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Windows Vista

Printing Basics

Most of the time after creating a document or presentation you will need to print it. Depending on the application you are using, there are several ways you can print. For example, in Microsoft PowerPoint you can print out Note Pages, Slides, or Handouts. This document discusses printing in Microsoft Vista.

return to topPreparing the Printer

Following these steps will help prevent printing problems:

  1. Check the label on the computer to verify its printer location

  2. Before you print, check the printer to see if the Ready light is on
    If the Ready light is off, check the printer for paper jams, and check the display on the printer.
    NOTE: The display on the printer should say Ready if the printer is working properly.

  3. Insert approximately 20 sheets of 20 lb bond paper into the paper tray
    NOTE: Paper jams may occur when:

    • only a few sheets of paper are used
    • paper other than 20 lb bond is used
    • the laser paper has already been used
    • the paper is damaged or has curled/bent edges

return to topPrinting

The following are basic instructions for printing within Microsoft Vista. For more specific instructions, use the Help menu of the program you are trying to print from (if there is one available).

Before you print, always prepare the printer.

  1. The following instructions are written generically for Windows Vista and most Windows programs.

    1. Open the document you want to print

    2. In a Microsoft Office program, from the OFFICE buttonOffice button» select Print
      In other programs, from the File menu » select Print...
      HINT: If the File menu is not visible, press [Alt]
      The Print dialog box appears.
      Print dialog box

    1. From the Name pull-down list, select the desired printer
      NOTE: If the correct printer does not appear, refer to Connecting to a Printer.

    2. If necessary, make any other adjustments to the dialog box  

    3. Click OK
      The document prints to the selected printer.

return to topChanging, Adding, or Deleting a Printer

When you select the Print option from an application such as Microsoft Word, the Print dialog box will display the default printer. These instructions will guide you through changing the printer, adding a new printer, or deleting a printer.

Changing the Printer before Printing

Use this option if the Print dialog box is already open, and you need to print to a different printer.

  1. From the Printer pull-down list, select a different printer
    NOTE: If the desired printer is not listed, follow the instructions for adding a new printer.

  2. Click OK
    Your document will now print to your selected printer.

Adding a New Non-Network Printer

If your computer is not connected to a network, you will want to add a local printer. USB printers are automatically detected and installed by Windows Vista. For all other local printers, follow these instructions.

  1. From the Start menu, select Control Panel
    The Control Panel pane appears.

  2. In the Hardware and Sound group, click PRINTER
    The Printers pane appears.

  3. On the Command bar, click ADD A PRINTERAdd a printer button
    The Add Printer wizard appears.

  4. Select Add a local printer

  5. Verify that Use an existing port is selected

  6. From the corresponding pull-down list, select the appropriate port

  7. Click NEXT

  8. From the Manufacturer scroll box, select the manufacturer of your printer
    The Printers list updates.

  9. From the Printers scroll box, select your pinter model

  10. Click NEXT

  11. Verify the Printer name

  12. If you would like this to be your default printer, select Set as the default printer
    The option is selected if an checkmark appears before it.

  13. Click NEXT
    Installation begins.

  14. OPTIONAL: To test the printer setup, click PRINT A TEST PAGE

  15. Click FINISH
    The printer has been added.

Connecting to a Network Printer

If you work in a network environment, you will want to connect to one or more printers. The Add Printer Wizard makes this process easy to do.

NOTE: These instructions assume that you know the network name of the printer you wish to add.

  1. From the Start menu, select Control Panel
    The Control Panel pane appears.

  2. In the Hardware and Sound group, click PRINTER
    The Printers pane appears.

  3. On the Command bar, click ADD A PRINTERAdd a printer button
    The Add Printer wizard appears.

  4. Select Add a network, wireless or Bluetooth printer
    The Printers pane refreshes.

  5. From the Select a printer scroll box, select the desired printer
    OR
    If you printer is not listed,
    1. Click THE PRINTER THAT I WANT ISN'T LISTED
    2. Select Select a shared printer by name

    3. In the corresponding text box, type the name of the printer (e.g., \\print\citi04)

  6. Click NEXT
    The printer installation begins.
    You may be prompted to install the printer drivers, an action which requires administrative credentials.

  7. If you would like this to be your default printer, select Set as the default printer
    The option is selected if an checkmark appears before it.

  8. Click NEXT

  9. OPTIONAL: To test the printer setup, click PRINT A TEST PAGE

  10. Click FINISH
    The printer has been added.

Deleting a Printer

  1. From the Start menuStart button» select Control Panel
    The Control Panel menu appears.

  2. Under Hardware and Sound, click PRINTER
    The Printers menu appears.

  3. Select the printer to delete

  4. On the Command bar, click DELETE THIS PRINTER
    A confirmation dialog box appears.

  5. Click YES
    The printer is removed...

  6. Close the Printers and Control Panel dialog boxes

return to topSelecting the Default Printer

When you print, documents will automatically be sent to the default printer. Below are the steps to selecting a default printer.

  1. From the Start menuStart button» select Control Panel
    The Control Panel menu appears.

  2. Under Hardware and Sound, Click PRINTER
    The Printers menu appears.

  3. Select your desired printer

  4. Click SET AS DEFAULT Set as default button
    A check mark appears on the default printer.Default printer icon

  5. Close the Printers and Control Panel dialog boxes

return to topSolving Printing Problems

There are several problems that may arise when you try to print. The following topics address what to do if nothing happens when you send a document to the printer, if you sent too many copies of a document to the printer, and if someone else's document printed on your paper.

Nothing Happened

If your document does not seem to be printing, check to see that the Ready light is on, and that you are sending to the correct printer. If there is still a problem, check the activity of your printer.

  1. From the Start menuStart button» select Control Panel
    The Control Panel menu appears.

  2. Under Hardware and Sound, click PRINTER
    The Printers menu appears.

  3. Double click the printer you are using
    A new dialog box appears with the printer information.

  4. Look for error messages and/or other print jobs

You Sent Too Many Copies

Many print jobs can be cancelled simply by pressing the CANCEL button on the printer. The labeling and location of printer cancel buttons will vary with make and model. Most HP printers on campus have a button labeled cancel job.

To delete a print job you have sent:

  1. From the Start menuStart button» select Control Panel
    The Control Panel menu appears.

  2. Under Hardware and Sound, click PRINTER
    The Printers menu appears.

  3. Double click the name of the printer you are using
    The printer dialog box appears.

  4. To delete a print job on the Waiting list:
    1. Select the print job to be deleted

    2. From the Document menu, click CANCEL
      The print job is cancelled. A few additional pages may print.

  5. Close the Printer List dialog box

  6. To continue working, click on your document

Someone Else’s Document Printed on Your Paper

This is an unfortunate occurrence that sometimes happens with shared resources. Remember to check the Ready light on the printer before you print to avoid this problem and always carry extra paper with you.

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