A site visitor wrote me a request about Word 2007 via my web site’s Contact Form. Unfortunately, he didn’t pay close enough attention to realize that the only personal responses go to subscribers.
He wanted to know how to set up multiple printer buttons in Word 2007 in order to be able to easily switch between multiple printers.
Of course, you can always add the Print Dialog box button to the Quick Access Toolbar in Word 2007. That button will open the standard print dialog that allows you to select which printer to use, how many copies to print, etc.
Since I have two physical printers (an HP Laserjet 1200 and an HP Color LaserJet CP1518ni) plus a PDF creating pseudo-printer Click2PDF, the request seems like an interesting one to try.
I had tried setting up buttons for multiple printers in the past. Unfortunately, Word wouldn’t cooperate. Once I selected a printer, all the other buttons pointed to the same printer. Not quite what I wanted to do…
Unfortunately, Microsoft doesn’t give us a way (at least that I’ve found) to make a specific predefined button point to always point to a specific printer, unless it is the default printer.
The fix is a little more complicated.
The trick is to use Word 2007’s macro capabilities — the ability to record a series of mouse clicks and key strokes, and to play them back later. We assign the macro to a button and add that button to the Quick Access Toolbar.
First, we have to make the macro function available. For some strange reason, Microsoft hid the macro capabilities on a hidden tab in the Office ribbon. Even worse, they gave this tab the imposing name of the Developer tab.
Click on Word 2007’s Orb button to open the main menu. Then, at its bottom, click on the Word Options button. On the Popular section of the Word Options dialog box, put a checkmark in the box for Show Developer tab in the Ribbon. Click OK.
Once you’ve done that, you can click on the Record Macro button on the ribbon. That opens the dialog box for Record Macro. You give the macro a name and change the Store Macro In (if you want to). Finally, under "Assign macro to" click Button.
Now, do the steps you want to record, and then click Stop Recording.
Finally, you can click on the Macros button to open the editor and view the recorded steps.
Below you can see my final Word 2007 Quick Access Toolbar with the two buttons I added for my black-and-white Laserjet 1200 and my color Laserjet CP1518ni.
The other buttons I added to the Quick Access Toolbar include Save As, Print to Default Printer, Print Preview, and Print Dialog Box.
Not sure how to add those others? The ribbon in Office 2007 products (Word, Excel, Powerpoint) works similarly. See my article First Observations and Customizations in Office 2007