Once you've gone to the trouble to create a document, you probably will want to print it. To save yourself a lot of aggravation, take the time to check a few things before you actually click that Print button.
Quick Print: The Quick Print button that you can add to the Quick Access Toolbar and the Print button on the toolbar in earlier versions of Word, start printing immediately with the same settings as the last time you printed. You do not get the chance to even see what those settings are. Be very sure you know what will happen before clicking a Print button.
It is amazing what can happen when you get distracted while working on your computer. You can delete whole sections of a document, move paragraphs to inside other paragraphs, lose formatting, move images to the wrong pages - all without realizing it, until you read the document from the beginning.
Often such errors occur because you selected more material than you realized. Therefore, your actions were applied to parts you didn't intend to include. If some of the selected material is actually on another page, you might not be able to see what happens, even if you are carefully studying your screen the whole time! Whoops indeed.
So, it is very important that you actually read your document again before committing it to paper.
Once you've clicked that Print button, your document is handled by:
Word first formats the document for the printer. If you have background printing enabled, you can continue to work on other documents while Word does this. But don't edit the document you are printing!
As Word formats the pages, the computer saves them in a section of memory called the print spooler and then feeds them to the printer as fast as the printer can handle it.
The printer begins to print as it receives data. Modern printers have memory of their own, which speeds up the process a lot. The more memory, the better!
Printing large documents: Long documents may not fit into the printer's memory all at once. In that case, your computer wiill feed the data to the printer in spurts. You may notice your computer being slow to react while it is feeding pages to the printer.
You will find that you often need to stop a print job before it finishes. Perhaps you had the wrong color paper in the printer. Perhaps you saw an error in the document after you had started to print it. (Entirely too often!!)
Your choices of what to do vary depending on where in the printing process the document is. The faster you can decide to cancel a job, the easier it is to do.
While preparing a document for the printer, Word shows an animated progress bar on the Status bar.
Long documents take quite a while to prepare. Short documents are prepped faster than the icon can be drawn on the screen.
Cancel printing: If the document is fairly long and you are fast enough, clicking the X button on the progress bar will stop the formatting process.
Once Word is finished with its part, the progress bar vanishes. This does not mean that the document has finished printing! It just means that Word has finished preparing the document for the printer.
You'll have to go elsewhere now to stop the print job.
When you tell a program to print a document, the printer icon appears in the Notification area beside the clock.
If you double-click this icon, a window opens that shows all the print jobs in the print queue (waiting to be done) for this printer. You can do some managing of the printing process from this window.
If the printer is on a network, you may have to go to the computer that controls the printer to do some tasks. (Ask your instructor about the situation in your computer lab.)
Cancel a job: Select the job in the list and press the DELETE key. If you are using a network printer, you can only cancel your own jobs. Pages that are already in the printer's memory will still print even though you deleted the job!
Pause a job: Right click on the job and choosefrom the popup menu. Or choose > from the Printer window menu. You probably can not pause a print job on a network printer from your own computer. You must go to the computer that controls the printer once it actually starts to print.
Change order of jobs: Drag the job to a different spot in the list. You can't change the order for a job that has already started printing. You may not be able to change the order for a networked printer from your computer.
Errors: If your printer runs out of paper, has a paper jam, is not connected to the computer, runs out of ink or toner, or experiences some other kind of problem, you may see an error message. Pay careful attention to what it says. Some printers can diagnose many problems themselves and tell you what to do.
A short document is really hard to catch before it prints. A long document can be stopped... sometimes. Once Windows has finished sending the document to the printer, the only way to stop the job is from the actual printer. There will be a menu of some sort or a button to use to Cancel Job. At worst you can pull all the paper out of the printer or turn it off. However, those methods do not get rid of the job in the printer's memory. <sigh> Printers are quite different about how to clear an existing job. Keep those booklets that come with your printer forever, or at least until it dies or you get rid of it!
You may have more printers installed than you expect. When you replace a printer with a new one, the old printer remains installed and still shows in the list of printers until you uninstall that printer. If you unplug a printer from a USB port and then plug it into a different port, the printer will install again and will show up twice! One will have (Copy 1) after the name. Other "devices" in the list are not physical printers. They create a file instead of printing on paper.
You can see all of the installed printers by choosing on the Start menuor . The look depends on the folder settings.
The icon for your printer may actually look like the printer, or not so much. They seem to be in categories rather than being portraits.
A grayed out printer icon means that the printer is installed, but is not currently connected.
= default printer.
= shared. Any computer on the network can print from this device.
Double-clicking on a printer's icon opens the print queue window, or a custom window for that printer. Such a custom window will have a link to the print queue window, like "See what's printing" or "Jobs in queue".