How to Print Documents and Presentations in Office 2021

Edited 3 weeks ago by ExtremeHow Editorial Team

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Ever since desktop printers became common, printing documents and presentations has become a fundamental need for office work. Microsoft Office 2021 brings new changes as well as some familiar features to its printing capabilities. This article is dedicated to helping you understand how you can effortlessly print documents and presentations using Office 2021, and we will discuss various aspects of the printing process in detail.

Preparing your document for printing

Before we get into the printing process, let's discuss how you should prepare your document or presentation for the best printing results. Here are some preliminary steps you can follow:

• Check the content: Make sure all the text, images, and any other content in your document or presentation is exactly what you want it to be. Review your content for any typos or errors.
• Use Print Preview: Microsoft Office 2021 has a Print Preview option. Seeing how your document or presentation will look when printed will help you avoid surprises. You can access this through the Print option; it will show you a small viewer of the pagination and layout.
• Consider the layout: If your document or presentation spans multiple pages or slides, think about the sequence and layout.
• Set page margins and orientation: Adjust the page margins and choose the orientation (portrait or landscape) that best suits your document's optimal readability.

Printing from Microsoft Word 2021

Microsoft Word is one of the most widely used word processors. Here's how you can print documents from Word 2021:

Basic printing steps

1. Go to the File menu in the top left corner.
2. Select Print from the list of options.
3. The Print pane will open. Here you will see several options:
4. Under the Printer heading, select the printer you want to use from the dropdown menu.
5. To decide how many copies of the document you want to print, select Copies.
6. Select Print All Pages if you want to print the entire document, or choose a specific option if you only want to print certain pages.
7. Adjust other settings such as page range, collation, orientation, margins, and scaling as needed.
8. Once you have everything set up, click the Print button.

Advanced options

Word 2021 also has a number of advanced printing options to suit more specific needs:

• Print Quality: This option allows you to choose the print quality, which may vary depending on the capabilities of your printer.
• Manual duplex printing: If your printer does not support automatic duplex printing, you can choose to print on both sides manually.
• Custom print quality: You can adjust the print quality to get the best output considering factors such as graphics and text.

Printing from Microsoft Excel 2021

Excel spreadsheets often contain tables, charts, and various types of data that require specific printing settings:

Printing a worksheet

1. Click the File menu.
2. Select Print. You will see the Print pane.
3. Select your printer under the Printer dropdown.
4. By default, Excel prints the active worksheet, but you can specify the print range by adjusting the settings.
5. If your data spans multiple pages, use the Page Layout under the View tab to adjust and decide what and how much of your data will be printed on each page.
6. Choose the page orientation, page size, and other setups that match your needs.
7. Click Print to begin printing your worksheet.

Printing a workbook

If you need to print an entire workbook or specific sheets, you can:

• Open the Print menu as described above and under the Settings section in the Print pane, you will find options such as Print the entire workbook or Print selected sheets.
• Make sure all the sheets you want to print are set up according to your preferences.
• Again, adjust settings related to print quality and page layout. Common adjustments may include scaling options to ensure that the data fits better on the page.

Printing from Microsoft PowerPoint 2021

Presentations in PowerPoint are often visual and printing them may require careful consideration. Here's how you can print slides from PowerPoint 2021:

Printing options

1. Go to the File menu and click on Print.
2. First, select your printer under the Printer section.
3. Decide whether to print full page slides, multiple slides per page, handouts, or notes pages. These options can be found in the Settings section.
4. Set the slides you want to print. By default, all slides are selected, but you can adjust the range if necessary.
5. Choose color, grayscale, or pure black and white depending on your needs.
6. Finally, press the Print button to start the printing process.

Additional PowerPoint printing features

• Print Layout: PowerPoint allows you to select print layouts such as handouts and notes pages, which are very useful when you need to provide guidance or other information besides the slides.
• Collected Copies: If you're printing more than one copy, clicking the Collect option will create multiple complete sets.

Troubleshooting common printing problems

Sometimes printing doesn't go as planned. Here are common problems and tips for troubleshooting them:

Common problems

• Printer not found: Make sure your printer is properly connected and recognized by your computer. Confirm that the printer drivers are installed correctly.
• Print quality is poor: Check the print quality setting in the print options. If necessary, make sure there are no interruptions in your printer's ink or toner delivery.
• Paper jams: Make sure the paper is loaded into the printer properly, and make sure there are no folds or tears in the paper, which could cause jams.
• Mismatches in printed output: Make sure that all aspects such as margins, orientation, and layout settings match your expected results.

Tips to ensure smooth printing

• Update printer drivers regularly: Updated drivers ensure the best compatibility and performance between your computer and printer.
• Perform regular printer maintenance: Following your printer's recommended maintenance routine will keep it functioning in good condition.
• Use the right paper and toner: Make sure you are using the paper and toner or ink that matches your printing needs for high print quality.

Conclusion

Knowing how to print documents and presentations in Office 2021 is essential for creating hard copies of your digital files. Whether you're a student, professional, or business user, understanding the different printing options available to you helps you choose the best method for your particular needs. We hope this guide has clarified the processes involved, offered some solutions to common problems, and increased your overall understanding of printing with Office 2021.

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