Troubleshoot Printing Issues in Microsoft Word

 

Basic Checks

First, it’s a good idea to do some basic hardware checks to ensure everything is hooked up as it should be.

Here are a few things to check before we look at Word:

• Make sure the USB cable that connects your PC to your printer is hooked up properly. If your printer is wireless, make sure it’s turned on.
• Double-check the internet connection (wired or wireless).
• Make sure the printer is plugged in and turned on.
• See if there’s a paper jam.
• Ensure your printer is compatible with your computer. Search Google and the printer manufacturer’s website for more information.

These might seem like obvious things to check, but they’re also easy to forget. It’s always best to try the basics first and avoid wasting time unnecessarily.

A Quick Solution

This tip won’t fix your printing issues, but it will allow you to print from your computer in a pinch. If you don’t have time to figure out what’s going on with Word, but really need to print a document, convert the file to a PDF. Then, you can print it from a different application.

To convert a Word document to a PDF, open the document you want to convert, click “File,” and then click “Save As” in the pane on the left.

You see a box that shows you the type of file the document is; click the arrow next to it. In the drop-down menu, click “PDF,” and then click “Save.”

Now, open the file in another program (like Acrobat) and print it.

Microsoft’s Printing Troubleshooter for Windows

Open the tool. On the homepage, you see basic information about what the software does; click “Next.”

The diagnosis runs. If the troubleshooter doesn’t find anything, Microsoft will suggest you run the tool as an Administrator—go ahead and do so.

A message appears that asks you to choose the printer with which you’re having issues. Select it, and then click “Next.”

The program runs the diagnosis and makes suggestions as it goes. When the troubleshooter is finished, try to print your Word document again.

Install the Latest Driver

Outdated drivers are often the cause of printing problems, so make sure yours is up to date. There are two ways you can do this. First, check the “Drivers” section on your printer manufacturer’s website for any driver updates.

The second way is to update your PC because Windows might find an updated driver for your printer. To check for an update, click the Start button on your Windows PC, and then click the gear icon to open the “Settings” menu.

In the “Settings” window, click the last option on the list, “Update & Security.”

Click “Windows Update.”

If you’re on a Mac, click the Apple icon in the top-left corner, and then click “Software Update.”

When the update is complete, try to print your Word document again.

Remove and Reinstall a Printer in Windows

Another solution is to remove and reinstall your printer, as this will include all the latest updates.

To remove your printer, click the Start button on your Windows PC, and then click the gear icon to open the “Settings” menu.

Click “Devices.”

Next, click “Printers & Scanners.”

Select the printer you want to remove from the list, and then click “Remove Device.”

Now, to reinstall the printer, click “Add a Printer or Scanner” at the top of the menu.

Select your printer from the list, and then click “Install.”

When the installation is complete, try to print your Word document.

Remove and Reinstall a Printer in MacOS

On a Mac, the process to remove and reinstall a printer is a bit different.

To get started, click the Apple icon in the top-left corner, and then select “System Preferences.”

Next, click “Printers & Scanners.”

Finally, select the printer you want to remove, and then click the minus sign (-) at the bottom of the screen to delete it.

To reinstall the printer, click the plus sign (+). Select your printer from the list that appears, and then click “Add.”

After you reinstall your printer, try again to print your Word document.