When using Microsoft Word, many users often find themselves puzzled by discrepancies between the print preview and the actual document layout. This difference can lead to confusion and frustration, particularly when preparing important documents for printing. Understanding why these inconsistencies occur is essential for ensuring that your printed materials look exactly as intended. Here are some common reasons for these differences, along with tips for resolving the issues.
1. Page Margins and Layout Settings
One of the most common reasons for discrepancies between print preview and the document itself is the page margins. Word allows users to customize margins for their documents, and if the margin settings differ from those in the print preview, the layout can appear misaligned. To check and adjust your margins:
- Go to the Layout tab in the ribbon.
- Click on Margins to select predefined margins or create custom settings.
- Ensure that the selected margins match those reflected in the print preview.
2. Different Printer Settings
Another significant factor is the printer settings. When you view a print preview, Word may use default settings or the last printer used, which might differ from your current printer configuration. Differences in printer drivers can also lead to variations in how documents are displayed in print preview versus how they are printed. To ensure consistency:
- Verify the selected printer in the Print dialog box.
- Check the printer properties and confirm that the settings (like paper size and orientation) match those in your document.
3. Font Issues
Font discrepancies can also affect how a document appears in print preview versus its actual printed form. Not all printers support every font, and if a font is not available on the printer, Word may substitute it with a different one. This substitution can alter the layout and appearance of your document. To mitigate font issues:
- Use standard fonts that are commonly supported across various devices and printers, such as Arial or Times New Roman.
- Embed fonts in the document by going to File > Options > Save and checking the option to embed fonts in the file. This feature ensures that the intended fonts are preserved during printing.
4. Graphics and Images
Images, graphics, and other elements can sometimes shift between print preview and the actual document. This issue may stem from how Word handles images in relation to text and page formatting. For example, if an image is set to “wrap text,” it might be positioned differently in the print preview compared to how it appears on screen. To address this:
- Select the image and right-click to access the Format Picture menu.
- Ensure the text wrapping style is set correctly, and check that the image is anchored properly.
5. Page Breaks and Section Breaks
Hidden page and section breaks can lead to unexpected layout changes between the print preview and the final printout. These breaks can cause content to be pushed to the next page or affect the spacing of elements. To identify and adjust these breaks:
- Enable the display of formatting marks by clicking on the paragraph symbol (ΒΆ) in the Home tab.
- Check for any unnecessary page or section breaks and remove or adjust them as needed.
6. Document Views
The view settings in Word can also impact how documents are displayed. The Print Layout view is designed to mirror how the document will look when printed, but other views, such as Web Layout or Draft View, may not accurately reflect the final printed result. Always ensure you are in the Print Layout view while editing your document.
Conclusion
In conclusion, discrepancies between print preview and the actual document in Microsoft Word can arise from various factors, including margin settings, printer configurations, font availability, image placements, page breaks, and view settings. By understanding these elements and checking them before printing, users can minimize discrepancies and ensure their printed documents meet expectations. This proactive approach can save time, reduce frustration, and enhance the overall quality of printed materials.