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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Many times when you create a Word document, you want to print it to share with others. As you might expect you do this with the Print dialog, let's take a look. I'm going to go up to the File menu, choose Print, or you can press Command+P, and that'll open up the Print dialog. The Print dialog can have two different appearances. It could be collapsed like this or it could be expanded to full size. If it's not expanded to full size, just click this disclosure triangle, and it'll expand it. I'm going to need to move it up a little so we could see it all.
Now in many cases you probably won't need to change a thing in this dialog and you'll just click Print to send the document to the printer. But let's take a closer look at some of these options. First, if you have multiple printers, you want to make sure the printer you want to print to is chosen from this menu. Not only will this ensure that the printed document appears where you expect it to, but it'll make sure that the document is formatted properly for that printer. Copies enables you to print multiple copies of the document.
If you print more than one copy and you want Word to collate it for you, make sure the Collated checkbox is turned on. If you print just one copy, how the checkbox is set really doesn't matter. In the page's area here you can specify which pages should print. If you only wanted to print part of the document, you could select that part first and then choose Selection. So if I had just a selection in the document, the Selection option here would be black and I could turn that on and just print my selection.
Otherwise I could print the Current Page, the Current Page is where your insertion point is, or I could print a range of pages by entering values in these two boxes. If I wanted to print multiple ranges of pages, for example maybe page 1 through 2 and then 5 through 7, I could use this option here and type that range in. 1-2, comma, 5-7, will print those pages. I'm going to leave this set to All. Now, the preview area shows thumbnails of each document page.
You can use the arrow buttons to scroll through the pages for one final look at the document before you print. Just click that button and it will go through every page that will print. If you don't want to see this preview, you can turn off this checkbox here and it won't show. Personally I think it's a good idea to have it turned on. Clicking the Page Setup button by the way will take you back to the Page Setup dialog where you could change page orientation and scaling options. We'll cover that in another video. Now, what we're looking at here is the Copies & Pages option.
That's what's chosen from this menu. You can also choose Microsoft Word from this menu and it'll display options that are specific to Microsoft Word. For example, you could tell it what you want to print. Normally it'll print the Document, but you could print the Properties, you can print the document showing any revision marks that you've put in here or comments. You can also print the list of styles, Auto Text entries, and key assignments. All these different things are available from here. Most of the time you're going to just choose Document.
If you only wanted to print odd or even pages, you can use these print options here to choose odd or even pages and it will just print those pages. If you click Word Options, it brings you into print options for this document and you could set different options here to determine what should be updated before it prints, wjat to include with the document, things like that. I'm going to click Cancel here. This menu has a bunch of other lists of categories of settings and you can choose any of them.
For example, Layout, Paper Feed is another one. Most of these are printer specific, so I'll let you explore them on your own. Right now I'll keep it set to Copies & Pages, which is what shows up by default. When you're ready to print, click the Print button. Word sends the document to the printer and it closes the Print dialog. Printing is a very straightforward process. You just open the Print dialog, check or change the settings, and click Print. In most cases you won't need to change a thing.
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