Printing a Document in Word 2016

How to Print a Document in Microsoft Word 2016 — Fast & Clear

By Utkal — experienced computer educator. Practical steps and quick tips for reliable prints.

Printing a document is one of the most common tasks in Word. Word 2016 gives you a clear Print pane. You can preview pages. You can choose printers and set options. This guide explains each step. It helps you avoid common printing problems. Sentences are short so you can follow along easily.

Open the Print Pane

There are two easy ways to open the Print pane in Word 2016:

  • Click File to go to Backstage view, then select Print.
  • Or press the keyboard shortcut Ctrl + P to open Print quickly.

Step-by-Step: How to Print

Follow these steps to print a document correctly.

  • Open your document in Word 2016.
  • File > Print or press Ctrl + P.
  • Choose your printer from the Printer dropdown.
  • Enter Copies — how many copies you need.
  • Adjust Settings like page range, orientation, and duplex.
  • Click the large Print button to send the job to the printer.

Understanding the Print Pane Controls

Here are the main controls you will see and what they do.

  • Print — sends the document to the selected printer.
  • Copies — set number of copies to print.
  • Printer — pick which printer to use.
  • Preview Pane — see exactly how pages will look.
  • Print Range — choose All, Current Page, or Pages to enter specific numbers.
  • Single/Double-Sided — set duplex printing if the printer supports it.
  • Collated — decide how multiple copies are sorted.
  • Orientation — portrait or landscape.
  • Paper Size — choose the paper size supported by your printer.
  • Margins and Scaling — adjust layout and fit content to paper.
  • Page Selection arrows and Zoom control — use them to inspect the preview.

Custom Printing: Print Only Specific Pages

Printing select pages saves paper and time. Use the Pages field under Settings.

Enter pages like this:

  • 1, 3, 5-7, 10-14

Then press Print. Word will print only those pages.

Quick tip: Use the preview pane to check headers, footers, and page breaks before printing.

Troubleshooting Common Print Problems

If a print looks wrong try these fixes:

  • Confirm the correct printer is selected.
  • Check page layout and margins (Layout tab).
  • Use scaling to fit wide tables or large images to the page.
  • If fonts change, embed fonts or save as PDF and print the PDF.
  • Update printer drivers or restart the printer if jobs do not start.

Extra Tips & Good Habits

  • Add Print or Print Preview to the Quick Access Toolbar for one-click access.
  • Use Ctrl + P for speed.
  • Choose Print Markup when you want comments and tracked changes printed.
  • When printing many copies, test-print one copy first.

FAQs — 5 Common Questions

How do I print only odd or even pages?

In the Print pane, open the Settings dropdown. Choose "Only Print Odd Pages" or "Only Print Even Pages" depending on your need.

Why does my document look different on paper?

Differences often come from margins, printer drivers, or missing fonts. Use the Preview pane and save as PDF to check before printing.

Can I print comments and tracked changes?

Yes. Under Settings, enable Print Markup. This will include comments and tracked changes in the printout.

How do I print duplex (double-sided)?

Select your printer, then choose the duplex option if available. Some printers label it "Print on Both Sides" or "Manually Print on Both Sides."

What if my printer is not listed?

Make sure the printer is powered and connected. Install or update the printer driver. For network printers, ensure you are on the same network.

Conclusion

Printing in Word 2016 is simple once you know the controls. Use Ctrl + P to open Print fast. Preview pages before printing. Choose correct printer and page range. Test a single copy for big jobs. These steps will save time and paper. If something goes wrong, check layout, drivers, and preview. With a few quick checks, your prints will match what you see on screen.

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