Printing of Documents

Printing of Documents

To quickly print the document without any option, Click the Print icon. The entire document will be sent to the default printer defined for your computer.

Controlling printing

To print the document with certain options, use the Print dialog (File → Print or Ctrl+P). A Print dialog box will appear.

From the Print dialog, you can choose options as per your requirement. They are Printer, Properties, Print Range, Copies and Options. The selected options will work for the current document only.

If you click on a small triangle (▼), a list of names of printers (only those which are installed on your computer) will appear in line with the Name. You can select the printer which you want.

Printing all pages, single and multiple pages

One can select the printing option as per their choice. There are three options to print the number of pages in a document.

  • To print all the pages in sequence, choose the option All pages.
  • To print a single page, or number of nonconsecutive pages, choose the option Pages, and give the page numbers separated by comma. If you want to print the pages that are consecutive give the range of pages first and last page (for example 3-8).
  • To print only the selected text, choose the option, Selection.
  • A word processor is a software for typing, formatting and creating documents.
  • There are two types of formatting that we can apply – character formatting and paragraph formatting.
  • For character formatting, we must first select all the characters where we want to apply the formatting. For paragraph formatting, it is enough to have any part of the paragraph selected – for a single paragraph, it is sufficient to place the insertion point somewhere in that paragraph.
  • Character formatting includes – font, font style, size, font colour, underline style, underline colour, and effects – for example subscript, superscript, emboss, etc.
  • Paragraph formatting comprises of – alignment; indents – left, right, first line and hanging; space before and after paragraphs; and line spacing.
  • To highlight the points, we can use bullets or numbering for the paragraphs.
  • If we plan to put tabular data, we can either use tabs – left, right, center and decimal; or use table to type in the text within the cells.
  • To enhance the appeal of the document, we can insert pictures – either from clip art, or from files. We might have to select appropriate wrapping options to have the text around the picture.
  • We can move or duplicate text in a document or across documents using options like Cut, Copy and Paste.
  • If we are likely to make mistakes (and all of us are!), we can utilise the word processor to check the spellings and grammar.
  • Before we print the document, we must decide on margins, page size, gutter etc. through Page Setup.
  • If we need to have many copies of documents which are same except for some parts, like invitation letters, we can use the mail merge facility to make the task simpler.
  • We can allow others to review the documents by editing as well as by adding comments. These changes can be tracked. We can later decide as to whether to keep those changes or to revert back to the original text.


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