Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Including a Printer's Name in a Footer.

Including a Printer's Name in a Footer

by Allen Wyatt
(last updated January 28, 2017)

Abdul works in an office where he has access to five printers from his computer. When he prints a document, he wants the footer to contain the name of the printer on which the document was printed, as in "Printed on: HP LaserJet 1320."

Provided that the document is being sent to a specific printer and not to a printer pool to which all five printers belong, the necessary footer information can be added through the use of a macro. The reason that it cannot be done if the printers are in a pool is because divvying up the print jobs to individual printers in a print pool is done by Windows itself, not by Word.

For an example of a macro you could use, consider this one:

Sub AddPrinterName()
    Dim sPName As String

    ' Get the printer name
    sPName = Trim(Left(ActivePrinter, InStr(ActivePrinter, " on ")))

    ' Close any special pane
    If ActiveWindow.View.SplitSpecial <> wdPaneNone Then
        ActiveWindow.Panes(2).Close
    End If

    ' Activate print view
    If ActiveWindow.ActivePane.View.Type = wdNormalView _
      Or ActiveWindow.ActivePane.View.Type = wdOutlineView Then
        ActiveWindow.ActivePane.View.Type = wdPrintView
    End If

    ' Open header/footer
    ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader

    ' Switch to footer
    If Selection.HeaderFooter.IsHeader = True Then
        ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageFooter
    Else
        ActiveWindow.ActivePane.View.SeekView = wdSeekCurrentPageHeader
    End If

    ' Insert text and printer
    Selection.TypeText Text:="Printed on: " & sPName

    ' Tidy up
    ActiveWindow.ActivePane.View.SeekView = wdSeekMainDocument
End Sub

This macro will insert the active printer's name into the footer. You can, if desired, trigger this macro from the DocumentBeforePrint event and you'll be sure that the footer has the required information in it whenever you choose to print. If you do so, of course, you'll want to make sure that you modify the macro slightly so that it selects any previously placed footer information and deletes it before inserting the new footer information.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (372) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Including a Printer's Name in a Footer.

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

Turning Off AutoComplete for Dates

The AutoComplete feature can be helpful. However, there are times when the suggestions Word makes aren't what you want. This ...

Discover More

Triple-Spacing Your Document

Print your document with lots of space between each line—triple space it! Here's some quick and easy steps for getting ...

Discover More

Using Named Formulas Across Workbooks

You can use the naming capabilities of Excel to name both ranges and formulas. Accessing that named information in a workbook ...

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 (menu)

Printing and Exiting Word in a Macro

When you print a document, Word remains busy in the background until the printing is done. If you try to end the program ...

Discover More

Printing Personalized Copies of a Document

Need to have a series of documents customized for individual users? Mail merge may be overkill, but the macro presented in ...

Discover More

Printing Copy Numbers

Copy 1, Copy 2, Copy 3... Do you want to mark your printouts so that they are numbered? Here's how you can do it.

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 8Mpixels. 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 5 + 0?

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 menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon 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.