Changing the Default 'Print What' Setting

by Allen Wyatt
(last updated September 13, 2016)

1

When you print a document, Word attempts to figure out the best printing method, based on the characteristics of your document. If you have a regular document to print, and you display the Print dialog box, the Print What drop-down list is set to Document. However, if you have the Track Changes feature turned on, then the behavior of the Print dialog box differs.

When you turn on Track Changes, Word automatically changes the viewing mode to Final Showing Markup. This mode is obvious if you have the Reviewing toolbar displayed, and if you display the full View menu you will see the Markup toggle is selected. When you later display the Print dialog box, provided you have made at least one tracked edit, you will see that Document Showing Markup is now selected in the Print What drop-down list. (See Figure 1.)

Figure 1. The Print dialog box.

If you don't want to print your markup, it can get bothersome to continually remember to change the Print What setting to Document. There is no way to change the value of this setting to some other default; it is set on-the-fly, each time you display the Print dialog box.

You can, however, create a macro to do your printing. The macro could then be assigned to a toolbar button or a shortcut key, so it can be quickly executed. The following macro prints one copy of the current document, as if you had selected Document in the Print What drop-down:

Sub PrintDoc()
    Application.PrintOut Range:=wdPrintAllDocument, _
      Item:=wdPrintDocumentContent, Copies:=1
End Sub

The Item parameter is the one that specifies what should be printed. If you wanted to print the document with markup, then Item should be set to wdPrintDocumentWithMarkup, whereas wdPrintDocumentContent prints just the document, without markup.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (3790) applies to Microsoft Word 97, 2000, 2002, and 2003.

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

Protecting Formulas in Control-Linked Cells

Form controls can be a great way to get information into a worksheet. They are designed to be linked to a cell so that the ...

Discover More

Shortening ZIP Codes

US ZIP Codes can be of two varieties: five-digits or nine-digits. Here's how to convert longer ZIP Codes to the shorter ...

Discover More

Saving Money on Printing Labels

Labels can be expensive, and a little common sense will help you waste less money as you try to get your labels to appear ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Transferring Fonts

Do you want to transfer fonts from one computer system to another? It is relatively easy to do, but there is one important ...

Discover More

Printing a File List

It is often helpful to have a list of all the documents in a given directory or folder. Word doesn't have a built-in way to ...

Discover More

Duplexing Documents, by Default

If you have a printer that will print on both sides of a piece of paper, you may want to use that ability within 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 minus 3?

2015-08-10 16:37:11

Jim Hill

I was wondering how to set a document print setting default when the document loads.
What I want is to set the Custom print range to 2 - 9.
(because I always forget to do this.)
Also, if I know how to do this, I can set up custom stuff for a lot of other files.

I created the macro
Sub PrintRange()
ActiveDocument.ActiveWindow.PrintOut _
Range:=wdPrintFromTo, From:="2", To:="9"
End Sub

but would like to just set this and other defaults on a per document basis.


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.