Small Printing with Different Word Versions

by Allen Wyatt
(last updated February 21, 2008)

Jennifer wrote about a problem she was having in her office when printing documents on different versions of Word. It seems that when she would print the document under Word 2000, it would look fine; when she printed it on a different machine under Word 2002, the document printed out with text about 25% smaller than it should be.

The first thing to remember is that Word 2002 has changed, dramatically, the way it prints comments and edits when Track Changes is turned on. It does these through a series of "balloons" that appear at the right side of a printout. Word adjusts the size of the printed text so that pagination is not affected, yet the comment and/or edit balloons can be printed. Because of this difference in handling how comments and/or edits are printed, a printout of the same document on Word 2002 would appear smaller than the same document printed on an earlier version. If this is your problem, looking through all pages of the printout, rather than just the first couple, should show if there are actual comments and/or edit balloons printed. To turn off this behavior, choose Print from the File menu, and then make sure the Print What drop-down list is set to Document rather than Document Showing Markup.

Next, check out the Print tab of the Options dialog box (Tools | Options | Print). If the Allow A4/Letter Paper Resizing check box is selected, and the original document was created for A4 paper and is now being printed on letter-size paper, then the result could be "shrunken" output. The solution is to either reformat the document for letter-size paper, or to turn off the Allow A4/Letter Paper Resizing check box.

You will also want to check to see if the Word 2002 machine has been set to use a different scaling on its printout. You access this by choosing Print from the File menu, and then examining the Scale to Paper Size drop-down list. Make sure the setting is appropriate for your printout.

Beyond these suggestions, it could be most anything related to a mix of different Word versions, different hardware, different operating systems, different printer drivers, font availability and substitution, etc. The number of variables to check can be staggering. A good place to start, however, is with the printer drivers. If different printer drivers are being used, then it is very likely that the output will look different, even when the target of the printout is the same printer. In such a case, you should update printer drivers on both machines, where possible. (Which printer drivers you are able to install can depend on the version of Windows you are using.) Other issues of WordTips have addressed issues related to printer drivers, fonts, and print-job settings.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1623) applies to Microsoft Word 2000 and 2002.

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

Drawing Simple Objects

Want to draw a few simple shapes or lines on your worksheet? It really is simple; here's how to do it.

Discover More

Viewing Your Work Full-Screen

Want to use the maximum space possible for displaying information on screen? You'll want to learn how to use the full-screen ...

Discover More

Inserting a Sound File in Your Worksheet

Some worksheets are better understood through the spoken word or with musical accompaniment. Sound files can be easily ...

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 (menu)

Printing Non-Printing Characters

Serious users of Word often display non-printing characters on-screen so they can see them easier. If you want those ...

Discover More

Printing Custom Properties

Do you use custom document properties? They can be very helpful, but sometimes hard to get at. This tip shows a way you can ...

Discover More

Selecting a Paper Size

Most of the time we print on whatever is a standard paper size for our area, such as letter size or A4 paper. However, Word ...

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 eight more than 8?

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.