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

What You’ll Need

A computer with Microsoft Word installed (desktop version, not the free web app, which has limited print options).
A printer that is turned on, connected to your computer (via USB, Wi-Fi, or network), and has paper and ink or toner.
Your Word document open and ready.

Step-by-Step

Open your document in Microsoft Word. Double-click the file on your computer, or open Word and select the file from the recent list or via File > Open.
Go to the File tab in the top-left corner of the ribbon. This opens the backstage view, a menu with options like Save, Save As, and Print.
Select Print from the left sidebar. You’ll see a print preview on the right side, showing exactly how your document will look on paper.
Choose your printer from the Printer dropdown at the top of the Print pane. If you have multiple printers, pick the one you want to use. If your printer isn’t listed, see Troubleshooting below.
Adjust print settings as needed. You can set the number of copies, select which pages to print (e.g., “Print All Pages” or “Print Current Page”), choose single- or double-sided printing, and pick the paper size and orientation. The options vary by printer and Word version.
Preview your document in the right pane. Scroll through it to check for formatting issues, like cut-off text or missing images. If something looks wrong, close the Print pane, fix the issue, and return.
Click the Print button at the top of the Print pane. Your document will be sent to the printer. Wait for the pages to come out, and check the first page for quality.

Common Mistakes

Printing the wrong range: If you only wanted one page but printed the whole document, you wasted paper. Always check the “Pages” field under Settings before printing.
Ignoring the preview: The preview shows exactly what will print. If you skip it, you might miss a misaligned table or a blank page at the end.
Choosing the wrong printer: If you have multiple printers, it’s easy to accidentally send the job to a different one. Double-check the printer name before clicking Print.
Not checking paper and ink: Running out of paper or ink mid-job is frustrating. Check both before starting, especially for long documents.
Using the web version: Word for the web has limited print options and may not let you set margins or page orientation. For full control, use the desktop app.

Tips

Use Print Preview carefully: The preview is your best friend. Zoom in to check details, and use the page navigation arrows to see every page.
Save paper with double-sided printing: If your printer supports duplex, choose “Print on Both Sides” to halve your paper usage. Look for it under Settings.
Print only what you need: To print a specific page, type the page number in the “Pages” field (e.g., “3” for page 3, or “2-4” for pages 2 through 4).
Adjust margins and orientation: If your document is too wide, switch to landscape orientation or reduce margins under Layout > Margins before printing.
Use the “Print to PDF” option: If you don’t need a physical copy, choose “Microsoft Print to PDF” as the printer to save your document as a PDF file.

Troubleshooting

Printer not showing up: First, make sure the printer is on and connected. If it’s a wireless printer, check the Wi-Fi connection. In Word, click the Printer dropdown and select “Add Printer” to search for it. If that fails, restart both your computer and printer, and try again.
Print job stuck in queue: Open the print queue by clicking the printer icon in the taskbar (or via Settings > Devices > Printers & scanners). Cancel the stuck job, then try printing again. If it persists, restart the print spooler service (Windows) or reset the printing system (Mac).
Pages print blank: Check the ink or toner levels. If they’re low, replace the cartridge. Also, make sure you’re not printing on the wrong side of the paper (for duplex). Try printing a test page from the printer’s settings.
Text is cut off at the edges: This usually means your margins are too small for the printer’s printable area. Increase margins in Layout > Margins, or select “Fit to Page” in the print settings if available.
Print quality is poor (streaks or faded text): Clean the print heads (for inkjet printers) or run a cleaning cycle. For laser printers, check the toner cartridge. Also, make sure you’re using the correct paper type setting.
Word crashes when printing: Try printing to PDF first to isolate the issue. If that works, the problem is with the printer driver. Update or reinstall the driver from the manufacturer’s website.

Frequently Asked Questions

How do I print only one page of my document?

In the Print pane, under Settings, click the dropdown that says “Print All Pages” and select “Print Current Page” if your cursor is on that page. Or, type the page number in the “Pages” field (e.g., “3” for page 3).

Why is the print preview showing my document smaller than expected?

This is likely because the page size or margins don’t match the paper in your printer. Check the paper size in Layout > Size and adjust it to match your printer’s paper (usually Letter or A4). Also, ensure the “Scale to Paper Size” setting in Print is set to “No Scaling” or the correct paper.

Can I print double-sided automatically?

Yes, if your printer supports duplex printing. In the Print pane, under Settings, look for a dropdown that says “Print One Sided” and change it to “Print on Both Sides” (or “Duplex”). If the option is grayed out, your printer doesn’t support automatic duplex, but you can manually flip the pages.

How do I print in color or black and white?

In the Print pane, look for a “Color” or “Black & White” option under Settings. This may be under “Printer Properties” (a button next to the printer name). If you don’t see it, open the printer’s own settings dialog by clicking “Printer Properties” and look for a color mode option.

Why does my printout have a blank last page?

This often happens because there’s an extra empty paragraph or page break at the end of your document. Go to the last page, press Ctrl+End (Windows) or Cmd+End (Mac) to jump to the end, and delete any empty paragraphs or page breaks (press Backspace). Then check the preview again.

Can I print a selection of text instead of the whole document?

Yes. Highlight the text you want to print, then go to File > Print. Under Settings, click the dropdown and select “Print Selection.” This option only appears if you have text selected.

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