Before you print a document, it is helpful to be sure it lines up how you want it to. This How-To Article shows you how to preview a document in Microsoft Word before you print it.
1. Click the File menu and click Print Preview from the menu that appears.
2. Figure 1.1 will display.
3. This screen (Figure 1.1) will show you what your document will look like when it is printed.
4. There are many buttons on the Toolbar. Below are descriptions of what the buttons do (from left to right).
-1. The first button will send you document to the printer to be printed.
-2. The second button will allow you to toggle between the cursor and the magnifier. When this button is pushed in, you will have the magnifier. When it is not pushed in, you can type in your document in the Print Preview window.
-3. This button will only display one page in the print preview screen. When you click it, it will hide the other pages and only focus on one page.
-4. This next button lets you select how many pages you want displayed at once. When you click this button, move the mouse to highlight the number of pages you want displayed, and then click the mouse button.
-5. The next text box lets you select the zoom level for the Print Preview.
-6. The next button lets you choose if you want the ruler displayed. If you push this button in, the ruler will be displayed. If you don't have this button selected, the ruler will not be displayed.
-7. The next button is probably one of the most useful. It lets you "shrink" your document. It will remove one page from your document if possible and push the text onto the previous page. This is good to prevent small portions of text from spilling over to the next.
-8. The next button will display the print preview window in full screen. To get out of Full Screen, click the button again.
-9. The next button, (Close), will close Print Preview and go back to Microsoft Word.
-10. This next button is context-help. When you click it, the mouse pointer will change to a question mark. You can then click almost anything in the Print Preview screen to receive a description on it.
4. When you finish using Print Preview, click the Close button. You will now return to the normal Microsoft Word screen.
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