Printing Options For a Microsoft Word Document Template

In the third of this article series on how to set up a technical document template by using Microsoft Word well explain the various printing options you can choose from to print your MS Word technical document.

While your document template is open, select File > Page Setup to display the Page Setup dialog box.

Click and select the PAPER tab.

Click PRINT OPTIONS button to display the PRINT tab and the print options available. This is the same dialog box that you can also reach by selecting File > Print and then selecting the Options button from the main menu.

DRAFT OUTPUT option, when selected, will print a fast and low-quality draft copy with no images. The blocks where the images are located will appear as blank spots.

I recommend you select the UPDATE FIELDS and UPDATE LINKS options to make sure you have the latest values for the date and time fields as well as the most current document links before your document is printed.

BACKGROUND PRINTING option, selected by default, allows you to continue working while a long document is sent to printer and printed on the "background."

PRINT POSTSCRIPT OVER TEXT option, when selected, prints any PostScript-coded document components (like the watermark, for example) on top of the body text, instead of underneath it.

REVERSE PRINT ORDER option, when selected, reverses the print order of the pages; prints the last page first and the first page last.

XML TAGS option, when selected, prints all the XML tags in your document, whether they are normally visible or not.

BACKGROUND COLORS and IMAGES option, when selected, prints any background images or colors (like in a watermark) underneath the body next.

FIELD CODES and HIDDEN TEXT options, when selected, print any field codes and hidden texts that you might not want printed normally. NOTE: If you do not select it, the CONTENT of the field code will still print without, however, printing the field code itself.

DOCUMENT PROPERTIES option, when selected, prints ( as a new section at the end of the Word document) all the information you have entered into the DOCUMENT PROPERTIES dialog box by selecting File > Properties from the main menu.

NOTE: If you enter more than one Comments field through selecting Insert > Field from the main menu, all comments will print in the main body of the document but only the LAST comment will be printed in the Document Properties block.

Click OK when youre done with the printing options to return to the PAPER tab.

Click OK once again to close the Page Setup dialog box.

Why DMS Document management system

With the increasing number of electronically stored documents, the demand for efficient document management systems (DMS) and retrieval systems has been increased. The main reason for this development is that with these systems, the printing and filing are considerably less expensive and less complicated than with the conventional systems. Furthermore, the advancement of PC networking made it much easier to create, store and distribute electronic documents.

With a DMS, several participants can access the database simultaneously. Via the Intra- or Internet, they can do this from any distance and it is guaranteed that they always deal with the latest version of a document.
Using a DMS, the costs for office supplies and furniture like racks or paper can be minimized. Time can be saved due to the considerably more accurate filing and an easy retrieval of the documents. Automation and simplification of organizational processes make it possible that the employees can concentrate on other tasks.
In addition to time- and cost saving, digital storage has the advantage that less storage space is needed. You would need up to 600 folders in order to store the content of a single CD-ROM with
simple text files. A rack or filing cabinet of approx. 8 meters length would be required for the folders. Even a single CD-ROM with digital image files, which occupy much more memory space than text files, may represent the contents of up to 11 document folders.
Therefore, the total saving potential of using a DMS is very high. The Forrester Research company reports that the computerization of document management can decrease administrative
expenses by approximately 90%. Furthermore, the productivity may be increased by 100% and
the workflow can be accelerated at a rate between a factor of 10 and a factor of 1000. Forrester Research is an independent technology- and market research company that provides information about the impact of technology on business and consumers.

Nevertheless, the expenditure for the introduction of a DMS should not be underestimated. In
addition to high acquisition costs, the use of a new electronic document management systemrequires training of personnel. Furthermore, all documents which are already available on papermust be digitalized, and that is - as experience shows – a quite laborious and extensive matter.

Document management systemsAlfresco List
Cognidox
ColumbiaSoft
Content Manager
Computhinks ViewWise
DocPoint
Documentum
Filehold
FileNet
Hummingbird DM
HybrydScan
Hyland Softwares OnBase
ImageNow by Perceptive Software
ImagePlus
Infonic Document Manager UK
Intact
Interwovens Worksite
Invu
ISIS Papyrus
KnowledgeTree
Laserfiche Livelink
Main//Pyrus DMS
M-Files
Newgen OmniDocs
Nuxeo
O³Spaces
Objective
OpenKM
Oracles Stellent
Questys Solutions
Redmap
Report2Web
Saperion
Microsoft SharePoint
Teamwork
TRIM Context
Version One Ltd
Xerox Docushare