Incorrect Formatting on Printout Using Print Selection Option

• 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

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)

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.

REFERENCES

"User's Guide," version 2.0, pages 115-116

"User's Reference," version 1.x, pages 275- 277