Saving Print Specifications with a Document

by Allen Wyatt
(last updated November 16, 2019)

Kaushik wonders if it is possible to save printing specifications with a document? He has a printer in the office named Xerox and he wants to create a Word document containing a report, setting the printing settings within that doc (3 copies, color, left binding, etc.). When someone else opens the document and chooses to print, Kaushik would like those same specifications to be used when that person (or any other person) chooses to print.

There is no built-in way to do this in Word as print specifications are set as you go to print, and not before. It may be possible, however, to set up a macro to do the printing just the way you want. The easiest way to figure out if this is the case is to turn on the macro recorder, go through your print-setup routine, print the document, and then turn off the macro recorder. If you are lucky, you may be able to then use the recorded macro to do your printing of that document.

I say "if you are lucky" because there are some printer-related settings that may not be recordable using a macro. It all depends on what your printer driver makes available to the Word object model and, via that, to VBA. A good example is a printer that I have which does stapling. Even if I configure the printer to staple output from a print job, those steps to do the configuration are ignored by the macro recorder.

This means that once your macro is recorded, you'll need to take a look at the code in the macro to make sure all your configuration steps are there. Sound like a hassle? It can be. It is even more of a hassle when you realize that any macro you create is necessarily tied to a specific printer make and model and may not work with other printers. If you plan on saving the macro with the document and expecting others to be able to print using that macro, this can be a huge stumbling block unless you are sure they have the same version of Word as you, the same printer make and the same printer model. (And, sometimes, use the same route to get to the printer as you—especially if you access the printer via a network.)

As a workaround, you may want to simply create different types of output that meets your specs. For instance, if you need to create both a color and B&W version of a report, you might want to save both types of output to individual PDF files. You can then provide those PDF files to others (instead of the originating Word document) so they can actually create the prints.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (13700) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Office 365.

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

Navigating Your Document Using Outline View

When you need to get around a long document, a really helpful method is to use the Outline view built into Word. This tip ...

Discover More

Continually Saving Normal.dot

If your Normal.dot file is continually saved when you exit Word, even when you haven't made any changes to it, the ...

Discover More

Saving Documents Using the Same Filename

When working on a document, you most often want to save your edits using the existing name of the document. If Word ...

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)

Getting a Double-Spaced Printout

When working with printed documents, many people prefer to see the document double-spaced. If you have a single-spaced ...

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

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
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 eight minus 6?

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.

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.