Print Only What You Want
Printing a large file can sometimes feel like a bit of a hit and miss affair.
As with even the most tempting of cakes it’s sometimes appropriate to select a portion rather than have it all in one go.
A few pointers to get what you want when printing:
Print a Selection
There’s no need to print the entire file if you only want a few pages, a couple of paragraphs in a Word document, or a particular section of an Excel Spreadsheet.
If we go to the Print Pane (File > Print) and simply press Print this automatically prints all pages in a document.
To print only a sentence, paragraph or section of the text: First select, (this is often referred to as highlighting) the required text. One way to do this is by dragging over it with the left mouse button pressed. Then go to the Print Pane and click the Print All Pages drop-down menu and choose Print Selection. Then click Print.
The drop-down menu also provides an option to Print Current Page, which prints just the page where the cursor is located.
Below Print All Pages you will see Pages - type a page number into the adjacent rectangle, such as 2 to print the second page. To print consecutive pages type a page range such as 5-7, to print the fifth, sixth and seventh pages.
Sometimes we may wish to print several paragraphs in a text document, or rows/columns in a spreadsheet which are not adjacent to each other. To do this use the Ctrl (control) key.Highlight the first section – press and hold ctrl key – highlight another selection – release ctrl key
Then select Print
Screenshots and Screen Clippings
In Word, Excel and Outlook you will find the screenshot tool on the INSERT Tab. It allows us to quickly add a snapshot of any window that’s open on our desktop to the current document. A screenshot takes a picture of the entire window, which can be edited using the tools on the Picture Tab. To add a selected portion of the window click Screen Clipping - when the screen turns white and the cursor becomes a cross, press and hold the left mouse button and drag to select the part of the screen you wish to capture.
For printing purposes we might start a new (blank) document and use the screenshot or screen clipping tool to insert portions of text or images (one at a time) from other sources and then save or print them in this new file.
If your document contains pictures, tables, spreadsheets or other objects it may be too small or difficult to read when printed in portrait. It may be better to change the page orientation and resize it. In the Print Pane (File > Print), under Settings, click on Page Orientation, and then select Landscape Orientation – to print the page horizontally. Click Print once you’ve made your selection.
Preview before you print:
A Print Preview is automatically displayed on the right hand side of the Print Pane, as per the image above. You can use the scroll arrows to display different pages or the zoom facility to increase the number of visible pages. The preview shows how your file should look when printed.
So now when you're printing you really can have your cake and eat it!
For more Hints & Tips on making the most of Microsoft Office check out our other posts: