Common printing issues

This article will help you get answers to some of the most common printing issues. These issues concern the difference between a page and a sheet of paper in Microsoft Office Publisher 2007, the differences between printing multiple pages or multiple copies on a sheet of paper, and how to align the pages on the sheet of paper.

What do you want to do?

Learn the difference between pages, papers, and copies

Print multiple pages

Print multiple copies

Align your publications

Determine your desktop printer's nonprintable region

Learn the difference between pages, papers, and copies

In Office Publisher 2007, page size refers to the area of your publication. Paper size, or sheet size, is the size of the paper that you use for printing. This means that you can print multiple copies of a page on one sheet of paper. You can print multiple pages on one sheet of paper.

Multiple pages printed on a single sheet

The number of copies

The print setting Number of copies can have different meanings depending on whether you are printing multiple sheets of paper, multiple pages on a single sheet of paper, or multiple copies on a single sheet of paper. For example, if you have print four copies of a single label on one sheet of paper, the Number of copies box says 4. This can cause confusion when people try to print labels or name tags.

Find links to more information about setting the number of copies in the See Also section.

Page setup and Print setup

Any publication layout that you select in Office Publisher 2007 includes the page size and orientation that are used most often for that particular type of publication. You can change the page size and orientation and preview your changes in the Page Setup dialog box.

You can change the paper size and orientation and preview your changes and the relationship between the page size and the paper size in the Print Setup dialog box or in the Print dialog box.

Find links to more information about page and print setup in the See Also section.

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Print multiple pages

If you do not already have multiple pages in your publication, add new pages to the publication:

  1. On the Insert menu, click Page.

  2. In the Insert Page dialog box, enter the number of pages that you want to add.

    For example, to print eight different name tags on the same sheet of paper, insert seven pages.

  3. Click either Before current page or After current page, and then make sure that Insert blank pages is selected.

  4. Click OK.

Then print multiple pages on each sheet of paper:

  1. On the File menu, click Print, and then click the Publication and Paper Settings tab.

  2. Under Printing options, click Multiple pages per sheet.

    Print dialog box with Multiple pages per sheet option

    Note   This option is available only when the publication page size is small enough that more than one page can fit on a single sheet of paper.

  3. Click Print.

    Tip   Print a test sheet on a sheet of plain paper to verify that your publication prints as you expect before you print on a manufacturer's product or more expensive paper.

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Print multiple copies

If you are printing labels or business cards, the default option will be Multiple copies per sheet. For example, suppose you have a two-page business card publication that contains a different business card on each page. If you select Multiple copies per sheet and enter 3 in the Number of copies box, Publisher will print six sheets — three copies of each of the two different business cards.

  1. Open the publication that you want to print, for example, a label publication.

  2. On the File menu, click Print, and then click the Publication and Paper Settings tab.

  3. Click Multiple copies per sheet.

Tip   If you want to print on a specific manufacturer's product — for example, a sheet of labels — try printing on a blank sheet of paper to make sure that your publication will be properly aligned on the product.

Fit more on the sheet

If you aren't trying to align your printout to a manufacturer's product, you may be able to increase or decrease the number of copies of your publication that can fit on a single sheet of paper by adjusting the side and top margins and the horizontal and vertical gaps.

To change the print margins and the horizontal and vertical gaps, do the following:

  1. On the File menu, click Print Setup.

  2. In the More print options section, adjust the margins and gaps.

Paper sizes

You can also change the number of copies that are printed on each sheet by using a different size of paper, or sheet. To print multiple copies on a sheet of paper, the publication page size must be smaller than the paper size. For example, to print two copies of your page on each sheet of paper, your page size must be no more than half as large as the sheet size.

The printer that you use determines the paper sizes that you can use. To check the range of paper sizes that your printer can print on, consult the manual for your printer, or view the paper sizes that are currently available for your printer in the Print Setup dialog box.

To change which size of paper you plan to print on, do the following:

  1. On the File menu, click Print Setup.

  2. In the Print Setup dialog box, under Paper, click the arrow next to the Size list to see which sizes are available.

  3. Select the size of paper that you want.

    Note   If your printer supports custom paper sizes, you can specify a custom paper size after you click Properties. Consult your printer manual for specific instruction for adding custom paper sizes.

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Align your publications

When you print publications on a sheet of paper or a specific manufacturer's product, such as labels or business cards, you can align your publication so it will print exactly where you want it.

To make it easier to align a publication to a specific manufacturer's product, turn crop marks on. You can turn the crop marks off after you align your publication on the sheet of paper. For more information on crop marks, see Print crop marks.

Important   When you create a publication — such as a business card — that you want to print on a specific manufacturer's product, be sure to select that product before you create your business card publication. If you start from a template, then open Page Setup and select the specific manufacturer paper before you begin to design your card and add content. If you design your business card first and then select the manufacturer's product, you may need to redesign your card so that it fits on the product.

Use the print options to choose a position

By adjusting the print options in the Print dialog box, you can specify where on a sheet of paper your publication will print. For example, you can force the publication to begin printing an inch from the top of the sheet of paper by changing the Top margin to 1.0.

You can also create more space between publication copies or pages by increasing the Horizontal gap and the Vertical gap so that the printout better fills the sheet of paper.

Print dialog box More print options

Adjust print options

  1. Create or open a publication that is smaller than the paper size that you want to print on, for example, a business card.

  2. On the File menu, click Print, and then click the Publication and Paper Settings tab.

  3. Under More print options, enter the row and column where you want to start printing on the page

  4. Change the Side margin, Top margin, Horizontal gap, and Vertical gap measurements so that the Preview window displays the number of copies that you want.

    Tip   If you want to print on a specific manufacturer's product, try printing on a blank page first to make sure that your publication will print on the product where you want.

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Determine your desktop printer's nonprintable region

  1. On the File menu, click Print Setup.

  2. Click the Printer Detail tab.

  3. In the Printable region section, note the minimum margins.

You can also preview your publication by clicking Print Preview on the File menu.

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Applies To: Publisher 2007



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