Printing & Emailing

Lesson 12: Print, Preview, Quick Print & Email

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In Lesson 12, we will cover how to print and email your documents in Microsoft Word. We will go over the Print dialog box, different print options, selecting printers, choosing pages and copies, collating, and using advanced print properties. I will show you how to use Quick Print and Print Preview to review your document before printing. Finally, I will demonstrate how to send your document as an email attachment using your default email program. We will discuss additional print options and document formats in future lessons.

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Next: Lesson 13

Keywords

TechHelp Word, print documents, email documents, print dialog box, print options, quick print, print preview, select printer, page range, number of copies, collate pages, advanced print settings, printer properties, send as email attachment, Microsoft Out

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Transcript

In lesson 12, we are going to learn how to print and email our documents. We will go over the Print dialog box, the different print options, Quick Print, Print Preview, and I will show you how to send a document as an email attachment.

Now that our document is finished, it is time to print it and mail it off to our customer. To print a document, come up to the Office button and then click on Print. The Print dialog box appears.

The first thing you need to do is select your printer. Here you can see I have got a Magic Color 2200 desk laser on my server. If this is not the printer that I want to use, I can drop this down and pick a different printer. If you only have one printer on your system, you should see that printer here. I, for example, have multiple printers across my network. Pick the printer that you want to use to print your document.

Down here on the left, you can select which pages you want to print. The default is all the pages. This document only has one page, but if it were longer, I could select Current Page or type in what pages I want. For example, 1 through 10. I will go back to all pages.

Next, you can select how many copies of this document you want. You can either type in a number here, like 4, or use these little buttons to go up and down. 5, 6, 7, or back down again. For a multiple page document, you can also pick whether you want these pages collated or not. For example, if you have a three-page document and you select collate, the printer will print out 1, 2, and 3, and then 1, 2, and 3 again. If you turn collation off, it will print all the page ones, then all the page twos, and so on. Collating is easier if you want to just be able to hand them out. However, if you turn collation off, the printer will spit these pages out faster.

There are some other advanced options on here. For example, there are different properties and markups and things you can print from your document. We have not talked about those yet. You can print either odd or even pages, or all pages, which is the default. You can change how many pages get printed on each physical sheet of paper, and you can change the scaling of the paper to fit on a different size sheet of paper.

In addition, this Properties button over here will open up another properties window, and all of these properties are specific to your printer. You might have multiple tabs, different options down here. For example, I can pick from two different paper trays to print from. These options are all specific to your printer, and you should read your printer's manual for more information about them. I will close this window. These options down here are built in to Microsoft Word, and we will talk more about these and I will show you some examples in a future lesson.

For now, I am ready to print my document, so I will just click on OK, and my printer should spit out the document. If you do not want to print, just click Cancel.

Now, once you have all those options specified, and you want to print again, you can simply use the Quick Print feature. Let's say I have discovered a mistake. Let's say it is not Miracle Drive, it is Miracle Street. I can come up here, click on Office, and then print, but do not click on Print; come over to the side menu, and pick Quick Print. Quick Print will send the document directly to the default printer without making changes. That is good if you do not want to go through that printer dialog box again, and pick the number of copies and all that stuff. You just want to print again using the same settings that you just used.

There is also a Print Preview feature. If you click on Office, and then on the Print side menu, pick Print Preview. This will open up a new menu that shows you all the Print Preview options. Notice the ribbon has changed, and your document is now very small.

Normally, while you are working in Microsoft Word, you are in Print Layout mode, and Word gives you a pretty good estimate of what your document is going to look like when you print it. However, it is not perfect. The Print Preview mode will allow you to see your document in Word's most approximate version of what it is going to look like when it finally hits the printer.

Now, in Print Preview mode, when you move your mouse over the document, notice how the mouse pointer changes into a magnifying glass. This will allow you to click on any section of the document to zoom in and then click again to zoom out. You can come over here and closely scrutinize the address and scroll down and look at all the text, and check over the document to make sure that what you see is what you are going to get.

There are a ton of different options on here, and we will talk about all these in future lessons. For now, I am going to go ahead and click on Close Print Preview. That will bring me back to the document in Print Layout mode.

Finally, if you want to send your document by email, just click on Office, then come down to Send and on the side menu, pick Email. On my computer, I have Microsoft Outlook 2007, which opened up and it put my letter right here as an attachment. I can type in who this is going to, Mr. Smith at amicron.com, for example. I can tab down and type in a CC or a carbon copy to send this to someone else. I can change the subject if I would like to, and then type in any message, such as "Here is the quote we discussed." When I am done, I will click the Send button.

If you do not have Microsoft Outlook on your computer, your default email program should open up, and the interface for most email programs looks about the same. The only thing to mention here at this point, of course, is that in order to see this letter, Mr. Smith has to have Word 2007 installed.

In future lessons, I will teach you how to save your Word documents so that people without Microsoft Word can view them, or even people who have older versions of Microsoft Word. For today, we will just send the letter as is.

Now, if I open up Microsoft Outlook, you can see the email sitting here in my outbox waiting to be sent. The next time Outlook connects to the internet, there it goes, in fact, to send and receive my email. We will talk more about this in our Microsoft Outlook class.

Intro

Quiz

Q1. What is the first step to print a document in Microsoft Word?
A. Click on the Office button and select Print
B. Right-click on the document and select Print Preview
C. Press Ctrl+P immediately
D. Select Save As before printing

Q2. If you have more than one printer installed, what should you do before printing?
A. Unplug the unused printers
B. Select the printer you want from the drop-down in the Print dialog box
C. Restart your computer
D. Choose the default printer in Control Panel

Q3. What is the default option for which pages get printed in the Print dialog box?
A. Odd pages only
B. Current Page
C. All pages
D. Even pages only

Q4. If you want to print specific pages, such as pages 1 through 10, what should you do?
A. Select Print All
B. Use Quick Print
C. Type the page range in the Print dialog box
D. Close the document first

Q5. What does the Collate option do when printing multiple copies of a multi-page document?
A. Prints all copies completely before printing the next set
B. Prints all page ones, then all page twos, etc.
C. Prints only the odd-numbered pages
D. Changes the paper orientation

Q6. Where can you find additional properties like choosing a paper tray or other specific printer settings?
A. In the Properties button within the Print dialog box
B. In the document margins settings
C. On the Quick Print menu
D. In the Review tab

Q7. What does Quick Print do?
A. Sends the document to the printer using the default settings without opening the Print dialog box
B. Opens the Print Preview window
C. Saves the document as a PDF
D. Allows you to select which pages to print

Q8. What is Print Preview used for?
A. Checking spelling in the document
B. Seeing what the document will look like when printed
C. Automatically correcting grammar errors
D. Converting the document to a different format

Q9. In Print Preview, what does the magnifying glass mouse pointer allow you to do?
A. Change printer settings instantly
B. Zoom in and out of your document
C. Highlight text to copy
D. Email the document

Q10. How do you send your document as an email attachment directly from Word?
A. Click on Office, then Send, then Email
B. Copy and paste the document into your email
C. Click Save As and email the saved file manually
D. Use the Review tab

Q11. What is required for the recipient to open a Word document sent as an email attachment as described in the lesson?
A. Any email program
B. Microsoft Word installed on their computer
C. A PDF reader
D. A printer connected

Q12. What should you do if you want to cancel printing your document after opening the Print dialog box?
A. Click Cancel
B. Click Properties
C. Click Email
D. Save the document again

Answers: 1-A; 2-B; 3-C; 4-C; 5-A; 6-A; 7-A; 8-B; 9-B; 10-A; 11-B; 12-A

DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.

Summary

Today's video from Word Learning Zone is all about printing and emailing your documents. I will walk you through the different printing options available in Microsoft Word, show you how to preview your documents before printing, and demonstrate how to send your document as an email attachment.

Now that our document is complete and ready to go, let's look at how to print and then send it off to the customer. To start, you need to access the Print dialog box. This is where you begin by choosing which printer you want to use. I have several printers connected across my network, but you might have just one, which should be displayed by default. Simply select the printer you prefer.

The Print dialog box also lets you pick which pages to print. By default, all the pages in the document will be printed. If your document is just a single page, that's straightforward. For longer documents, you can choose specific pages, such as just the current page, or specify a range like 1 through 10.

Next, decide how many copies you need. You can type in the number directly or use the controls to adjust it up or down. For multi-page documents, you have the choice to collate your printouts or not. Collating means each set will print out in sequence - for example, pages 1, 2, and 3, then another set of 1, 2, and 3, and so on. If you turn collation off, all the page ones will print together, followed by all the page twos, and so forth. Collating is useful if you are handing out multiple complete copies, but if speed is your priority, turning it off can make the printing go faster.

There are also some advanced options available. For instance, you can print only odd or only even pages, adjust how many pages are printed per sheet, and experiment with different scaling options to fit your document to different paper sizes. There is a Properties button that opens additional settings specific to your printer, such as selecting which paper tray to use. Since each printer is different, you may want to consult your printer's manual for detailed information on these choices.

Once all your selections are made, you are ready to print. Just confirm with OK, and your document will print. If you change your mind, simply cancel out of the dialog box.

