The basic steps to print from Microsoft Word

Open your document in Microsoft Word, then press Ctrl+P on Windows or Command+P on Mac. This opens the print dialog. Select your printer from the dropdown menu at the top, choose how many copies you want, then click the blue Print button. The document goes to your printer when ready.

If you do not see your printer in the list, make sure it is turned on and connected to your computer — either by USB cable or to the same Wi-Fi network. Windows and Mac both search for printers automatically when you open the print dialog, so wait a few seconds for the list to populate. If your printer still does not appear, restart both your computer and printer, then try again.

Word also has a print option in the File menu. Click File in the top left, then select Print from the menu. This opens the same print dialog as the keyboard shortcut.

Key Takeaways

  • Press Ctrl+P (Windows) or Command+P (Mac) to open the print dialog without navigating menus.
  • Your printer must be powered on and connected by USB or Wi-Fi before it will appear in the printer list.
  • The print dialog lets you choose how many copies, which pages to print, and paper size before sending to the printer.
  • If your printer does not appear, restart both your computer and printer, then open the print dialog again.
  • Word on phones and tablets uses the same Ctrl+P or Command+P shortcut, but the printer list depends on what your device can reach.

Printing only certain pages instead of the whole document

In the print dialog, look for a section labeled Pages or Print Range. By default, Word is set to print all pages. Click the radio button or checkbox next to Pages, then type the page numbers you want. Type a single number like 3 to print only page 3, or type a range like 5-8 to print pages 5 through 8. You can also mix them: 1,3,5-7 prints pages 1, 3, 5, 6, and 7.

If you have selected text in your document before opening the print dialog, Word shows an option to print only the selection. This is faster than typing page numbers if you want just a paragraph or a few lines.

Adjusting paper size, orientation, and margins before printing

The print dialog shows basic options, but Word's full page setup lives elsewhere. Click File, then look for Print and expand the section labeled Settings or Page Setup. Here you can change paper size from Letter to Legal, A4, or other sizes; switch from Portrait to Landscape orientation; and adjust margins on all four sides.

If you change these settings before printing, Word remembers them for that document. The next time you open the document, it will still be set to those margins and orientation. If you want to change the defaults for all new documents you create, go to File > Options (Windows) or Word > Preferences (Mac), then find the page setup section.

Printing to PDF instead of paper

You do not need special software to save a Word document as a PDF. Open the print dialog with Ctrl+P or Command+P, then look at the printer dropdown. Instead of selecting a physical printer, select Print to PDF, Save as PDF, or Microsoft Print to PDF depending on your operating system. Click Print, choose where to save the file on your computer, and Word converts the document to PDF format.

Printing to PDF is useful when you want to send a document to someone and make sure it looks the same on their screen as it does on yours. PDFs do not change formatting based on what fonts or software the other person has installed. You can also print to PDF to create a backup of your document in a format that is harder to accidentally edit.

Troubleshooting when nothing prints

If you click Print and nothing happens, first check that your printer is on and has paper in the tray. Then open your printer's settings on your computer — on Windows, go to Settings > Devices > Printers & Scanners; on Mac, go to System Preferences > Printers & Scanners. Look for your printer in the list. If it shows a status like "Error" or "Offline," right-click it and select Resume or Clear Queue.

If your printer is not in the list at all, you need to add it. On Windows, click the plus sign next to "Add a printer." On Mac, click the plus sign at the bottom of the Printers & Scanners window. Your computer will search for printers on your network or connected by USB. Select your printer when it appears and follow the prompts to install the driver — software that lets your computer talk to your printer.

If you still cannot print after restarting both devices, check whether your printer needs a driver update. Visit the manufacturer's website (HP, Canon, Epson, Brother, and others all have support pages), search for your printer model, and read the latest driver for your operating system. Install it, restart your computer, and try printing again.

Printing from Word on your phone or tablet

On an iPhone or iPad, open your document in Word, tap the three dots in the top right corner, then select Print. On an Android phone or tablet, tap the three dots, then select Print. Both will show a list of printers on your Wi-Fi network. Select your printer and tap Print.

Your phone or tablet must be connected to the same Wi-Fi network as your printer for this to work. If your printer does not appear in the list, make sure both devices are on the same network. Some printers also require you to install their manufacturer's app — for example, HP printers often work better with the HP Smart app installed on your phone.

Frequently Asked Questions

Can I print double-sided automatically?

Yes, if your printer supports it. In the print dialog, look for an option called Double-Sided, Duplex, or Two-Sided Printing. Click it to turn it on. Your printer will print on both sides of each page automatically. If you do not see this option, your printer may not support automatic double-sided printing, but you can print odd pages first, flip the stack, and print even pages on the back.

How do I print multiple copies at once?

In the print dialog, find the field labeled Number of Copies or Copies. Type the number of copies you want — for example, type 5 to print five copies. You can also use the plus and minus buttons next to the number if your print dialog has them. Click Print and your printer will output all copies in sequence.

What if my document has different page sizes or orientations?

Word lets you set different page sizes and orientations within a single document using sections. When you print, Word prints each section with its own settings automatically. If you want to change the orientation of just one page, click where you want the change to happen, go to Layout or Page Layout, click Breaks, and select Section Break. Then adjust the orientation for that section only.

Can I print a Word document without opening it?

On Windows, right-click the Word file in File Explorer, hover over Print, and select your printer. On Mac, right-click the file in Finder, select Open With, then choose your printer from the list. Word will open, print the document, and close automatically. This is faster if you just need a quick printout and do not need to edit the document.