Windows 11 Printing and Scanning Guide

Navigating the digital world, knowing how to print assignments and scan documents is essential. This guide shows how to print from Start Menu apps and classic desktop programs, plus how to scan documents easily using the Windows Scan app.

Printing Your Work

Printing from a Start Menu App

Many Start Menu apps offer only basic print features. If you need detailed control, desktop programs work better. But for quick printing, Start Menu apps are simple and effective.

  • Open the app with the content you want to print.
  • Click the app's menu (Settings, Print, or More — often three dots or the “hamburger” icon) and select Print. If it’s missing or grayed out, the app cannot print.
  • Choose your printer from the dropdown list (or choose Microsoft Print to PDF).
  • Adjust available settings and preview your pages.
  • Click Print to send your work to the printer.

Printing from Desktop Programs

Desktop programs give you far more control over print quality and settings.

  • Select Print from the program’s File menu.
  • Click the small Print icon on the toolbar.
  • Right-click a document’s icon and select Print.
  • Drag and drop a document onto your printer’s icon.

If the printer is on and loaded with ink and paper, Windows prints automatically in the background.

Adjusting How Your Work Fits the Page

Desktop programs use WYSIWYG — “What You See Is What You Get.” The printed page should match what you see onscreen. Use Page Setup to fine-tune layout.

  • Paper Size: Usually leave this on Letter (8.5 × 11") unless using legal, envelopes, or special paper.
  • Source: Choose Automatic Select or Sheet Feeder unless you need a specific tray.
  • Orientation: Pick Portrait for vertical pages or Landscape for sideways printing.
  • Margins: Adjust to fit your content.
  • Print Preview: Always check alignment before printing.

Canceling a Print Job

Sent the wrong file? You can stop it through the print queue.

  • Right-click your printer’s icon on the taskbar and choose your printer name.
  • In the print queue window, right-click the document and choose Cancel.

The queue may take a moment to clear.

Tips for Printing Web Pages

Web pages often print poorly because of ads and odd layouts. These tips help:

  • Use the website’s Print option: It reformats the page neatly.
  • Use Reading View: In Microsoft Edge, this removes ads and clutter.
  • Print a selection: Highlight the text you want and choose Selection under Page Range.

Scanning Your Documents

To turn paper documents into digital files, use the free Windows Scan app.

Tip: If this is your first time using a scanner, make sure any shipping locks or levers are turned to the unlock position.
  • Open the Scan app from the Start menu.
  • Click Show More for advanced settings like File Type (JPG or PNG), Color Mode, Resolution (300 DPI is fine), and Save Location.
  • Click Preview to see the scan area. Adjust the corner markers if scanning a small object.
  • Click Scan to save the final image to the Scan folder inside your Pictures folder.

Frequently Asked Questions (FAQ)

1. What are the key differences between Start Menu Apps and Desktop Programs?

Desktop programs offer more print controls like margins, headers, and footers. Start Menu apps offer basic print options only.

2. The Print option is missing — why?

If Print is grayed out or missing, that app does not support printing.

3. What is WYSIWYG?

It means “What You See Is What You Get,” ensuring the printed output matches what appears on screen.

4. How do I open the Print Queue?

Right-click your printer’s taskbar icon and choose your printer to open the queue.

5. How do I stop Windows from printing a long document accidentally?

Open the print queue, right-click the document, and click Cancel.

6. My wireless printer isn’t working — what should I check?

Ensure it’s powered on, has paper, and is connected. Try plugging it in with a cable to test the wireless connection.

7. Where does the Windows Scan app save files?

It creates a Scan folder inside your Pictures directory.

8. What DPI should I use when scanning?

300 DPI works for most jobs. Higher DPI increases detail but also file size.

9. Can I print only part of a webpage?

Yes — highlight the section you want, then choose Selection when printing.

10. What types of paper should I use for photos or labels?

Use glossy photo-quality paper for photos and specialty Avery labels for label printing.

Conclusion

This guide gives students the essential skills to print assignments and scan documents confidently in Windows. With the right tools and settings, you can produce clean printouts, avoid mistakes, and digitize paperwork quickly and easily.

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