Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, and 2016. 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: Scaling Your Output.

Scaling Your Output

by Allen Wyatt
(last updated December 17, 2016)

4

You have been working on your document for hours. It is 35 pages long, and designed to be printed on legal-size paper. You decide to print the document, and discover you are out of legal paper. What do you do if you can't get any legal paper right away? You could reformat the document for letter-size paper, but that may not be the best solution.

Fortunately, Word includes a feature that allows you to independently specify a target paper size and an output paper size. This means you can format something for legal size, but instruct Word to scale the output so it will fit on letter size. This is very similar to a reduction setting on a copier. To take advantage of this feature, follow these steps if you are using Word 2007:

  1. Load the document you want to print.
  2. Press Ctrl+P. Word displays the Print dialog box. (See Figure 1.)
  3. Figure 1. The Print dialog box.

  4. Use the Scale to Paper Size drop-down list (lower-right corner) to specify the paper on which your document will be printed. (Use a setting of No Scaling if your output paper is the same as the paper size you used when you formatted your document.)
  5. Specify any other printing options, as desired.
  6. Click on OK to print your document.

If you are using Word 2010, Word 2013, or Word 2016, then the printing process is different:

  1. Load the document you want to print.
  2. Press Ctrl+P. Word displays the File tab of the ribbon with the printing controls visible.
  3. The bottom control on the screen is one that allows you to specify how many pages should be printed per sheet of paper. Click this control and you'll see a series of options.
  4. Use the Scale to Paper Size option (move the mouse pointer over it) to specify the paper on which your document will be printed. (Use a setting of No Scaling if your output paper is the same as the paper size you used when you formatted your document.)
  5. Specify any other printing options, as desired.
  6. Click on Print to print your document.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (10936) applies to Microsoft Word 2007, 2010, 2013, and 2016. You can find a version of this tip for the older menu interface of Word here: Scaling Your Output.

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

Using Alternating Styles

Alternating styles can come in handy when you have to switch between one type of paragraph and another, automatically, as ...

Discover More

Renaming a Style

Styles are invaluable when it comes to applying consistent formatting in and across documents. If you need to rename a ...

Discover More

Filling Table Cells with a Macro

Want to stuff a value into each cell of a table? You can either type the value over and over and over again, or you can ...

Discover More

Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!

More WordTips (ribbon)

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 ...

Discover More

Printing via Macro without Messages

When you are printing a document, it is not unusual to see messages (dialog boxes) periodically. When you want the ...

Discover More

Multiple Pages Per Sheet

You can save on paper with your printouts by instructing Word to print multiple pages on a single sheet. In fact, you can ...

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. 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 one more than 2?

2018-06-14 10:41:51

Moshe

Thank you for the tip. It is helpful.
Is there any way to change the DEFAULT setting of the field "Scale to Paper Size"? (In the old Word 2003)


2017-03-07 10:46:53

Allen

Barry: You won't see the dialog box shown above; as I note, that dialog box is only for Word 2007. You'll need to pay attention to the portion of the tip beginning with "If you are using Word 2010, Word 2013, or Word 2016, then the printing process is different."

-Allen


2017-03-07 10:37:13

Barry Jefferson

I have tried this extensively for Word 2016 but been unable to find any scaling option in the print or any other dialog. My Word 2016 has different dialogs from the ones you show here. Under advanced options I even unchecked the "scale content for A4 or 8.5 x 11" box.Can you offer any further help on this?


2016-12-17 11:46:42

Larry

Doesn't work. Aren't these options in the print dialog box specific to a particular printer?

I wish I did have this option

Larry
Word for Mac 2011


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.