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Chapter 3. Editing Documents > Previewing and Printing Documents

Previewing and Printing Documents

If you’ve spent any time at all in a Windows program, you already know how to print. In most cases, you’ll find a Print button in the menu bar that automatically sends the document to the default printer. The same is true in Word.

But what if you want to print to a different printer? Or maybe you need to increase the number of copies from one to five. I’ll cover the most frequently used print options for Word in this section.

Switching to Print Preview

The Print Preview feature shows you how your document will look when you print it. Print Preview offers the advantage of seeing multiple pages of your document in a smaller size. The Print Preview image isn’t static. You can make editing and formatting changes to create just the right look before you print the document.

Using buttons on the Print Preview toolbar, you can switch to a multiple page view, or you can use the Zoom feature to adjust the size of the page. Other buttons give you access to the Magnifier, the ruler, the Shrink to Fit feature, and Full Screen view.

To use the Print Preview feature, do the following:

1.
Choose File, Print Preview from the menu. The current page is displayed (see Figure 3.11).

Figure 3.11. Print Preview displays a fully editable representation of how the document will look when printed.


2.
Make any necessary adjustments.

3.
When you are finished, click the Close button to switch back to the document window.

Most of the buttons in Print Preview are self-explanatory. The others, like the Magnifier button, are not, so I’ll try to clarify them here:

  • Magnifier— Click this button to turn on Magnifier. Then click the section of text that you want to magnify. Click the text again to go back to “normal.”

  • Multiple Pages view— Click this button to open a palette of pages. Click and drag across the palette to select the number of pages you want to view at once. The maximum number of pages is six.

  • Shrink to Fit— Click this button to activate the Shrink to Fit feature, which makes small adjustments that allow the text to fit on one page.

Changing the Number of Copies

The cost of printing multiple copies on a laser printer is virtually identical to the cost of running copies on a copier. However, it’s much faster just to print three copies of a document than it is to print a copy, walk to the copier, punch in your account number, figure out which buttons to press to get three copies, and wait for them to be finished.

Follow these steps to change the number of copies you want to print:

1.
Choose File, Print (Ctrl+P) to display the Print dialog box (see Figure 3.12).

Figure 3.12. If you need more than one original, change the number of copies to print as many as you need.


2.
Change the number in the Number of copies text box.

If you choose to print more than one copy, Word groups the copies as illustrated in the Copies area of the dialog box. The Collate option is enabled by default. To see how the pages will print without collating, disable the Collate check box and notice the difference in the sample pages.

Printing Specific Pages

When you’re revising a multipage document, printing the whole thing again doesn’t make sense when you need to check only a few pages. Save some trees and print just the pages that you need. The following options are found in the Print dialog box (File, Print).

  • To print the current page, choose Current Page.

  • To print multiple pages, type the page numbers that you want to print in the Pages text box. For example, if you need to print pages 3 through 9, type 3-9. If you also want to print page 15, type 3-9,15 in the text box. Finally, if you type a page number followed by a dash, Word prints from that page number to the end of the document. For example, 13- prints page 13 and everything that follows it.

  • To print selected text, select the text before you open the Print dialog box. Then choose Selection.

  • To print on both sides of the paper, print the odd pages, reinsert the paper, and then print the even pages. Open the Print drop-down list and choose Odd pages or Even pages.

Tip

It almost goes without saying, but the default paper orientation in Word is portrait, which means the paper is taller than it is wide. With landscape orientation, the paper is wider than it is tall. Think of a typical spreadsheet with lots of columns. Landscape orientation is well suited for that type of document because there is more room from left to right. To switch to landscape orientation, choose File, Print, Properties. In the Orientation section, choose Landscape. Bear in mind that this setting will stick, so if you want to print in portrait orientation again, you’ll have to go back and change it here.


Faxing Documents from Word

How many times have you printed out a document, fed it into a fax machine, and then put the printout in the recycle bin? You can save some time, paper, and printing resources by faxing directly from within Word.

There are essentially two ways to send a fax from Word: using a fax service or using a fax modem. To send through a fax service, you must be signed up with a fax service provider. Fax services offer several advantages, one of which is the ability to use the fax service to fax from Excel, PowerPoint, or Microsoft Office Document Imaging in addition to Word.

Whether you use a fax modem or an Internet fax service, you’ll need software. Most modems ship with fax software, so check your documentation and install the necessary software.

Both Windows 2000 and Windows XP have a built-in fax service that is easy to use and integrates well with Office 2003 applications. It is not installed by default, however, so you’ll need to update your Office 2003 installation.

