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Saving ink and paper when printing

From: Word 2010 Power Shortcuts

Video: Saving ink and paper when printing

When they said the computers were the future of the paperless office, they didn't count on the use of paper actually increasing 93%. How many times have you printed out your final document only to find a typo that you just didn't see on screen? In this day and age, it's important to save both money and our planet's precious resources by cutting back on paper and on ink. Your first line of defense is now part of Word's standard tools. If I go to File and click on Print or press Ctrl+P, the Print dialog box now has a preview, down on the bottom right, you can zoom in and zoom out, you can also scroll through your document, looking for orphaned headings or other layout issues.

Saving ink and paper when printing

When they said the computers were the future of the paperless office, they didn't count on the use of paper actually increasing 93%. How many times have you printed out your final document only to find a typo that you just didn't see on screen? In this day and age, it's important to save both money and our planet's precious resources by cutting back on paper and on ink. Your first line of defense is now part of Word's standard tools. If I go to File and click on Print or press Ctrl+P, the Print dialog box now has a preview, down on the bottom right, you can zoom in and zoom out, you can also scroll through your document, looking for orphaned headings or other layout issues.

If I see something, like here on Page 6, I can go straight back to Home and back to my document and fix it. When I'm done fixing it, I'll go back to File and Print or press Ctrl+P. Make sure that it says your printer right here. I am going to switch mine to my HP LaserJet. Now when you are printing drafts, you may not want to print the entire document. Maybe I only want to print a certain page. I can navigate to it, click on Print All Pages, and then just Print the Current Page. Or, before I come into the Print window, I could actually highlight one section of text, and then just print that one little bit.

I also have the option of creating a custom print range. So, for example, if I wanted to print the first five pages of the document and then Page 7 and then Page 13, I can do it like this. Do a dash (-) for your range, and Commas (,) between your individual pages. Now turn your attention down to the bottom where it says 1 Page Per Sheet. If you're just proofreading, instead of having, 22 pieces of paper, you could do 2 Pages Per Sheet, or 4 Pages Per Sheet. That will actually allow you to see several pages at a time and save you a lot on paper.

Here, it says Print One Sided. Depending on your printer, you may have options for duplex printing. Here it's giving me an option for Print on Both Sides, which will print front and back and flip along the long edge. This will allow you to print on both sides flipping along the long edge, just like you would with regular piece of paper. If you need to flip vertically, I have an option for that too. If you don't have a duplex printer, click on Manually Print on Both Sides. This will print your odd pages, give you an alert message, telling you to put that stack back into the printer, and then it'll print the even pages on the back. It works great.

Depending on your printer, you may also have Printer Properties to look at. Now everybody's printer's going to be different. Your window is not going to look like this at all. But there're a few things that I want you to look for. Find a window that talks about the quality of the paper. Many printers will have an EconoMode or a DraftMode, which will print with less ink. Your letters will be distinctly fuzzy, but if you're just proofing the document yourself, it's a great way to save some ink. I'll go ahead and click Cancel. Word also has another place where you can set many of your printing parameters.

At the bottom of the Backstage view is Options. Click on it and then click on the Advanced section right here, scroll down, towards the bottom, there's a whole section for Print. Use draft quality is kind of like I was talking about earlier, where it will use less ink. It won't be a quality print out, but it's good enough for proofing. Now I have an Epson printer that, after it prints out a page, it drops it into a drawer, and so whenever I print a document normally, all my pages come out in the wrong order.

If that's the case with your printer, you can turn on Print pages in reverse order, and so it'll print from the end to the beginning. Now, I don't want to print in draft quality at the moment. So I am going to go ahead and Cancel this window. So by thinking carefully about what you print and how you print it, you can save yourself a bundle on paper and ink. Your chief financial officer, even if it's yourself, will appreciate it.

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This video is part of

Image for Word 2010 Power Shortcuts
Word 2010 Power Shortcuts

74 video lessons · 12802 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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