Why does my document look different when printed?

Print Layout view shows an approximation of the printed output, but differences can occur due to printer margin requirements, font substitution, and image rendering. Always use Print Preview (File > Print) to check before printing.

Fix: Word Document Not Printing Correctly

Diagnosing Print Problems

The first step is determining whether the issue is with Word’s formatting or your printer.

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Step 1: Test with PDF Printing

Go to File > Print
Change the printer to Microsoft Print to PDF
Click Print and save the PDF
Open the PDF and check if it looks correct
If the PDF looks good, the issue is your printer/driver
If the PDF also looks wrong, the issue is in Word

Step 2: Fix Printer-Side Issues

Update your printer driver from the manufacturer’s website
Go to File > Print > Printer Properties
Check paper size matches your document’s page size
Check print quality settings
Try a different printer to isolate the issue

Step 3: Fix Word-Side Issues

Check margins: Layout > Margins — ensure they’re within your printer’s printable area
Check page size: Layout > Size — ensure it matches your printer’s paper
Check File > Options > Display — enable Print background colors and images if backgrounds are missing
Enable Print drawings created in Word in the same section

Step 4: Fix Blank Pages in Print

Extra blank pages usually come from:

Extra paragraph marks at the end of the document (show with Ctrl+Shift+8 and delete them)
Manual page breaks before the blank page
Section breaks with “Start on next page” settings

Step 5: Fix Missing Images in Print

Go to File > Options > Display
Under Printing options, check Print drawings created in Word
Also check Print background colors and images
If images are still missing, they may be set to “In Front of Text” wrapping — try changing to “In Line with Text”

Pro Tip

Always use File > Print to preview before printing. The preview shows exactly what will print, including any issues.