Ctrl+F, or select the View tab and choose Navigation Pane. If you’ve applied heading styles to the headings in the body of your document, those headings will appear in the Navigation pane. The Navigation pane doesn’t display headings that are in tables, text boxes, or headers or footers. In the Navigation pane, select the Headings tab. To go to a heading in your document, click that heading in the Navigation pane.
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Selecting print options
When it comes to selecting print options, there are a variety of ways to customise your print job.
If you are using Microsoft Word, you can select File > Print. From there, you can preview each page using the forward and backward arrows at the bottom of the page. You can also use the zoom slider at the bottom of the page to enlarge the text if it is too small to read. You can then choose the number of copies and any other options, such as the colour printing option, before selecting Print. If you want to print only certain pages, you can select the arrow under Settings, next to Print All Pages, to see all your options. For example, to print individual pages and a range of pages (e.g. page 3 and pages 4-6) at the same time, select Custom Print and enter the page numbers and ranges separated by commas.
If you are using Microsoft Excel, the process is similar. Select File > Print, or press CTRL+P. You can then adjust the Settings and select Print. If you want to print only the selected area, in Print Options, select Current Selection. If the print preview shows what you want to be printed, select Print.
Other print options include printing on both sides of the paper, printing multiple pages on one sheet of paper, or printing one image on multiple sheets of paper. You can also print multiple copies and arrange their print order, as well as preview your job before printing. If you are printing on plain paper or bright white paper, you can select Quiet Mode to reduce noise during printing, although printing will be slower.
It is important to note that some formatting, such as coloured text or cell shading, may look good on the screen but may not print well on a black-and-white printer. It is recommended to preview your document before printing to ensure it looks as expected.
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Using the Page Setup dialog box
The Page Setup dialog box allows users to set up the layout and print options of a page. To access the Page Setup dialog box, click on the Page Layout tab, then in the Page Setup group, click the Dialog Box Launcher.
The Page Setup dialog box includes an image of a sample page that illustrates how the user's selections will affect the appearance of the printed output. This sample page consists of a rectangle that represents the selected paper or envelope type, with a dotted-line rectangle representing the current margins, and partial (Greek text) characters to show how text looks on the printed page.
The Page Setup dialog box allows users to specify the following attributes of the printed page:
- Paper type (envelope, legal, letter, etc.)
- Paper source (manual feed, tractor feed, sheet feeder, etc.)
- Paper size (Letter, Legal, or other size options)
- Orientation (landscape or portrait)
- Scaling (enlargement or reduction of the worksheet or selection to fit the specified number of pages)
- Print quality (resolution to specify the print quality)
- Print area (select a worksheet range to print)
- Print titles (print the same columns or rows as titles on every page)
- Gridlines (include worksheet gridlines in the printout)
- Colour or black-and-white printing
- Print zoom (lists any reduction or enlargement specified)
Note that the attributes presented in the dialog box may vary depending on the capabilities of the printer.
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Previewing a report
To preview a report in Microsoft Word, open the document you want to preview. Navigate to the Print pane, where you can preview the document before printing. Here, you can also adjust your print settings, such as selecting specific pages to print or changing the page orientation. Use the arrows at the bottom of the print preview window to navigate between pages.
To preview a report in Microsoft Access, right-click on the report in the Navigation Pane and select "Print Preview" from the shortcut menu. If the report is already open, right-click the document tab and click "Print Preview". You can then use the record navigation buttons to move between pages.
Additional Considerations for Previewing Reports
When previewing a report, it is important to consider the desired level of detail. For example, you may want to preview the report two pages at a time or focus on a single page. Additionally, if the report relies on a server reference, an edit session will be created, and the data will be cached. This means that subsequent previews of the report may not reflect data changes unless you manually refresh the data.
By following these steps, you can effectively preview your reports and ensure they meet your desired format and content before printing.
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Frequently asked questions
To access the print pane in Microsoft Word, open an existing Word document and preview the document in the print pane. Once you are happy with the preview, click the print button.
To access the print pane in Microsoft Access, right-click on the report you want to print in the Navigation Pane and click Print Preview. From there, you can set up the page layout and margins, and click print.
To access the print pane in Microsoft Excel, click File > Print. You will then see a preview of your file on the right, and the configurable settings on the left. Once you are happy with the preview, click the print button.
