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.

Step-by-Step Fix

Step 1: Test with PDF Printing

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

Step 2: Fix Printer-Side Issues

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

Step 3: Fix Word-Side Issues

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

Step 4: Fix Blank Pages in Print

Extra blank pages usually come from:

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

Step 5: Fix Missing Images in Print

1. Go to File > Options > Display
2. Under Printing options, check Print drawings created in Word
3. Also check Print background colors and images
4. 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.