Printing and print preview

In Microsoft 365, you can print and preview files from the same location by clicking File and then Print (or pressing CTRL+P).

To see what your print job will look like before you send it to the printer, go to File > Print.

Choose your program from the following drop-down list to view information about printing and previewing from specific programs.

Which Office program are you using?

Access

1. Click File > Print.

2. Do one of the following:

   • To preview your file, click Print Preview.
   • To go back to your file and make changes before you print it, click the File tab again.
   • To print your file and check or change the properties for your printer, click Print.
   • To print your file without checking or changing the properties for your printer, click Quick Print.

See also

• Preview and print a report

Excel

Excel combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your file. On the left, you'll see the Print button and the configurable Settings.

   Note

   If not all of the rows or columns that you expected show up in the print preview it's possible that you have an incorrect print area selected. See Set or clear a print area on a worksheet.

2. To return to your workbook without printing it, click .

If you're ready to print your workbook...

1. Choose the number of copies you want.
2. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.
3. When you are ready, click Print.

See also

• Quick start: Print a worksheet
• Print row and column headings
• Print gridlines in a worksheet

OneNote

1. Click the File > Print.

2. Do one of the following:

   • To preview your file, click Print Preview.
     To go back to your notebook and make changes before you print it, click Close.
   • To print your file and check or change the properties for your printer, click Print.

See also

• Print a page of your notes in OneNote for Windows

Outlook

Outlook combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your message. On the left, you'll see the Print button and the configurable Settings.

   Note

   When you use File > Print to display the Print view, which contains both printer settings and print preview, the current window may shift to the background behind the main Outlook window. You can minimize the main Outlook window to bring the Print view back to the foreground. For more information on this problem, see Print preview problems in Outlook.

2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   

3. Choose the number of copies you want.

4. Look under Settings to choose whether your message will appear as a table or memo.

5. When you are ready, click Print.

6. Click to return to your document.

See also

• Print contacts, messages, or other Outlook items
• Print a page or part of an email message
• Print a calendar showing appointments and meetings

PowerPoint

PowerPoint combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   
3. To return to your presentation without printing it click .

If you're ready to print your presentation...

1. Choose the number of copies you want.
2. Look under Settings to choose other print options such as printing only certain slides, printing multiple slides per page, or printing gray scale.
3. When you are ready, click Print.

See also

• Print your PowerPoint slides or handouts
• Print slides with or without speaker notes

Project

Project combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   
3. Choose the number of copies you want.
4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.
5. When you are ready, click Print.
6. Click to return to your document.

See also

• Print a project schedule
• Print a view or report

Publisher

Publisher combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   
3. Choose the number of copies you want.
4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.
5. When you are ready, click Print.
6. Click to return to your document.

See also

• Print a brochure using Publisher
• Print a sheet of business cards with Publisher
• Set page margins for printing using Publisher

Visio

Visio combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   
3. Choose the number of copies you want.
4. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.
5. When you are ready, click Print.
6. Click to return to your document.

See also

• Print a diagram (Video)
• Print gridlines on drawings in Visio

Word

Word combines Print and Preview in the same window.

1. Click File > Print. On the right, you’ll see a preview of your presentation. On the left, you'll see the Print button and the configurable Settings.

2. To see each page, click the arrow at the bottom of the preview, and if the text is too small to read, use the zoom slider to adjust it.
   

   Tip

   If you'd like to preview multiple pages side by side, use the zoom slider to zoom out.

3. Click to return to your document without printing it.

If you're ready to print your document...

1. Choose the number of copies you want.

2. Look under Settings to choose other print options such as printing only certain pages, changing the page orientation, or printing two-sided.

   Note

   To print only certain pages in Word click Print All Pages. From there you can choose to print only the current page or you can choose Custom Print and specify pages to print such as "1-3" or "3-6, 10, 14".

3. When you are ready, click Print.

See also

• Print an envelope
• Create and print labels
• Print background color or image

Troubleshooting

For printer troubleshooting or driver information, see:

• Your printer's manual
• Your printer manufacturer's website
• The Microsoft Office Communities
• Fix printer problems