After configuring these options, if you later need to print the same document quickly without going through all the dialog settings again, you can use the Quick Print feature. This sends the document straight to your default printer using the settings you last used. This is ideal when you make a small correction, like updating an address, and need a fresh copy right away.

Word also includes the Print Preview feature, which is a useful tool for checking how your document is going to look before it actually prints. Print Layout mode is usually accurate, but Print Preview gives you the most precise approximation of the printed result. While in Print Preview, your mouse turns into a magnifying glass, allowing you to zoom in and out for a closer inspection of details like addresses and formatting. This is a great way to make sure everything looks just right.

When finished, you can exit Print Preview and return to working on your document as usual.

If you want to send your document via email, Word streamlines this process as well. Choose to send the document by email, and your default email program, such as Microsoft Outlook, will open a new message with your document attached. Fill in the recipient's address, add anyone as a carbon copy, adjust the subject line if you wish, and type out your message. When ready, hit send and your email will go out as soon as your mail client connects to the internet.

Keep in mind that in order for your recipient to open the document, they will need Word 2007 or a compatible program installed. In future lessons, I will cover how to save documents in formats that are accessible to people using earlier versions of Word or who may not have Word at all.

That covers the basics of printing, print preview, and emailing documents in Word. You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below.

Live long and prosper, my friends.

Topic List

Print dialog box overview
Selecting a printer
Choosing specific pages to print
Selecting number of copies
Collation options explained
Advanced print options
Printer properties window
Using Quick Print
Using Print Preview
Zooming and navigating in Print Preview
Sending a document as an email attachment
Creating and sending an email with a document attached

Article

Now that you have finished your document, it is time to print it and send it to your customer. Printing a document in Microsoft Word is straightforward once you know what the different options do. To get started, click on the Office button at the top left corner of the screen and select Print. This will open the Print dialog box.

The first thing you will see is the option to select your printer. You might have only one printer installed, or you may see several if you are connected to a network. Just choose the one you want from the dropdown menu. Next, you can decide which pages to print. By default, all pages are selected, but if you have a longer document and only need certain pages, you can select the current page or type in a page range, such as 1 through 10.

After you have chosen the pages, decide how many copies you want. You can type a number in the copies field or use the up and down arrows to change the number. If your document is multiple pages, there is an option to collate the pages. Collating means the printer will print one complete set at a time, like pages 1, 2, and 3, then repeat. If you turn off collating, it will print all the copies of page 1 together, followed by all the copies of page 2, and so on. Collated printouts are easier if you need to hand out complete copies, while uncollated can print faster in some cases.

There are also some more advanced options in the Print dialog. For instance, you can choose to print only odd or even-numbered pages, select how many pages you want to print on each sheet of paper, or adjust the scaling if you want your document to fit a different paper size. You will also see a Properties button, which opens another window with settings that are specific to your printer. Here, you might be able to choose between different paper trays, select the print quality, or manage other printer features. These settings vary based on the printer model, so it is best to check your printer's manual for more information about these options.

Once you have everything set the way you want, click OK to send the document to the printer. If you change your mind or are not ready to print, just click Cancel and return to your document.

If you find yourself needing to print the document again using the same settings, you can use Quick Print. To do this, open the Office menu again, go to Print, and then click on Quick Print in the side menu. Quick Print sends your document straight to the default printer with the same choices as last time, without opening the Print dialog box. This can save time if you simply need to print another copy without making changes.

Before printing, it is a good idea to see exactly how your document will look on paper. Word's Print Preview feature lets you do just that. Go to the Office button, choose Print, and then select Print Preview from the side menu. Your document will be shown as it will appear when printed. The mouse cursor turns into a magnifying glass so you can click to zoom in on details or zoom out for an overview. Scroll through to review every part of your document to catch mistakes before using paper and ink. When you are ready to return to editing, click Close Print Preview.

Sometimes instead of printing, you might want to email your document. Word makes this easy as well. Click on the Office button, go down to Send, then choose Email from the side menu. This action opens your default email program with the document attached. If you use Microsoft Outlook or another email program, a new email window will appear with your file attached. Just enter the recipient's address, add anyone else you want to copy, adjust the subject if you need to, and write a message. Click Send when you are ready.

Keep in mind that the recipient will need Microsoft Word installed to open a Word document sent as an attachment. In later articles, you will learn how to save documents in different formats so that anyone can read them, even if they do not have Word, or if they have an older version.

Once your message is sent, you should see it listed in your email program's sent items or outbox until it is delivered. That is the basic process for printing and emailing your Word documents. With these tools, you can easily get your work onto paper or send it electronically to anyone you need.

Primary Topics

printing documents, print dialog box, print options, printer selection, print preview, quick print, emailing documents as attachments

Secondary Topics

printer properties, document collation, page selection, scaling, email programs integration