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: Fitting to a Single Page.

Fitting to a Single Page

by Allen Wyatt
(last updated June 28, 2017)

Dennis has run into the common problem of documents printing differently on different systems in his office. He has one document that prints as a single page on one system, but prints as two pages on a different system. He noted that in Excel he can force a page to "fit" a single page, and it seems to work across different systems. This caused him to wonder if there is something similar that can be done in Word.

As has been recounted in other issues of WordTips, the differences in appearance and printing of a document from one system to another is due to a variety of factors. Differences in versions of Word, installed fonts, printer drivers, and even video cards can cause differences in how a document appears and prints. The only sure-fire way around this problem is to convert the document to a PDF format using a program such as Adobe Acrobat. There are a couple of things you can try, however, with the document itself.

First, you can make sure that when the document is saved, you embed TrueType fonts within it. You do this by choosing Tools | Options | Save tab (See Figure 1.) , and then making sure the Embed TrueType Fonts check box is selected. This should overcome any system differences that are solely due to issues of which fonts are installed on the systems.

Figure 1. The Save tab of the Options dialog box.

You can also choose Tools | Options | Compatibility tab (See Figure 2.) and make sure that the User Printer Metrics to Lay Out Document option is selected. This can help ease some differences (but not all differences) between printers that are introduced by different versions of Word.

Figure 2. The Compatibility tab of the Options dialog box.

It could also be that if the problem document is using the Normal.dot file, that the styles in the Normal.dot files on each of the systems are defined differently. If this is the case, then the solution is to copy the Normal.dot file from one system to the other. Be careful in doing this, however, as it can affect other customizations on the target system, and may cause unintended consequences in other documents. You should also only consider copying the Normal.dot file if both systems are using the same version of Word.

As far as forcing a document to a single page, Print Preview offers a "Shrink to Fit" toolbar button. This reduces the number of pages in the document by one so that you can prevent a small portion of the document from spilling onto another page. There are risks in using this tool, however—it can mess up some of your formatting. You will want to experiment to see if it works for your particular needs.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (412) 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: Fitting to a Single Page.

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 the Legend On and Off

When you create a chart in Excel, the program may automatically add a legend that explains the contents of the chart. In ...

Discover More

Quickly Displaying Formatting Specs

It's easy to apply formatting to text, but often hard (after the fact) to know exactly what was done. If you often need ...

Discover More

Using Named Formulas or Constants

An easy way to create a name for a formula or constant value. The name can then be used in other formulas or for ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step 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

Discovering Printer Drift

How accurate is your printer when it comes to placing information on the printed page? The simple technique described in ...

Discover More

Sending Printer Commands

If you need to send a command directly to your printer, then you need to use the PRINT field. It allows you to send ...

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 3 + 1?

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.