Project 1: Word Basics
Print Preview

Title: Jan's Illustrated Computer Literacy 101
Did you want: Working with Words: Word 2007,2010,2013,2016 or españolIcon: Change web

In the Print Preview view, you can see what your pages will look like when printed. Some word processors don't have a view for print preview because their normal working view is a print preview already.

The Print Preview applies your settings for page size, orientation, margins, etc. and lays out the page as it will actually print on the particular printer you have chosen. Well, that's the theory, anyway. Sometimes there are still unhappy surprises.

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.

Where you are:
JegsWorks > Lessons > Word97-2003

Before you start...

Project 1: Word Basics
    InterfaceTo subtopics
    Getting StartedTo subtopics
    FormatTo subtopics
    Images To subtopics
    Pre-PrintTo subtopics
    icon-footprintSpell Check
    icon-footprintPage Setup
    icon-footprintPrint Preview
    Manage Printing
    ExercisesTo subtopics

Project 2: Auto ToolsTo subtopics

Project 3: BrochureTo subtopics

Project 4: ReportTo subtopics


Icon Step-by-Step 

Step-by-Step: Print Preview

 Icon Step-by-Step

What you will learn:

to use Print Preview
to make corrections while in Print Preview
to adjust the header/footer height 
to use Shrink to Fit

Start with:Class disk, flyer-World Travel Inc.doc

General Inspection

  1. Click Print Preview button the Print Preview button to change to that view. Does your document look the way you wanted?
  2. Compare your flyer to the picture of the finished version. If you find errors, you can correct them in this same view, but you must first click on the Preview Zoom button button in the Print Preview toolbar to toggle the pointer from Pointer -zoom shape Zoom to its regular shape.

    You will not see the marks, like for paragraphs and tabs, in this view.

    Print Preview


The footer is not showing in the image of Print Preview above! This is a problem with this printer's no-print area. (You may not have a problem with this document since your printer is probably different from mine. You need to learn how to handle it anyway.) You can fix that easily. The hard part is noticing that there is a problem.

  1. Switch the pointer back to Pointer -zoom shape  the Zoom shape, if necessary, and click on the document to enlarge the view.
  2. Check that your header and footer are showing completely in the Print Preview. Be sure you can actually read the text. The top or bottom edge of your characters can be cut off, which is hard to see in the reduced views. You may need to change the zoom percentage using the menu to get the page large enough to read.

    Footer height

    Some word processors will warn you if you have text in a header or footer that won't print. But sometimes your printer does not communicate well with the word processor. So always LOOK.

  3. If your header or footer doesn't show completely, you must make an adjustment somewhere. The missing part is either in the printer's no-print zone or you didn't set the margin and footer tall enough for your text.

    How close to the edge of the paper can a printer print?

    Commonly, a printer cannot print in the top and bottom 0.5 inch and the left and right 0.25 inch of the paper. However, some commonly used printers have different limits on the no-print area. For example, the printer used for many of the illustrations in these lessons was an HP500C, which has no-print areas in the top .33 inch and the bottom .67 inch. You must check this out for each printer that you use.

    Margin includes the no-print area and the space you need outside the text area for the header and footer plus any additional blank space you want around the edges of the paper. The header or footer must fit inside the margin but cannot be in the no-print part. Tricky!

    On the printer used in the illustrations, the footer did not show in the Print Preview at this point. The footer and/or margin needs to be resized.

    Resizing header or footer area

Resizing the footer

  1. While in Print Preview or Layout view, from the menu choose  View  |  Headers and Footers .

    TipIf you can't see your footer on the screen, switch to the footer with the Footer button button on the Headers and Footers toolbar.

  2. Move your pointer to the line between the white and gray areas at the bottom of the vertical ruler. The pointer shape changes to the Vertical Resize pointer Vertical Resize shape.
  3. Press your left mouse button down but don't release yet. A line pops up across the bottom of your page.
  4. Drag upwards until the vertical ruler nearly shows a 1 in the white area at the bottom. You have increased the footer's height to nearly 1 inch, the distance of the footer from the edge of the paper. It should now be in the printable area.
  5. Check for success by closing the Headers and Footers toolbar. If you are in Layout view, go to Print Preview. If you are in Print Preview already, switch to another view and then back to Print Preview. This will refresh the screen.
  6. If the footer still isn't showing in the Print Preview, drag upwards a little bit again on the ruler and then refresh the view by exiting Print Preview and returning to it. Keep trying until you get the footer space to the size you need.

    TipAnother technique to move your header or footer into the printable area: Use the Page Setup dialog to change the settings for Header and Footer distance from the edge of the paper. You can't actually see the effect within the dialog box. (What a pain!) You must close the dialog and see if your change fixed things. Most of the time it will be easier to use the ruler since you can see the effect of your changes.

Verify Formatting

  1. Inspect the formatting of your text while in Print Preview.

    You cannot tell for sure if the formatting is correct.
    Icon: Word 97 Icon: Word 2000 Icon: Word 2002 Click the Context Sensitive Help button Help button on the Print Preview toolbar to change the pointer shape to Pointer shape: context sensitive help and then click on a part of the document.

    Icon: Word 97 Icon: Word 2000 A popup box shows you the formatting that has been applied to this part - both the underlying paragraph style as well as the formatting you added directly as paragraph, character, and font formatting. This is very helpful when you want certain parts to be a certain style or you want certain parts to be styled the same.

    Formatting popup in Print Preview

    Icon: Word 2002The Task Pane switches to show the Reveal Formatting pane. The pane shows the styles applied as well as the formatting you applied yourself. The pane will change to show the details for whatever you select in the document. Click on the Preview Zoom button Zoom button when you need to change the cursor to the editing cursor for several tasks, or click Context Sensitive Help button Context Sensitive Help again.

    Task Pane: Styles and Formatting

    Icon: Word 2003 Word 2003 does not have the Context Sensitive Help button Help button. You must open the Reveal Formatting pane yourself. Format | Reveal Formatting, or the key combo SHIFT + F1, or select Reveal Formatting from the drop list of panes at the top of the task pane.

  2. Turn off the format help, or close the Task Pane.
    (Click the button again or press the ESC key to turn off the format help)
  3. When you are satisfied with the layout of the page, check the number of pages in the document by looking at the numbers on the Status bar. You should have 1 page in this document. Changing the footer may have put those last lines on page 2 again. <Sigh!>
  4. Reducing length by one page:  If your document has run over onto an extra page, you have several choices. Use whichever suits your situation best.
    • Print only the first page, if only blank lines are on page 2.
    • Use Button - Shrink to Fit the Shrink to Fit button. When there is not too much extra, or when the problem is width rather than length, this can work well. The size of everything on the page - text and graphics - will be reduced so that it all fits into one page less than before. Text may get too small to read in some cases.
    • Edit the document so that it is not so long, which is what you did previously. You can make blank areas smaller or revise your text or make images smaller.