Microsoft Office Tutorials and References
In Depth Information
Printing a Document
To Save an Existing Document with the Same File Name
You are i nished editing the l yer. Thus, you should save it again. The following
step saves the document again. For an example of the step listed below, refer to the Ofi ce
2010 and Windows 7 chapter at the beginning of this topic.
Click the Save button on the Quick Access Toolbar to overwrite the previously saved i le.
Printing a Document
After creating a document, you may want to print it. Printing a document enables you
to distribute the document to others in a form that can be read or viewed but typically
not edited. It is a good practice to save a document before printing it, in the event you
experience difi culties printing.
Determine the best method for distributing the document.
The traditional method of distributing a document uses a printer to produce a hard copy. A
hardcopy or printout is information that exists on a physical medium such as paper. For users
that can receive fax documents, you can elect to print a hard copy on a remote fax machine.
Hard copies can be useful for the following reasons:
Many people prefer proofreading a hard copy of a document rather than viewing it on
the screen to check for errors and readability.
Hard copies can serve as reference material if your storage medium is lost or becomes
Conserving Ink
and Toner
If you want to conserve
ink or toner, you can
instruct Word to print
draft quality documents
by clicking File on the
Ribbon to open the
Backstage view, clicking
Options in the Backstage
view to display the Word
Options dialog box,
clicking Advanced in the
left pane (Word Options
dialog box), scrolling
to the Print area in the
right pane, placing a
check mark in the ‘Use
draft quality’ check box,
and then clicking the OK
button. Then, use the
Backstage view to print
the document as usual.
corrupted and you need to recreate the document.
Instead of distributing a hard copy of a document, users can choose to distribute the
document as an electronic image that mirrors the original document’s appearance. The
electronic image of the document can be e-mailed, posted on a Web site, or copied to a
portable storage medium such as a USB l ash drive. Two popular electronic image formats,
sometimes called i xed formats, are PDF by Adobe Systems and XPS by Microsoft. In Word,
you can create electronic image i les through the Print tab in the Backstage view, the Send &
Save tab in the Backstage view, and the Save As dialog box. Electronic images of documents,
such as PDF and XPS, can be useful for the following reasons:
Users can view electronic images of documents without the software that created the
original document (e.g., Word). Specii cally, to view a PDF i le, you use a program called
Acrobat Reader, which can be downloaded free from Adobe’s Web site. Similarly, to
view an XPS i le, you use a program called an XPS Viewer, which is included in the latest
versions of Windows and Internet Explorer.
Sending electronic documents saves paper and printer supplies. Society encourages users
to contribute to green computing , which involves reducing the environmental waste
generated when using a computer.
To Print a Document
With the completed document saved, you may want to print it. Because this l yer is being posted, you will
print a hard copy on a printer. The steps on the next page print a hard copy of the contents of the saved Found
Dog Flyer document.
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