Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Collating Copies.

Collating Copies

Written by Allen Wyatt (last updated May 9, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021


If you work where there is a good size copy machine, you already know what it means to collate something. With a copier, it means the multi-page document you are copying is placed in complete sets that can be used right away. It is the same in Word. If you have a document that consists of five pages, and you are printing multiple copies, you can either print them collated or normal. When they are collated, they are in page 1—5 order for each of the five sets. If they are not collated, five copies of the first page are printed, then five of the second, and so on.

To control collating, follow these steps if you are using Word 2007:

  1. Press Ctrl+P. Word displays the Print dialog box. (See Figure 1.)
  2. Figure 1. The Print dialog box.

  3. Specify the number of copies you wish to print.
  4. Click on the Collate check box. If the check box is selected, this indicates the copies will be collated.
  5. Click on OK. Your document is printed.

If you are using Word 2010 or a later version the steps are a bit different because Microsoft got rid of the Print dialog box. Follow these steps, instead:

  1. Press Ctrl+P. Word displays the print options on the File tab of the ribbon. (See Figure 2.)
  2. Figure 2. Printing Options Pane

  3. Using the Copies control, specify the number of copies you wish to print.
  4. Examine the controls in the Settings area. You'll find one that controls collation.
  5. Change the collation setting as desired. (You can select either Collated or Uncollated.)
  6. Click on the Print button. Your document is printed.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8057) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Collating Copies.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Creating a Sort Order

Excel is very flexible in how it can sort your data. You can even create your own custom sort order that is helpful when ...

Discover More

Changing Line Color in a Drawing Object

Don't like the color of the lines that Excel chose for your drawing object? It's easy to choose your own colors, as ...

Discover More

Understanding Font Styles

Fonts, by default, come with one or more styles that define variations of how that font is displayed in your document. ...

Discover More

Do More in Less Time! Are you ready to harness the full power of Word 2013 to create professional documents? In this comprehensive guide you'll learn the skills and techniques for efficiently building the documents you need for your professional and your personal life. Check out Word 2013 In Depth today!

More WordTips (ribbon)

Printing a Draft of a Document

Need to print a copy of a document but you don't care if it looks as "pretty" as you want the final printout to look? You ...

Discover More

Specifying a Paper Tray in a Macro

You may want to use a macro to process and then print your document. Part of that printing may involve specifying which ...

Discover More

Saving Print Specifications with a Document

When you create a document, you may envision that document being printed in a specific way. What if you want to save ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 + 9?

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)


This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.

Videos
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.