Printing and sharing documents professionally in Microsoft Word means making sure your file looks polished, is easy to distribute, and presents your work in the best possible way. Here’s a step-by-step guide:
1. Prepare Your Document
Before
printing or sharing:
- Proofread carefully – check spelling, grammar, and formatting.
- Use consistent formatting – align fonts, headings, margins, and spacing.
- Apply Styles – use Word’s built-in styles for headings,
subheadings, and body text for a professional look.
- Add page numbers, headers, and
footers if appropriate.
- Check page layout – go to Layout > Margins to ensure balance
and readability.
- Preview before finalizing – use File > Print > Preview to see how
it will look on paper.
2. Print Professionally
- Go to File > Print.
- Choose your printer.
- Select:
- Number of copies
- Pages (all, current, or custom range)
- Orientation (portrait or landscape)
- Paper size (A4, Letter, etc.)
- Use Print Settings:
- Print on both sides (if available) for a professional booklet feel.
- Collated to keep multi-page sets together.
- High-quality printing (under Printer Properties) for important reports.
- Always print a test page
first to confirm layout and alignment.
3. Share Professionally
Option A: Share as a Word Document (.docx)
- Best if the recipient needs to edit
the file.
- Go to File > Share >
Email > Send as Attachment or save the file and attach it manually.
Option B: Share as a PDF
- Best if you want to preserve
formatting and prevent edits.
- Go to File > Save As >
Browse > Save as type > PDF.
- Or use File > Export >
Create PDF/XPS.
- This ensures your fonts,
spacing, and layout remain intact across all devices.
Option C: Share via Cloud (OneDrive / SharePoint)
- Go to File > Share >
Share with People.
- Save to OneDrive or SharePoint,
then send a link.
- Choose permissions:
- Can edit (collaboration)
- Can view (read-only)
4. Professional Touches
- Add a cover page: Insert
> Cover Page.
- Insert a table of contents
if your document is long.
- Use document properties:
File > Info > Properties to add title, author, and keywords.
- Remove hidden metadata: File
> Info > Check for Issues > Inspect Document.
✅
Pro tip: Always send or print a PDF for external audiences. It
guarantees your document looks the same everywhere, avoids font issues, and
shows attention to detail.
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