How to Print a Document From Microsoft Word

The Basic Print Steps in Word

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

If you do not have a printer connected or installed on your computer, Word will show only Print to File or Microsoft Print to PDF as options. Choosing Microsoft Print to PDF lets you save the document as a PDF file instead of printing it on paper — useful if you want to email it or store it digitally.

You can also reach the print dialog through the menu: click File at the top left, then select Print from the list on the left side of the screen.

Key Takeaways

Press Ctrl+P (Windows) or Command+P (Mac) to open the print dialog, then select your printer and click Print.
The print dialog lets you choose how many copies, which pages to print, and paper size before sending to your printer.
If you have no physical printer, you can print to PDF to save the document as a file instead.
Print Preview shows you exactly what will print before you commit, and catches formatting problems that do not show on screen.

Choosing Which Pages to Print

By default, Word prints every page in your document. If you only need certain pages, the print dialog gives you control. In the Pages field, type the page numbers you want: type 1,3,5 to print pages 1, 3, and 5 only, or type 2-7 to print pages 2 through 7.

You can also select text in your document before opening the print dialog. Highlight the text you want, open the print dialog, then choose Selection under the Print Range section. Word will print only the text you selected.

Adjusting Paper Size and Orientation

The print dialog shows your current paper size — usually Letter (8.5 by 11 inches) in the United States. If you need a different size, click the Paper Size dropdown to choose Legal, Tabloid, Envelope, or other options. The list changes based on what your printer supports.

To change from portrait (tall) to landscape (wide), look for the Orientation option in the print dialog. Some printers show this as a button with a page icon; others show it as a dropdown menu. Landscape is useful for wide tables or spreadsheets that do not fit on a portrait page.

Using Print Preview Before Printing

Print Preview shows you exactly how your document will look when it prints, catching problems before paper is wasted. In the print dialog, you will see a preview pane on the right side of the screen showing the first page. Scroll through the preview to check all pages.

If something looks wrong — text cut off at the edges, a table split across pages, or margins too narrow — close the print dialog and fix the document first. Go to File > Page Setup (or Layout > Margins) to adjust margins, then print again.

Printing Multiple Copies and Collating

In the print dialog, the Copies field lets you print more than one copy at once. Type the number you need. If you are printing multiple copies of a multi-page document, check the Collate checkbox to print pages in order (1-2-3, 1-2-3, 1-2-3) instead of all page 1s, then all page 2s.

Collating is slower but saves you from having to sort pages by hand afterward. If your printer does not support collating, Word will warn you, and you can uncheck the box to print without it.

Printing to PDF Instead of Paper

If you do not need a physical printout, printing to PDF is often better than printing to paper. Open the print dialog, click the printer dropdown, and select Microsoft Print to PDF. Click Print, then choose where to save the PDF file on your computer.

A PDF file preserves your document's formatting exactly, works on any computer or phone, and takes up less space than keeping the Word file. You can email it, upload it, or store it without worrying whether the person receiving it has Word installed.

Troubleshooting Common Print Problems

If your document does not print, first check that your printer is turned on and connected to your computer. In the print dialog, make sure the correct printer is selected in the dropdown — if you have multiple printers, it is straightforward to pick the wrong one by mistake.

If the printer is on but nothing happens, check your computer's printer queue. On Windows, go to Settings > Devices > Printers and Scanners, find your printer, click it, then click Open Queue. You may see stuck print jobs that need to be cancelled before new ones will print. On Mac, go to System Preferences > Printers and Scanners, select your printer, and click Open Print Queue.

If text or images are cut off at the edges, your margins are too small for your printer. Most printers cannot print all the way to the edge of the page. Go to File > Page Setup and increase all margins to at least 0.5 inches, then try printing again.

Frequently Asked Questions

Can I print only odd pages or only even pages?

Word does not have a built-in odd/even print option, but you can work around it. Print all pages first, then manually feed the odd-numbered pages back into your printer and print again with the even page numbers selected. For large documents, it is usually faster to print all pages at once.

Why does my document look different when I print it than on screen?

Word shows your document on screen at a zoom level that fits your monitor, which can hide formatting problems. Use Print Preview in the print dialog to see the actual page layout. Common issues are margins too small, fonts that do not fit, or images that are too large. Adjust these in the document before printing.

How do I print on both sides of the paper?

If your printer supports duplex printing (two-sided), the print dialog will show a Print on Both Sides or Duplex option. Check that box before clicking Print. If your printer does not support it, you can print odd pages, flip the stack, and print even pages, but this requires careful handling and is error-prone.

Can I print a Word document without opening it?

Yes. Right-click the Word file in File Explorer (Windows) or Finder (Mac), then select Print from the menu. Word will open in the background, send the document to your printer, and close automatically. This is faster if you just need a quick printout and do not need to edit the document.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.