In the Print Preview, you can see what your pages will look like when printed. Well, that's the theory, anyway. Sometimes there are still unhappy surprises.
In particular, if part of your document is in the area in which the printer cannot actually print, the Print Layout view may show your text anyway, but Print Preview probably will not.
In the olden days, there was no preview at all. You had to guess about the formatting, what fonts to use, where to place images. Wait! You could not print images on a dot-matrix printer anyway! You had to know what fonts were installed on the printer. Screen fonts and printer fonts were not exactly the same, even if they had the same name. You never really knew if you had guessed right until the document was printed! Some days it took bags of patience and a lot of wasted trees to get a good looking print-out at last.
before you print!
If you always look at the Print Preview before you actually print, you can reduce the time and ink it takes to get a good print-out.
The no-print area is the part of the page where a particular printer cannot print. The margin includes both the no-print area and any extra white space up to where you can type on the page. The header and footer text fit in that white space.
Most printers can print as close as 0.5 inch from the top and bottom edges of the page and up to 0.25 inch from the left and right edges of the paper. Many can get even closer to the edges. Few printers allow printing all the way to the edge of the paper.
Some printers have larger no-print areas. For
example, the HP500C printer needs minimum margins (to cover the no-print
area) for the
top of 0.2 inch (Great!), left and right of 0.25 inch (Acceptable!) but for the bottom
a whopping 0.716 inch
I got a very unhappy surprise when I first printed with that printer!
You will need to set the top/bottom margin large enough to include the text of the header/footer plus the no print area. The larger the font, the bigger the margin must be for the header or footer to fit. Word 2007/2010 attempts to print the whole header/footer anyway. If you are not careful, your header or footer can wind up on top of the document's text!
You might get a warning if you try to print a document that has something hanging over into the no-print area. But you might not. To add to the confusion, the warning can appear when you cannot see anything wrong! It's the white space!
Step-by-Step: Print Preview
|What you will learn:||
to find the no-print area for your printer
to use Print Preview
to resize the header/footer height
to use Shrink One Page button
Start with:, flyer-World Travel Inc-Lastname-Firstname.docx as finished in the Spell Check lesson.
To figure out where your printer can and cannot print, you could create a test document with a lot of text and a header and a footer and experiment until you figure out the correct margins. There is a faster way and you won't have to print anything at all!
Open WordPad. (NOT WORD!!)
[Notepad will also work. If you want to do some test prints, WordPad has a Print Preview but Notepad does not.]
Open the Print dialog:
WinXP/Vista: File > Print > Print...
Win7: Word Pad button > Print > Print...
The Print dialog opens.
Click on the printer you want to check
in the list, click on the Apply button and then
(If your printer was already selected, just click on Cancel.)
You did not actually print anything but WordPad now knows which printer to use if you print this document.
Open the Page Setup dialog:
WinXP/Vista: File > Page Setup...
Win7: WordPad button > Page setup
The Page Setup dialog opens, showing WordPad's default margins, 1.25" left and right, 1" top and bottom.
Change the Left margin to 0 and then click in the box for the
Surprise! The zero that you typed is replaced by the smallest margin that WordPad thinks will work.
Word lets you set margins to zero without changing the values to a workable number.
Continue replacing the default values with 0 and clicking in a
different margin box until you have all 4 values.
Now you know what to use as a minimum for your margins.
Remember: The minimum margin may not give you enough room for a header or a footer at the font size that you want.
Color documents may not print in color! Print Preview will show in color even if the selected printer cannot print color. Word does not have a way to show you what the document will look like in gray scale.
Click in the Quick Access Toolbar on the button .
(Print Preview in Word 2007; Preview & Print in Word 2010).
You put that button on the bar in an earlier lesson.
[If the button is not there, use the Office Button > Print > Print Preview or File tab > Print.]
Compare your flyer to the picture of the finished version below.
errors while looking at the preview.
Word 2007: You can edit without leaving Print Preview in Word 2007.
