Microsoft KB Archive/103377
FastTips: Printing Questions and Answers
Last reviewed: October 10, 1997
The information in this article applies to:
This article contains the text of "Printing Questions and Answers," which is available on the Microsoft FastTips service for Word for Windows. It answers the most frequently asked questions regarding printing in Word for Windows.
1. Q. How do I change the formatting of envelopes I create using the Envelope button on the Word for Windows toolbar? A. Word uses two automatic styles, Envelope Return and Envelope Address, to format your envelope. You can modify these styles to customize the formatting of the return and mailing addresses of your envelopes. These styles do not appear in the Style Name list on the ribbon or in the Format Style dialog box unless you modify them globally or add an envelope to the current Word document using the Create Envelope command. If the envelope styles do not appear in the Style Name list, you can type the appropriate name in the Style Name box to change the default settings. For example, to change the envelope return address font to 10-point Helvetica, use the following seven steps: 1. From the Format menu, choose Style. Choose the Define button. 2. Select or type Envelope Return in the Style Name box. 3. If you want to change the default format for all envelopes, select the Add To Template check box. 4. Choose the Character button, and select Helvetica in the Font box. Select 10 in the Points box. 5. Choose OK. 6. Choose the Change button, then choose the Close button. 7. If you selected the Add To Template check box in step 3 above, choose Save All from the File menu. Choose the Yes button when Word prompts you to save global glossary and command changes. When you create a new envelope, Word uses the Return Address style and prints the return address in 10- point Helvetica. For more information, see pages 118 through 119 and 189 through 218 in the "Microsoft Word for Windows User's Guide." 2. Q. Why doesn't my graphic print in Word 2.0 for Windows? A. Graphics may not print for several reasons, and the problem may depend on the equipment you are using. Scanned high-resolution monochrome graphics may not print because of Windows limitations. In such cases, use another file format (such as Windows Metafile) or use a lower resolution scan. Files greater than 64 kilobytes (K) in size may encounter a Windows converter limitation. You may be able to print these images by using the following steps: 1. Select the picture. 2. From the Edit menu, choose Cut. 3. From the Edit menu, choose Paste Special. 4. Under Data Type, select Bitmap, then choose the OK button. Images scaled in Word for Windows may not print on some printers. Scale the image with the originating application or choose Picture from the Format menu in Word for Windows, scale the image to 100 percent, and try printing again. Ensure that you have the latest available printer driver. To determine the printer driver version, use the following steps: 1. From the File menu, choose Printer Setup. 2. Select your printer and choose the Setup button. 3. Make sure that Draft mode is not selected. 4. Choose the About button. (A version number should be displayed.) 5. If there is no About button, look for a "V number" near the OK button. Some representative driver versions include the following: Hewlett-Packard (HP) LaserJet Series II, version 3.4 or later; HP LaserJet Series III, version 126.96.36.199 or later; HP PaintJet 500 version 2.0; and IBM Personal Pageprinter version 3.4. 3. Q. Why can't I print the equations I made in Microsoft Equation Editor? A. If you are using an HP DeskJet series printer or a dot-matrix printer, equations do not print because these printers do not support the symbol fonts used by Equation Editor. You may be able to get some of the Equation Editor characters to print by changing the settings for the Uppercase Greek, Lowercase Greek, and Symbol styles in the Define Style command. If you have Microsoft Windows version 3.1 or a third-party font manager that recognizes PostScript Type 1 fonts, you can print equations using the TrueType or PostScript versions of the Equation Editor fonts. Use the following instructions to install the Equation Editor TrueType or PostScript fonts: Windows Version 3.1 TrueType Fonts ---------------------------------- If you installed Windows version 3.1 after you installed Word version 2.0, you need to reinstall Equation Editor using the Word Setup program. Setup detects Windows version 3.1 and installs the TrueType version of the Equation Editor fonts. Your equations should now print correctly on DeskJet or dot- matrix printers. Third-Party Font Manager ------------------------ Note: Use this option if you have a version of Windows earlier than version 3.1. If you have Windows version 3.1, use the instructions in the previous section instead. If you have a third-party font manager that supports PostScript Type 1 fonts (such as Adobe Type Manager or SuperPrint), use it to install the Equation Editor PostScript fonts. The following instructions describe how to use one specific font manager, Adobe Type Manager (ATM), to install Equation Editor fonts: 1. Install a Windows PostScript printer driver through the Windows Control Panel and make that printer the default printer. 