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When you go to print a document from your Mac, you'll find there are several print options available. Some options you see will be specific to whichever brand and model of printer you have, and to which application you're printing from, while other options are standard - regardless of which printer you're using. In this movie, we'll take a look at some of these common print options. Currently, I have a text document open, and the contents of the documents aren't really important right now. I just need an open document so that I can walk you through the printing process. So with this document open, I'll choose File > Print. Now the first time you go to Print, you'll see this version of the Print window.
This is the minimalist, only-the-basics version that you'll need if you want to print your entire document with no special options. At the top, you have the Printer menu for selecting which printer you want to print to. You should see any printers you've set up, or which are connected to your network here. Just select the one you want to use. In my case, I only have the one. The Presets menu is for saving custom print settings. For example, you'll see in a minute how to make choices like the number of copies you want to print, the paper size you're printing to, and so on. If you're always using the same settings, make your settings first and then choose the Save As from this menu, which is currently grayed out, because I haven't made any choices.
But once you make any changes, you can choose Save As, so you can then store your settings and then select them in the future, and not have to navigate through a series of menus each time. Then we have the PDF button, which is used to generate an Adobe Acrobat file. PDFs can be viewed on any computer, Mac or PC, that has the free Adobe Reader software installed, or in the case of the Mac, you can also view PDFs using the Preview application that comes as part of the operating system. So as you can see, clicking the PDF button gives you several options for what you want to do with the PDF you're generating. For instance, you can choose Save as PDF to just save it to a location on your computer, or choose Mail PDF to attach your PDF to an e-mail message.
When you choose a PDF option, it doesn't matter which printer you have selected in the Printer menu. For that matter, it doesn't matter whether you have an actual printer connected to your Mac at all. You can generate a PDF document at anytime. Next, we have the Preview button, which when clicked shows you what your printed page will look like. This actually is a PDF document you're looking at. So another way to save your document as a PDF is to click the Preview button. Then once your document opens in Preview, you can choose File > Save. Or if you really did want to print to the selected printer, just click the Print button in the lower right-hand corner.
I'm just going to cancel in this case, and go back to my TextEdit document, where I'll choose File > Print to bring the Print dialog back up. The last two buttons here in the simple Print dialog box are Cancel, which cancels the Print dialog box, and Print, which you click when you're actually ready to print. So again, these options should be all you need if you just want to print your document as it is in its entirety. But there will be times when you want to customize your print job. For those times, click the down-pointing arrow next to the Printer menu to expand the Print dialog box.
So now we see a preview of the page on the left. If it's a multi-page document, you can use the arrows to preview other pages within your document. We have several more options to the right. First of all, we have the Copies field, where you can type in the number of copies of your document you want to print. If you're printing more than one copy, you'll probably want to keep Collated checked, so each copy prints in its entirety in order. With Collated unchecked, you first get all the page number ones, then the page number twos, and so on, and so on. Underneath that, we have the Pages area, where you can choose which pages of your document you want to print.
You have the default choice of All, which obviously prints all your pages, or you can choose a range of pages. Depending on the application you're printing from, you may see other options here, such as the option to print the pages you have selected in the application. Next, we have this unnamed menu, but it contains the most options of all the other menus here. Generally, you'll find the name of the application you're printing from, which when selected, in this case TextEdit, it will give you options specific to that application. The only real option I have here is to Print header and footer. You can see that puts a header and a footer on my page.
So different programs will have different options. Another selection that's fairly common across all applications is Layout. This lets you choose how many of your document pages will print to each physical sheet of paper. Choosing to print more than one page to each sheet can conserve paper and ink. So if I choose to select All Pages, you can see, as I preview ahead, now we see 2 pages per sheet of paper. So you'll probably want to take your time and browse through the different options available here in the Print dialog box for the applications that you use.
But the ones that we've looked at here will generally appear in all applications that have the ability to print.
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