Tag Archive for default printer

Printing to a secondary printer

Bob sends in the following question by email concerning printing with Word 2007:

I have a networked Ricoh printer that is my default printer. I have an HP laser attached to my workstation.

I use the HP to print envelopes. How do I print an envelope to the HP without resetting default printer?

Thanks for the question, Bob.

When two or more printers are available to your computer — either directly connected to the computer, or over a home or office network — one printer is the primary (default) and the others are secondary. In Bob’s case the Ricoh printer on his network is his primary (default) printer, and he has a Hewlett Packard (HP) attached to the computer which is his secondary printer.

First, I’ll assume you’re using the envelope setup technique I discussed in my post Setting Up Envelopes in Word 2007. (If you’re using the Envelopes tool on the Mailings tab, I’ll discuss that later in this post).

Simply put, when you’re ready to print the envelope, use the CTRL + P technique I mentioned in that earlier post, but before clicking the OK button — or hitting ENTER — to print, look at the upper left of the Print dialog box onscreen, and click the dropdown button for “Name” to select your secondary —in your case, the HP— printer. (See the picture below; I’ve circled the dropdown button.) Then click the OK button.

Word 2007 Print dialog box

Word 2007 Print dialog box

Alternate Method: The Envelopes tool

If you’re using the “Envelopes” tool on the “Mailings” tab of Word 2007, it’s little more involved, in my opinion, which is why I don’t use this alternate method.

Word 2007 Mailings tab and Envelopes tool

Word 2007 Mailings tab and Envelopes tool

The Envelopes tool has no option to change the default printer. Before starting to use the Envelopes tool you have change the printer by using CTRL + P and following the instructions above for changing the printer Name. Then click the “Close” button next to the OK button.

Now you can click the Mailings tab, and use the Envelopes tool to setup and print your envelopes.

You can repeat the change printer name process to revert back to your primary (default) printer. Alternately, if you close and restart Word 2007, it will revert back to your default printer automatically.

Don’t like to use CTRL+P?

The Office buttonIn Word 2007 you can click the Office button in the top left of the screen, then point at “Print” and then click “Print” in the submenu to reveal the Print dialog box. To use your default printer or the last used printer, just click “Quick Print” on the submenu.

If you’re using Word 2003 or Word XP (2002), use the “File” menu instead of the Office button, and click “Print” to access the Print dialog box.

Thanks, again, Bob for your question.

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