Print a Document

The Print command is normally located in the File menu, and will bring up a dialog box allowing you to adjust print settings or preview your print job. This article offers a step-by-step guide on printing in most programs and operating systems as well as a troubleshooting guide for some of the most common issues you may encounter.

Steps

Printing Your Document

  1. Open or navigate to the document to print.
    • You can open a document to print, such as a Word file, or you can navigate to a web page to print. Whichever it is, ensure that whatever you want to print is open and visible on the computer. It is impossible to print if the document to be printed is not open.
    • Check the web page to see if there is a printer friendly link, usually outlined as "Printer Friendly Version." If there is no printer friendly version of the page you want, you may need to copy and paste the content into a Word document and print from there (though this is not absolutely necessary). Copying to a Word document is especially true for printing emails, particularly those other than Outlook.
  2. Click File.
    • If there is no Print button, click File. This should be located towards the top of the window for both Macs and PCs.
    • If printing from a web browser, you may need to click some type of menu button.
  3. Click Print Preview.
    • If you wish to see what the document will look like once printed, click print preview. You can print from that window or skip this step altogether.
  4. Click Print.
    • From the File menu, click Print. This will bring up the printing menu.
  5. Click Properties, Preview, or Advanced.
    • Find the button which will allow you to access the more advanced settings. This menu will allow you to change paper sizes, source, and type, as well as a variety of other options depending on the program you are using. Go through these settings and make sure they are what you want.
  6. Change any necessary details.
    • Returning to the print menu, you will have the option to choose your printer, color or grayscale, landscape or portrait view, number of copies, etc. Ensure that the options are set to whatever you desire.
  7. Click Ok or Print.
    • Once your settings are to your satisfaction, just click "OK."

Troubleshooting Printing Problems

  1. Ensure that you have an appropriate printer.
    • You will need a printer which is ready and capable of printing. This means it will need to be properly hooked up to the computer you are printing from, all of the necessary drivers must be installed, and the printer will need to be full of both paper and ink.
    • Don’t forget to plug it in and turn it on!
    • Also, be conscious of whether you have an inkjet or a laser printer. They print in different ways and require different materials to print with. Laser printers can print only in black and white.
  2. Choose the appropriate paper and ink.
    • You will need to determine what type of paper you want to print on before printing. Choose heavier paper for more formal prints (such as invitations or resumes) and thinner paper for basic flyers and other mass prints. This paper will need to be loaded into the appropriate slot, so that it will be used when you go to print. You will also need to determine if you need color or black and white prints.
    • Make sure that the paper you are using is not too thick for the printer.

Tips

  • Print just one page at first. If you somehow missed something in "Print Preview," you don't want to make ten unusable copies, so print just one page and look it over again to make sure it's what you want before proceeding with printing.
  • Always keep spare cartridges of ink or toner with your personal printer so you don't have to panic if you need a document in a hurry. If a printer is low on ink or toner, you will not get a good copy. If you're printing from a public place, notify the staff and they should rectify the issue immediately.
  • If you can't print from the computer you are in front of, you can burn the file to a CD, or save to a USB drive. You can then move the file to another computer and print it from there after opening the file on the other computer.
  • If the document still doesn't print, check to make sure that there is paper in the printer. Sometimes printers with multiple trays may still malfunction, so check all paper ports and make sure there is enough paper.

Warnings

  • Personal computers need to have specific printer software installed before you can print. If you don't see a printer name when you click on "Print," make sure you install the software before trying again.
  • If using a public printer, be aware that someone else may be able to see what you’re printing as it comes out. Use caution.

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