Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, and 2013. 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: Working with Multiple Printers.

Working with Multiple Printers

by Allen Wyatt
(last updated June 15, 2016)

1

You already know that Windows supports multiple printers. Using Word with multiple printers can be a bother, however, since you must display the printing options, change the printer, and then print the document. There is a way that you can have one-click printing of your documents on a designated printer. To do this, simply record a macro that changes the printer and then prints the document. The following is an example of a macro that will accomplish the task:

Sub GoodPrinter()
    Dim sCurrentPrinter As String

    sCurrentPrinter = ActivePrinter
    ActivePrinter = "HP LaserJet"
    Application.PrintOut Range:=wdPrintAllDocument, _
      Item:=wdPrintDocumentContent, Copies:=1
    ActivePrinter = sCurrentPrinter
End Sub

The one thing to note with this macro is the line that sets the ActivePrintere. Change the line so it reflects, exactly, the name of the printer you want to use for your output. In this example, it is set to a printer named "HP LaserJet".

It should be noted that this macro was not actually recorded; it was written from scratch. The reason is so that the name of the printer in use could be stored in the sCurrentPrinter variable. When the printing is completed, the printer can then be set back to whatever printer it was before your macro changed it.

The trick is to create a macro for each of the printers you use. You can then put each of the macros on the Quick Access Toolbar so that each printer has its own print button. When you then click on the button, the appropriate macro is run and you get output on the desired printer.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (8560) applies to Microsoft Word 2007, 2010, and 2013. You can find a version of this tip for the older menu interface of Word here: Working with Multiple Printers.

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

Formatting Captions

When you add captions to elements in your document, Word allows you to modify how those captions are formatted. Here's how ...

Discover More

Using the ABS Function

Need to find the absolute value of a number? That's where the ABS function comes into play.

Discover More

Updating Multiple PivotTables at Once

PivotTables are a great way to process huge amounts of data and make sense of that data. If you have a number of PivotTables ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

More WordTips (ribbon)

Printing Custom Properties

Do you use custom document properties? They can be very helpful, but sometimes hard to get at. This tip shows a way you can ...

Discover More

Curving Text Around the Edge of a CD

Word works great with text, but not so great if you need to do some specialized things with the text, such as printing it on ...

Discover More

Printing All Open Documents

Have a bunch of documents you need to print? If all the documents are open, you can use a handy little macro to print them ...

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}] in your comment text. You’ll be prompted to upload your image when you submit the comment. 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 3 + 4?

2016-07-12 10:07:40

l0ud

many thanks for the tip!

However I was unable to make it work for a network printer - the debugger kept telling me that the printer name I specify in the ActivePrinter line is incorrect. I tried typing it exactly the same as it appears in the printers list ('Model on Computername') and tried leaving out the 'on Computername' part, but it didn't work either way.

I solved the problem by reinstalling the network printer as a 'local printer' (i.e. local print queue) sending to a remote TCP/IP port. Works like a charm :)


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.

Newest Tips
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.