How to Print Documents From a Computer

Printing sends a digital document to a connected printer so you can use a paper copy. Before you start, make sure the printer has power and paper, and that it is connected to your computer directly or through the same network. You will also need a document that can be opened on your computer.

What You’ll Need

A computer with the document or file you want to print.
A printer that is switched on, has paper, and is connected by USB or to your Wi-Fi or wired network.
Printer ink or toner, if your printer needs it.
The printer’s software or driver, if your computer does not recognize the printer automatically. Use the manufacturer’s official setup instructions.

Step-by-Step

Check the printer. Turn it on and check its display or indicator lights for errors. Load paper in the correct tray, adjust the paper guides so they rest against the stack, and confirm that ink or toner is available. Use the paper size and type the document requires.
Confirm the connection. For a USB printer, make sure its cable is firmly connected to the computer and printer. For a network printer, check that both devices are connected to the same home or workplace network. If the printer is new or missing from the computer’s list, complete its setup using the manufacturer’s instructions first.
Open the document. Find the file and open it in its usual app, such as a word processor or PDF reader. Wait for the document to finish loading. If it is an email attachment or a file in a browser, open it in a view that provides printing controls.
Open the print window. Choose File > Print, or use Ctrl+P on Windows or Command+P on Mac. Menu names and paths may differ slightly by app or system version. Check that the print preview shows the correct document and that no pages are missing.
Choose the printer and settings. Select the intended printer from the printer list. Set the page range, number of copies, paper size, orientation, and color or black-and-white option as needed. For double-sided printing, choose the duplex option if the printer supports it. Settings and their names vary by printer and app version; check the preview before continuing.
Print and collect the pages. Select Print in the print window and wait for the job to finish. Collect the pages from the output tray and check that they are complete, correctly ordered, and readable. If something is wrong, pause or cancel any remaining copies before changing settings and printing again.

Common Mistakes

Choosing the wrong printer: A computer may list a nearby or previously used printer. Check the selected printer’s name before sending the job.
Printing the whole document by accident: If you need only a few pages, enter the page numbers or range in the print window and confirm the preview.
Ignoring paper size or orientation: A mismatch can cut off content or leave it too small. Match the print setting to the paper in the tray and the page layout.
Sending several jobs without checking the first: Print one copy first when the layout matters. Verify it before printing more.
Repeatedly clicking Print: A slow printer may still be processing the first job. Check its queue before resending to avoid duplicate pages.

Tips

Use the print preview to spot blank pages, clipped text, and unwanted page breaks before printing.
For a draft, use black-and-white or a lower-quality setting if available. The exact options depend on the printer and app.
When printing a web page, use its print preview or a reader view if available; these can omit navigation and other screen-only elements.
For a PDF, check whether the document is set to print at actual size or fit to page. Choose the option that keeps all content visible and matches your needs.
If the document contains private information, collect the pages promptly, especially when using a shared printer.

Troubleshooting

The printer is not listed: Check that it is on and connected, then reopen the print window. On a network printer, confirm the computer and printer are on the same network. If it still does not appear, add or set up the printer through your computer’s printer settings; menu paths may differ slightly by system version. Follow the printer maker’s instructions if a driver or app is required.

The job is stuck or nothing prints: Look for an error message on the printer, check paper and ink or toner, and confirm that the correct printer is selected. Open the computer’s print queue and see whether the job is paused or showing an error. Resume or cancel it as appropriate, then send the document again once the issue is resolved.

The page is blank, cut off, or incorrectly sized: Check that the correct document and page range are selected. Match the paper size and orientation to the paper in the tray, and inspect the preview. If the problem continues, try printing a single page to test the settings.

Print quality is poor: Check the printer’s ink or toner level and confirm that the paper is loaded correctly. If the printer offers a maintenance or cleaning option, use the instructions for that model. For streaks, smudges, or recurring errors, consult its official support guide.

Frequently Asked Questions

How do I print from a Windows computer?

Open the document and press Ctrl+P, or choose File > Print. Select the printer, check the settings and preview, then select Print. The menu wording may differ slightly by app or Windows version.

How do I print from a Mac?

Open the document and press Command+P, or choose File > Print. Select a printer and review the options before printing. Menu names can vary slightly by app or macOS version.

Can I print without a USB cable?

Yes, if the printer supports a wireless or network connection and has been set up for it. Connect the printer and computer to the appropriate network, then choose the printer in the print window.

How can I print only certain pages?

In the print window, choose the page-range option and enter the pages you need, if the app provides it. Check the preview before printing.

Why does my document look different on paper?

Paper size, margins, orientation, fonts, and page scaling can change the layout. Review the print preview and adjust the relevant settings before printing again.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.