Word 6.0 for MS-DOS: Printing and Print Merge

• Microsoft Word for MS-DOS, version 6.0

SUMMARY

This article presents a series of questions and answers about printing issues in Microsoft Word version 6.0 for MS-DOS. The issues covered include print merge, printer setup, and controlling the appearance of printed documents.

1. Q. In a print merge process, what is the difference between the main and data documents?
   
   A. The main document contains both the text and the formatting of the final document to be printed. An example and explanation of what a main document should look like can be found on page 319 in Chapter 17 of the "Using Microsoft Word" manual.
   
   The data document contains the fields of information that are inserted in each copy of the main document when you merge the two files. An example of what a data document should look like can be found on page 319 in Chapter 17 of the "Using Microsoft Word" manual.



2. Q. How do I get rid of the blank lines that occur in my final merged document when my print merge data field doesn't contain data?
   
   A. These blank lines occur because the main document allocates a line for the field even when it contains no data. You can eliminate these blank lines by using an IF instruction that checks for data before allocating space for the field in the print merge. To include an IF instruction in a field, use the following syntax:

   <<IF field_name»«field_name>>
   <<ENDIF

   End each line with a normal carriage return (press the ENTER key). Note that the ENDIF statement has no closing chevron. This prevents a blank line. Conversely, a closing chevron forces a new line (blank line) even if no information is printed.
   
   Note that the left chevron (<<) is created by pressing CTRL+[, and the right chevron (>>) is created by pressing CTRL+].
   
   Using the IF instruction to eliminate blank areas or lines is explained on page 350 in Chapter 17 of the "Using Microsoft Word" manual.



3. Q. My printer is not listed as being supported by Word. How can I get support for my printer?
   
   A. The Microsoft Windows Driver Library (WDL) is available on online services. For more information about the WDL, see the following articles in the Microsoft Knowledge Base

   Q135314 Windows 95 Driver Library
   
   Q82006 Windows Driver Library Information




4. Q. How do I add a new printer to my list of installed printers?
   
   A. To add a new printer to your existing printer setup, you first need to decompress the desired printer driver file. You can do this manually (refer to "Decompressing a File Manually" on page 62 of Chapter 5 in the "Getting Started and Printer Information" guide), or by running the Setup program from your original program disks. Once the driver file has been decompressed, you can select the printer driver from within Word. To select the printer driver, follow these steps:
   
   
   1. From the File menu in Word, choose Printer Setup.
   
   
   
   2. From the Files list, select the .PRD file that corresponds to the driver file you decompressed.
   
   
   
   3. In the Printer Name box, select the correct printer model, and then choose the OK button.
   
   
   



5. Q. When I try to send a document to my printer, my printer doesn't respond. Why won't my document print?
   
   A. Generally, if your printer doesn't respond when you try to print, either Word or your operating system is unable to communicate with the printer. This may be caused by a hardware problem or a problem with a print spooler (if you have one).
   
   You can determine if the problem is hardware related by performing the following test:
   
   
   1. At the command prompt, type DIR>PRN and then press ENTER. This sends a list of the current directory to your parallel printer port.
   
   
   
   2. If no directory list prints, type DIR>AUX and then press ENTER. This sends a directory list to your serial port.
   
   
   
   If either of these printer tests succeeds, the printing problem may be caused by a print spooler or memory-resident software. To test this, perform a clean system boot, that is, start your machine without an AUTOEXEC.BAT or CONFIG.SYS file. You do this by creating a system disk. Use the following steps:
   
   
   1. With a blank floppy disk in drive A, type the following at the command prompt

      format a: /s

      and then press ENTER. This command formats your floppy disk and places the system files on it.
      
      NOTE: If you have a version of MS-DOS earlier than 5.0, you also need to copy the COMMAND.COM file from your MS-DOS directory onto the floppy disk.
   
   
   
   2. When the formatting is complete, turn your computer off, and then turn it on again. (Be sure the system disk is still in drive A.) This provides a clean boot, as the system starts from drive A.
   
   
   
   3. Switch to your hard disk by typing C: and then pressing ENTER.
   
   
   
   4. Switch to the Word directory by typing CD WORD, and then start Word and try printing as you normally would.
      
      If you can now print successfully, a memory-resident program or device driver may have previously been interfering with your printer. Try gradually disabling such devices by "commenting them out" of your CONFIG.SYS and AUTOEXEC.BAT files. (To comment out a device, type REM before the line that loads the device.)
      
      If after performing all of these tests you still cannot print, chances are that you have a hardware connection problem. Before calling a repair person, check the following:
      
      
      • Make sure that both ends of the cable between your printer and computer are firmly plugged in.
      
      
      
      • Make sure that your printer is turned on, that it is not displaying any error messages, and that the "ready" or "on- line" light is displayed.
      
      
      
      • Try turning your printer off for 20 to 30 seconds, turning it back on, and then try printing again.
        
        If after trying these suggestions you still cannot print, you should have a repair person examine both the computer and the printer.
      
      
      
   
   
   



6. Q. When I send a document to my printer, it prints, but the printout contains strange characters or is incomplete. Why does this happen, and what can I do about it?
   
   A. If your printout includes strange characters or is incomplete, the selected printer driver or the selected printer name may not be compatible with your printer. To check this, choose Printer Setup from the File menu, and check that the .PRD filename in the Printer File box and the selected printer in the Printer Name box are appropriate for your printer. The printer .PRD filename and the printer name should reflect the printer you are using, or its current emulation mode. If you are using the correct printer file for your printer and still have the problem, you may want to speak to an engineer about the problem you are experiencing.



7. Q. My document prints correctly, but the alignment and spacing of the printed copy is different from what is shown on the screen. Why doesn't the printout match what I can see on my screen?
   
   A. If your tabs, tables, or other alignments when printed seem to be different from what you see on the screen, one of your screen control settings may need adjusting. To change this setting so that the screen more accurately reflects what will be printed, choose Preferences from the View menu, and select the Line Breaks check box under Show. (An "X" indicates that this option is selected.) Showing line breaks may cause the right end of your lines to extend off the right edge of your screen, but it enables you to identify exactly where each line will end on the printed copy of your document.
   
   If your printout matches what you see in print preview, then the difference between your screen display and your printout is probably due to how Word is set to display your document and not to an actual printing problem.

Additional query words: IVR 6.00 appnote dosword

Keywords : kbprint
Version : MS-DOS:6.0
Platform : MS-DOS
Issue type :