Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. 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

Written by Allen Wyatt (last updated February 8, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365


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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.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the WordTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

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, 2013, 2016, 2019, and Word in Microsoft 365. 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. ...

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What is seven more than 9?

2023-02-09 21:36:26

Tomek

You can have multiple printers installed on your computer, even if you only have one physical printer connected. Each of these virtual printers can have slightly different settings; I have one for single sided printing and another for double sided.

Another printer I have set up, is a printer on the NUL: port. Why? After all, if you print to such printer nothing gets printed anywhere. However, I found that it is the best way to update all fields in your document if you have "Update fields before printing" checked in Word Options -> Display section Printing Options. It used to be that just opening the Print Preview would do it, but not anymore in MS365. My approach seems to do it for main story, headers, footers, inside the tables, text boxes, etc. all at once. If you do it manually by Ctrl+A , Shift+F9 you only get the update in the story you are currently editing.
Thus I have a macro like the one Allen suggested, to print to NUL printer and I call it UpdateAllMyFields.


2023-02-08 08:22:22

Kiwerry

Thanks, Allen.
If one's QAT is already getting crowded, adding a separate macro for each printer will exacerbate the situation. Having "Print preview and print" in your QAT brings up the dropdown list of all available printers, so you're two clicks from the correct printer selection.

If there's plenty of space on a QAT then Allen's suggestion is better.


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