To install the Fax component, follow these steps:

1.
Choose Start, Control Panel, Add or Remove Programs.

2.
Click the Add/Remove Windows Components button on the My Places bar.

3.
Enable the Fax Services check box and then follow the instructions to update your installation.

4.
After the Fax component is installed, you can start it by clicking Start, All Programs, Accessories, Communications, Fax, Fax Console. The Fax Console dialog box appears (see Figure 3.13). For more information on the Fax Console, choose Help, Help Topics in the Fax Console dialog box.

Figure 3.13. Use the Fax Console to send and receive faxes through an Internet fax service provider.


To send a fax from Word using a fax modem, do the following:

1.
With the document that you want to fax in the active window, choose File, Send To, Recipient Using a Fax Modem.

2.
Follow the instructions in the Fax Wizard to send the fax.

If your fax modem appears in the Print dialog box, you can also send a fax by choosing the fax modem as the printer. You can use this method in other Microsoft Office applications as well.

Note

The first time you use the Internet Fax Service option, you are prompted to sign up with an Internet provider. Click OK to open your Web browser so you can locate a provider. By default, Microsoft takes you to the information page for the Venali Internet Fax Service. You can use Venali to send and receive faxes (as attachments to email messages) through Microsoft Outlook 2003 from your desktop, laptop, or wireless device. After you choose a service, close the Web browser and switch back to Word.


To send a fax from Word using Internet Fax Service, do the following:

1.
With the document that you want to fax in the active window, choose File, Send To, Recipient using Internet Fax Service. An email message window opens in Outlook with the document attached as a .tif file. If you have other files that you want to send, you can attach them as well.

2.
Fill in the fields to address the fax. You’ll be able to send your fax to a fax number or an email address.

3.
In the Fax Service pane, select the necessary options.

4.
Complete the cover sheet (in the body of the email) message.

5.
Click Send.

After the document is scheduled for sending, you can use the fax modem’s software to monitor the fax status, check the fax logs, or even cancel the fax if it hasn’t been sent yet. The Fax Console serves the same purpose for Internet Fax Services.

Sending Documents via Email

If you know how to send an email message, you can send Word documents via email. There are two ways to send a document: You can attach the file to the message, or you can send the document as the body of an email message.

If you want to send the entire file as an email attachment, you must be using Microsoft Outlook 2003, Microsoft Outlook Express, Microsoft Exchange, or other MAPI-compatible email programs, such as Juno, Yahoo, or HotMail. (MAPI stands for Messaging Application Programming Interface, which Microsoft developed to allow different email programs to work together.)

To send the active document as an attachment, do the following:

1.
Choose File, Send To, Mail Recipient (as Attachment).

2.
In the To: and Cc: boxes, enter the recipient names, separated by semicolons. Alternatively, click the To: and Cc: buttons to select the names from a list.

3.
If necessary, replace the document name as the subject with something more descriptive.

4.
Choose Send.

Note

To use the Internet Fax Service, you must have both Word and Outlook installed on your computer. If you want to send the fax right away, open Outlook. If Outlook isn’t open when you send a fax, it is placed in the Outbox and sent the next time you open Outlook.


You can also send the document as the body of the email message. One method is to copy and paste the contents of the Word document into the body of an email message. Another method is to use the File, Send To menu option.

To send the active document as the body of a message, follow these steps:

1.
Click the E-Mail button or choose File, Send To, Mail Recipient.

2.
In the To: and Cc: boxes, enter the recipient names, separated by semicolons. Alternatively, click the To: and Cc: buttons to select the names from a list.

3.
If necessary, replace the document name as the subject with something more descriptive.

4.
If you like, type an introduction in the Introduction text box. For example, you might enter instructions for the recipients to follow (see Figure 3.14).

Figure 3.14. If the recipient doesn’t need to edit the document, send the document in the body of an email message.


5.
Choose Send a Copy.

The Absolute Minimum

After reading this chapter, you now know how to

  • Select text with the mouse or the keyboard so you can work with that section of text independently from the rest of the document.

  • Move and copy selected text so you can rearrange text as you edit your documents.

  • Correct your mistakes with the Undo feature, which reverses the last action you took on a document.

  • Open multiple documents at the same time and switch back and forth between the open documents.

  • Adjust the zoom setting to make it easier to inspect small details in a document.

  • Switch to a different document view to make it easier to review your documents.

  • Preview a document before printing so you can catch last-minute corrections.

  • Adjust the number of copies and specify which pages you want to print.

  • Use your fax modem to fax a document directly from Word, without printing it first.

  • Use your email program to attach a document to an email message or to include the text in the body of the message.

In the next chapter, you’ll learn the basics of formatting documents, including changing fonts, adjusting margins, creating envelopes and labels, inserting symbols, and learning how to use Reveal Formatting.


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