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Printing and print preview

In Microsoft Office, you can print and preview files from the same location by clicking File and then Print.

In some programs, like Excel and Word, Print Preview appears in the same window as the configurable settings and the Print button. In other programs, such as Access and OneNote, you click the Print Preview button on the main Print window to see the Print Preview.

Print Preview button

Choose your program from the following drop-down list to view information about printing and previewing from specific programs.

  1. Click File > Print.

  2. Do one of the following:

    • To preview your file, click Print Preview.

    • To go back to your file and make changes before you print it, click the File tab again.

    • To print your file and check or change the properties for your printer, click Print.

    • To print your file without checking or changing the properties for your printer, click Quick Print.

Excel combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your file. On the left, you'll see the Print button and the configurable Settings.

  2. Choose the number of copies you want.

  3. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

  4. When you are ready, click Print.

  5. Click Back button to return to your document.

  1. Click the File > Print.

  2. Do one of the following:

    • To preview your file, click Print Preview.

      To go back to your file and make changes before you print it, click the File tab again.

    • To print your file and check or change the properties for your printer, click Print.

Outlook combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your message. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose whether your message will appear as a table or memo.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

PowerPoint combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose other print options such as printing only certain slides, printing multiple slides per page, or printing gray scale.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

Project combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

Publisher combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

Visio combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

Word combines Print and Preview in the same window.

  1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

  2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.

    The page preview and zoom sliders in the Print and Print preview window

  3. Choose the number of copies you want.

  4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

  5. When you are ready, click Print.

  6. Click Back button to return to your document.

Troubleshooting

For printer troubleshooting or driver information, see:

In some programs, like Excel and Word, Print Preview appears on the main Print screen. In other programs, like Access and OneNote, you click the Print Preview button on the main Print screen to access Print Preview.

Print Preview button

Watch a video about printing in Microsoft Office:

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See the sections below for more information about printing and previewing from specific programs.

Choose your Office program

  1. Click the File tab, and then click Print.

  2. Do one of the following:

    • To preview your file, click Print Preview.

      To go back to your file and make changes before you print it, click the File tab again.

    • To print your file and check or change the properties for your printer, click Print.

    • To print your file without checking or changing the properties for your printer, click Quick Print.

For information about previewing and printing in Excel, see:

  1. Click the File tab, and then click Print.

  2. Do one of the following:

    • To preview your file, click Print Preview.

    • To go back to your file and make changes before you print it, click the File tab again.

    • To print your file and check or change the properties for your printer, click Print.

For information about printing in Outlook, see Printing in Outlook.

On the Print tab, the properties for your default printer automatically appear in the first section, and the preview of your presentation automatically appears in the second section.

  1. Click the File tab, and then click Print.

    To go back to your presentation and make changes before you print it, click the File tab again.

  2. When the properties for your printer and presentation appear the way that you want them to, click Print.

    Note: To change the properties for your printer, under the printer name, click Printer Properties.

On the Print tab, the properties for your default printer automatically appear in the first section, and the preview of your file automatically appears in the second section.

  1. Click the File tab, and then click Print.

    To go back to your file and make changes before you print it, click the File tab again.

  2. When the properties for your printer and file appear the way that you want them to, click Print.

Note: To change the properties for your printer, under the printer name, click Printer Properties.

On the Print tab, the properties for your default printer automatically appear in the first section, and the preview of your publication automatically appears in the second section.

  1. Click the File tab, and then click Print.

    To go back to your publication and make changes before you print it, click the File tab again.

  2. When the properties for your printer and publication appear the way that you want them to, click Print.

Note: To change the properties for your printer, under the printer name, click Printer Properties.

For more information specific to printing in Publisher, see Printing in Publisher.

  1. Click the File tab, and then click Print.

  2. Do one of the following:

    • To preview your file, click Print Preview.

    • To go back to your file and make changes before you print it, click the File tab again.

    • To print your file and check or change the properties for your printer, click Print.

    • To print your file without checking or changing the properties for your printer, click Quick Print.

On the Print tab, the properties for your default printer automatically appear in the first section, and the preview of your document automatically appears in the second section.

  1. Click the File tab, and then click Print.

    To go back to your document and make changes before you print it, click the File tab again.

  2. When the properties for your printer and document appear the way that you want them to, click Print.

Note: To change the properties for your printer, under the printer name, click Printer Properties.

For more information specific to printing in Word, see Printing and Print Preview in Word 2010.

Troubleshooting

For printer troubleshooting or driver information, see:

Choose your program from the following drop-down list to view information about printing and previewing from specific programs.

For information about printing in Microsoft Office Excel, see printing in Excel 2007.

  1. On the File menu, click Print Preview.

  2. In the Print Preview and Settings dialog box, select the options that you want before you print.

  1. Open the item you want to print.

  2. Click the Microsoft Office Button Office button image , point to the arrow next to Print, and then click Print Preview.

  3. Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user interface, to preview the page or make changes before you print.

  1. Click the Microsoft Office Button Office button image , point to the arrow next to Print, and then click Print Preview.

  2. Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user interface, to preview the page or make changes before you print.

  1. On the File menu, click Print Preview.

  2. Click the buttons on the toolbar to preview the page or make changes before you print.

  1. On the File menu, click Print Preview.

  2. Click the buttons on the toolbar to preview the page or make changes before you print.

  1. On the File menu, point to Print, and then click Print Preview.

  2. Click the buttons on the toolbar to preview the page or make changes before you print.

  1. On the File menu, click Print Preview.

  2. Click the buttons on the toolbar to preview the page or make changes before you print.

  1. Click the Microsoft Office Button Office button image , point to the arrow next to Print, and then click Print Preview.

  2. Click the buttons on the Ribbon, which is a part of the Microsoft Office Fluent user interface, to preview the page or make changes before you print.

Troubleshooting

For printer troubleshooting or driver information, see:

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