Printing Documents

Before printing a document, it is useful to check how the pages will look on paper. Word processing software provides a Print Preview to review the layout, printing options to control what is printed, and an option to save a document as a PDF file.

This note explains how to preview a document, print all or selected pages, choose the number of copies, and save a document as a PDF using Microsoft Word 2010.

1. Print Preview

Print Preview displays how a document is expected to look when it is printed. It allows the user to inspect the page layout before sending the document to a printer.

Print Preview helps you check:

• Whether text and images fit within the page.
• Whether margins and page layout are suitable.
• Whether content is correctly aligned.
• Whether any text or images are outside the printable area.
• Whether the document is ready to print.

Finding mistakes before printing can save paper, ink or toner, and time.

Opening Print Preview in Microsoft Word 2010

1. Click the File tab.
2. Select Print (or the Print option that opens the preview).
3. The document preview appears on the right side of the screen.

The preview area also provides controls to move between pages and change the zoom level.

• Page navigation: Moves to another page in the document.
• Zoom control: Makes the preview appear larger or smaller on the screen. It changes the viewing size, not the actual printed page size.

<ExampleLabel>{=html}Example: Checking a school report</ExampleLabel>{=html}

Before printing a school report, use Print Preview to check that the title, paragraphs and picture are positioned correctly. If an image is cut off or text is outside the page, return to the document and correct the layout before printing.

2. Printing a Document

A document can be printed using a printer connected to the computer. The print settings allow the user to select the printer, pages and number of copies.

Steps to print in Microsoft Word 2010

1. Click the File tab.
2. Select Print.
3. Select the required printer.
4. Choose which pages to print.
5. Enter the required number of copies.
6. Click Print.

Common printing options

Option Purpose

Print All Pages Prints the entire document.

Print Current Page Prints only the page currently being viewed or edited.

Print Selection Prints only the text or content selected in the document.

Custom Print Allows specific page numbers or page ranges to be entered.

<ExampleLabel>{=html}Example: Printing selected pages</ExampleLabel>{=html}

If a document has ten pages but you only need pages 1, 3 and 5--7, use the custom page range field and enter the required page numbers in the format accepted by the application.

Number of copies

The Copies setting determines how many printed sets of the selected pages are produced.

For example, entering 2 in the Copies field requests two copies of the selected print job.

Selecting a printer

If more than one printer is available, choose the printer that should receive the document. Check that the selected printer is ready and that the required paper and other printer settings are available.

3. Saving a Document as a PDF

PDF stands for Portable Document Format. A PDF is a file format designed to preserve the appearance and layout of a document when it is viewed or printed on different devices.

A PDF commonly preserves:

• Page layout and formatting.
• Fonts and text appearance.
• Images and other page content.

PDF files are useful for sharing documents because recipients can view and print them without needing to edit the original word-processing document. A PDF is generally less convenient to edit than the original editable document, although PDF editing tools are available.

Steps to save a document as a PDF in Microsoft Word 2010

1. Click the File tab.
2. Select Save As.
3. Choose a location, such as the Desktop or a folder.
4. Open the Save as type list and select **PDF (*.pdf)**.
5. Enter a file name.
6. Click Save.

Process:

PDF publishing options

The Save As PDF options shown in the note include:

• Standard (publishing online and printing): Intended for general sharing and printing quality.
• Minimum size (publishing online): Creates a smaller file size for online sharing.

Choose the option that suits the document's purpose. A smaller file may be easier to share, while a standard setting is suitable when print quality is important.

<ExampleLabel>{=html}Example: Sharing a school report</ExampleLabel>{=html}

A student can save a completed school report as School Report.pdf and share it with a teacher. The teacher can open and print the PDF while the document's page layout and images remain consistent.

4. Print Preview, Printing and PDF: The Difference

Feature Main purpose

Print Preview Checks how the document will appear when printed.

Printing Produces a physical copy using a printer.

Save as PDF Creates a digital PDF file that can be shared or printed later.

These operations are related but are not the same. Previewing checks the layout, printing produces paper copies, and saving as PDF creates a separate digital file.

5. Exam-Focused Points

1. Print Preview helps identify layout mistakes before printing and can save paper and time.
2. Printing options include Print All Pages, Print Current Page, Print Selection and Custom Print. The user can also select a printer and number of copies.
3. To create a PDF in Microsoft Word 2010, use **File → Save As → PDF (*.pdf)**, choose a location and file name, and click **Save**.

Summary

Printing documents involves checking the page layout, choosing suitable print settings and producing the required copies. Print Preview helps identify mistakes before printing. The print settings control the printer, pages and number of copies. Saving as PDF creates a portable digital version that is convenient to share and print on different devices.