Microsoft KB Archive/97663

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Incorrect Formatting on Printout Using Print Selection Option

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Q97663

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The information in this article applies to:


 * Microsoft Word for Windows, versions 1.0, 1.1, 1.1a, 2.0, 2.0a, 2.0a-CD, 2.0b, 2.0c, 6.0, 6.0a

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SYMPTOMS
When you print a selection of text in Word the Windows the formatting of the highlighted area may not print as expected.

Cause
When you print a selection that does not contain a section break or the last paragraph mark (in the last section only), Word does not retain the section formatting on the printed copy. Instead, Word uses the program default section settings, which are:

  Section Property            Setting ---

Left and right margins*    1.5 inches

Number of columns          1

Orientation                Portrait

Paper size                 Letter

Paper source               Default tray

Top and bottom margins*    1 inch
 * Note: Word version 1.x does not store margin settings in the section mark or the last paragraph mark. As a result, margins always print correctly when you use the Selection option in Word version 1.x.

WORKAROUND
If you want to retain section formatting when you print using the Selection option, include the section mark or last paragraph mark in your selection.

MORE INFORMATION
Word stores section-level formatting in the section break. For the last section in the document, Word stores section-level formatting in the final paragraph mark (every document contains at least one section). Section breaks and the last paragraph mark contain the following page setup and section layout formats:


 * Header and footer formatting and text
 * Column formatting
 * Page margins
 * Paper size, orientation, and source
 * Footnote and Endnote references
 * Line numbers
 * Vertical alignment properties
 * Section Start At settings (such as New Page, New Column, or Even Page)

If you choose to print a selection or a document component (Summary Info, Annotations, Styles, Glossary, or Key Assignments) in Word, the printer requires you to use letter-size paper.

In the Print dialog box, you can choose to print only the current selection or only a document component. Although a different paper size may be selected in the Print Setup (Printer Setup in Word for Windows version 1.x) or Page Setup dialog boxes, the printer requires 8.5-by-11-inch (letter-size) paper to print these items. This is a built-in requirement, imposed by Word for Windows, on the printer.

List of Effects
The following is a description of the effects of printing a selection that does not contain a section break or the last paragraph mark:


 * Headers and footers do not print.
 * Multiple-column sections print in one column.
 * Footnote and Endnote reference marks are correct in the body of your document, but Word numbers the footnote reference marks that accompany the footnote text beginning with 1. For example, if you print a selection that contains footnotes 5 through 7, Word uses 1 through 3 to number the footnote text at the bottom of the page.