How to Print From Word: Step-by-Step Guide

What You’ll Need

A computer with Microsoft Word installed (desktop version, Microsoft 365, or Word Online).
A printer that is turned on and connected to your computer or network (via USB, Wi-Fi, or Ethernet).
Paper loaded in the printer (and ink or toner if it’s an inkjet or laser printer).

Step-by-Step

Open your document in Microsoft Word. Make sure it’s the file you want to print, and save any changes (Ctrl+S or Cmd+S) before printing.
Go to the Print menu by clicking File in the top-left corner, then Print. Alternatively, press Ctrl+P (Windows) or Cmd+P (Mac) to open the Print dialog directly.
Select your printer from the Printer drop-down list at the top of the Print screen. If you don’t see your printer, click the drop-down and choose Add Printer or check that the printer is connected and powered on.
Choose what to print under Settings. You can print All Pages, the Current Page, a custom range (e.g., 1-3, 5), or just selected text if you highlighted something first.
Adjust print settings such as number of copies, orientation (Portrait or Landscape), paper size (Letter, A4, etc.), and margins. For double-sided printing, look for Print One Sided and change it to Print on Both Sides if your printer supports it.
Preview your document on the right side of the Print screen. Scroll through to check that pages look correct, and check the page count and estimated ink usage.
Click the Print button at the top of the Print screen. Your document will be sent to the printer. Check the printer for any error messages or paper jams.

Common Mistakes

Printing the wrong range: If you only wanted page 2 but printed all pages, you waste paper and ink. Always double-check the page range.
Forgetting to select the right printer: If you have multiple printers (e.g., a PDF printer and a physical one), you might accidentally print to the wrong one. Check the Printer name before printing.
Not checking paper size: If your document is set to A4 but your printer has Letter paper, the layout may be cut off. Verify the paper size matches what’s loaded.
Ignoring the preview: The preview shows exactly what will print. If you skip it, you might miss formatting issues like cut-off tables or extra blank pages.
Printing in color when you don’t need to: If you only need black-and-white, change the color setting to Grayscale or Black & White to save ink.

Tips

Use the keyboard shortcut Ctrl+P (Cmd+P on Mac) to jump straight to the Print menu without navigating through File.
If you’re printing a large document, consider printing a test page first (just the first page) to check formatting.
For presentations or documents with images, choose the Highest Quality or Best quality setting in the printer properties for sharper output.
To save paper, use the Print on Both Sides option if your printer supports duplex printing, or manually flip pages if it doesn’t.
If you need to print multiple copies, set the number in the Copies box rather than printing the same document multiple times.
To print only selected text, highlight the text, then in the Print dialog choose Selection under Settings.

Troubleshooting

Printer not showing up: Make sure it’s turned on and connected. For wireless printers, check that it’s on the same Wi-Fi network as your computer. Try restarting both the printer and your computer.
Print job stuck in queue: Open the printer queue (click the printer icon in the taskbar or go to Settings > Devices > Printers & scanners), cancel all jobs, and try printing again. If it’s still stuck, restart the Print Spooler service on Windows.
Printing blank pages: Check that the ink or toner isn’t empty. Also, look at the document for extra blank pages at the end—delete them by pressing Backspace on the last page.
Text is cut off or margins are off: Go to Layout > Margins and choose Normal (1 inch) or adjust custom margins. Also, check the paper size in both Word and the printer settings.
Error message about paper jam: Open the printer’s access panels and carefully remove any jammed paper. Follow the printer’s manual for the exact procedure.
Printing is too slow: Try lowering the print quality to Draft or Normal in the printer properties. Also, close other programs that might be using the printer.

Frequently Asked Questions

How do I print from Word on my phone or tablet?

In the Word mobile app, tap the three dots (More) menu, then select Print. Choose your printer (make sure it’s on the same network) and tap the print icon.

Why is my printer printing in black and white when I selected color?

Check the printer’s own settings—many printers have a default grayscale mode. In Word, go to File > Print, click Printer Properties, and look for a Color or Grayscale option. Also, make sure color ink cartridges are installed and not empty.

Can I print to a PDF from Word?

Yes. In the Print dialog, choose “Microsoft Print to PDF” (Windows) or “Save as PDF” (Mac) as the printer, then click Print. It will ask you where to save the PDF file.

How do I print multiple pages on one sheet?

In the Print dialog, under Settings, click the drop-down that says “1 Page Per Sheet” and select 2, 4, 6, etc. This is useful for handouts or drafts.

Why does my printout look different from the screen?

This is often due to font substitution or margins. Make sure the fonts used are installed on your system, and check that the page size and margins match your printer’s paper. Use Print Preview to see the actual output.

How do I cancel a print job?

Quickly press the X on the print status dialog if it appears, or go to the printer queue (double-click the printer icon in the taskbar) and select Cancel All Documents.

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