Solution for Word 2007: Click on the check box for Magnifier in the Print Preview toolbar to uncheck it. This will toggle the pointer from Zoom to its regular I-beam shape for editing. Now you can edit without leaving the preview window. This is good for fixing a spelling error or adding or deleting a word or two. If there is much to change, it's easier to just go back to the regular Print Layout view where you can use the ribbon buttons.
Word 2010: You cannot edit while in the Preview & Print pane.
Solution for Word 2010: Click on the File tab to return to your previous ribbon tab or click on the ribbon tab that you need to use to make the corrections. Then do your editing.
Leave the preview and go back to the Page Layout view:
Word 2007: Click the red Close Print Preview button.
Word 2010: Click the File tab.
If you had to make corrections, save.
We usually expect a header/footer to be a single line of fairly plain text. But it doesn't have to be! Word treats the header and footer of a document like they were separate documents. In fact, a header or footer can be quite tall with many lines of text and even images. You can set a lot of features differently for the header and footer than for the rest of the document. It can get rather confusing.
Footers seem to be more likely to fail to print correctly than headers. The same methods work to fix both. Let's create a footer problem to fix!
If the rulers are not showing, show the rulers by clicking the View Ruler button at the top of the vertical scrollbar.
Vertical Ruler does not show after clicking the View Ruler button
Solution: Open the Word Options dialog > Advanced page > Display section > Put a check mark beside "Show vertical ruler in Print Layout view". Click on OK to close. The vertical ruler should now be showing at the left of your document.
Double-click in the footer area to open it for editing.
Word treats at this footer area as its own little document. There is a top 'margin' between the first line that you can type on and the blue dashed line, which is the shows where the footer starts on the page.
In the vertical ruler at the left, the white
area on the ruler measures the height of the 'document area', that is,
where you can type in the
At the bottom of the vertical ruler, hover over the line where the
white and gray areas meet.
The pointer changes to a double-headed arrow and a ScreenTip appears.
If you drag up or down, you resize the white area on the ruler. This changes the area where you can type in the footer.
Point of Confusion: The ScreenTip here says 'Top Margin'.
Did you expect that? Why isn't it 'Bottom Margin', since the footer is
inside the bottom margin of the page? There are multiple margins
here! The edge that you hovered over is the bottom edge of the top margin of the footer
itself. Remember that Word is treating the footer like it is
a separate document, so it has its own margins on all sides. Those can
be different from the margins for the page as a whole. Like I said, it's confusing!
Experiment: Minimum space in footer to print
Switch back to Print Layout view and open the footer again for editing.
Drag the margin on the vertical ruler to a different height to change the margin for your footer. Then check Print Preview to see if the footer is showing now.
How small can the margin in the footer be and still
see the footer text in Print Preview. You answer will depend on which
printer the document is set to use and the current font size for the
Changing the margin of your document may not change what you see in the header or footer. Word tries to help you out by displaying the header and footer even when the document's margin is too small. You can even get header or footer text on top of document text! Let's make that happen.
While still in the header, drag the bottom margin of the header on the vertical ruler up to the top of the ruler. A dotted line shows where the new bottom margin will be.
Release the mouse button.
The document body moves up and overlaps the header! That might shock you right out of your chair!
The margins for the header were not changed just because you changed the margin for the document.
It is fairly common for a document to run over onto an extra page by just a couple of lines, or even for the last page to be blank except for the header/footer. There are several things you might do to reduce your document by one page.
Press ENTER to start a new line and type the same thing again.
The last two original lines and the two new ones are over to a new page. Just the kind of problem we need to look at!
suggestions above, reducing font size might work (or revising the
text!). Let's see what
that Shrink One Page button can do.
Shrink to fit one page:
document is back to one page. (You may not see the blue wavy
underlines that are in the illustration.) If you closed the
document after you finished the Spell Check lesson, you should see green squiggles
the grammar errors that we ignored.
When there are not too many extra lines, or when the problem is width rather than length, the Shrink One Page method can work well. The size of all the text on the pages will be reduced so that it all fits into one page less than before. Text can get too small to read in some cases, so you need to review the whole document carefully.