I’ve had a couple of comments regarding my recent post, Printing and Print Preview in Microsoft Word 2010. I thought I’d take the opportunity to talk about the finer (possibly more obscure) points of printing ranges in Microsoft Word 2010.
If you’re talking about printing parts of a document with no section breaks, it’s pretty straightforward. To print the range of pages 1 through 3 of your document, in the Pages: section of the settings area, type 1-3. In Microsoft Word 2010, it will look like this:
In earlier Microsoft Word versions, you’d enter the page range in the Print dialog box:
To print individual, non-consecutive pages, you’d separate the page numbers with commas; e.g. 1, 3, 5 would print the first, third and fifth pages of a document.
The challenge comes when your document has section breaks in it. For example, when you complete a mail merge and opt to save it in a new document instead of printing the whole thing out, Word inserts a Next Page Section Break after each of the merges. So, your one page letter to 30 recipients becomes a document with 30, one page sections. To print out the first 3 pages of your merge document, you need to specify the page and section; e.g. p1s1-p1s3 (you could also just indicate the sections you want as s1-s3).
What Section am I In?
You can find out where you are in a document by clicking in that part of the document and looking at the Status Bar at the bottom of the window. Microsoft Word 2010 and 2007 do not, by default, display the section and section page. To show this information:
- Right click on the Status Bar.
- Select the first two options (Formatted Page Number and Section).
To determine your print range:
- Click where you want to start the printing and note the page and section number in the status bar.
- Scroll to the last page you want to include and click on that page. Note that page and section number.
- Select the Print option on the File tab (or press Ctrl-P).
- Enter your range using the format p#s#-p#s#.
- Click Print.
If you want to read the official Microsoft version of this see http://support.microsoft.com/kb/826218
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