2. Exit Word for Windows and Equation Editor. 3. Activate the ATM Control Panel. Note: The ATM icon usually displays as a lowercase cursive "a." 4. In ATM, choose the Add button. 5. Specify the entire path to the fonts that you added when setting up the Equation Editor. The following is a typical path: C:\WINDOWS\MSAPPS\EQUATION 6. The Fences, MT Symbol, MT Extra, and MT Symbol Italic fonts appear in the Available Fonts box. 7. Choose the fonts to be installed, and choose the Add button. 8. You must exit and restart Microsoft Windows for the ATM changes to take effect. 4. Q. How can I increase the printing speed of Word for Windows? A. Here are four things you can do to increase printing speed in Word: 1. Use a printer font instead of a downloadable font. 2. Make sure there is a SET TEMP statement in your AUTOEXEC.BAT file and that it points to a valid directory with at least 2 megabytes free disk space. 3. In Windows Print Manager, choose the High Priority setting to allocate more computer processor time to Print Manager. Your documents print faster, but you must wait longer for the hourglass to disappear in Word when you print. 4. Free up conventional memory using the following steps: a. Remove unnecessary device drivers and memory-resident software from your CONFIG.SYS and AUTOEXEC.BAT files, such as screen savers and virus detection software. b. In Word, choose Draft from the View menu. c. Maximize both the Word application and document windows. 5. Q. I am using an HP LaserJet IIP with Word for Windows and my envelope does not print or it prints incorrectly. What can I do? A. If you are running with Windows version 3.1, do the following: 1. Make sure the printer selected in the Print Setup dialog box is the IIP, and not the II. If the II is selected, the envelope address prints in the wrong position. 2. In the Tools Options Print dialog box, make sure neither of the following options is selected: - Reverse Print Order - Printer's Envelope Feeder has been Installed If you are running with Windows version 3.0, you need version 3.4 or later of the HP LaserJet Series IIP printer driver. If you have an earlier version of the printer driver, you should contact Microsoft Sales Information Center at (800) 426-9400 and request the Supplemental Driver Library for Windows version 3.0. If you call from outside the United States, contact Microsoft International Customer Service at (425) 936-8661. 6. Q. Why does Word print a blank envelope on my HP LaserJet Plus printer? A. If you are running with Windows version 3.1, you must set a printer heuristic to print envelopes correctly on the HP LaserJet Plus. To do this, add the following line to the [Microsoft Word 2.0] section of your WIN.INI file: HPPCL=+4 With this heuristic, envelopes print correctly when you feed them on the right side of the paper tray. For information on editing the WIN.INI file, see page 810 in the "Microsoft Word for Windows User's Guide." If you are running with Windows version 3.0, you do not need to set a printer heuristic. To print envelopes on the HP LaserJet Plus, you must use version 3.4 or later of the Windows LaserJet printer driver. To obtain this driver, contact Microsoft Sales Information Center at (800) 426-9400 and request the Supplemental Driver Library for Windows version 3.0. 7. Q. I want to use the envelope tray with my HP LaserJet II printer. In the File Print Setup dialog box, the envelope tray does not appear as a Paper Source setting. What can I do? A. To use the envelope tray with your HP LaserJet Series II printer, select the HP LaserJet Series IID as your active printer in the File Print Setup dialog box in Word. 8. Q. I get the error message "Cannot print" when I try to print from Word for Windows. How can I get Word to print? A. The "Cannot print" error message may occur if you do not have enough free disk space for Word to create temporary print spooling files. Make sure there is a SET TEMP statement in your AUTOEXEC.BAT file and that it points to a valid directory with at least 2 megabytes (MB) free disk space (3 MB or more is recommended). By default, Windows uses C:\WINDOWS\TEMP as the TEMP directory. You should not use the root directory on your hard disk as the TEMP directory. If Print Manager exceeds the capacity of your root directory when it swaps temporary files to disk while printing, the print job fails and the "Cannot print" error message occurs. As a result, you should use a location other than your root directory for your TEMP variable.
Last reviewed: October 10, 1997