Printing Problems

How to Print Data Only on a Pre-Printed Form in Word

Rana Garcia Oct 10, 2026 870 views

Question details

The user needs to print inputted text from a document onto a physical pre-printed form without printing the form's template elements.

How to Print Data Only on a Pre-Printed Form in Word

Product: Microsoft Word
Device & OS: not provided
Scenario: Printing filled data onto existing physical paper forms, such as invoices, certificates, or applications, ensuring the text lands on the blank lines.
Observed behavior: The user wants to configure the word processor to isolate and print only the inputted text, perfectly aligning with the blank fields of the pre-printed physical document.

Before you start

Ensure your printer feed guides are properly adjusted to hold the physical pre-printed form securely, preventing paper skewing that could misalign your printed data.

Solution 1Recommended

Configure Word to Print Only Form Data

Use Word's built-in advanced printing options to automatically exclude the document's template graphics and text, printing only the information typed into the form fields.

This method is highly effective if your document was created using Word's developer form controls (like text fields, checkboxes, or dropdowns).

Open Word Options

Click on the 'File' tab in the top-left corner of your filled form document and select 'Options' at the bottom of the menu.

Access Advanced Print Settings

In the Word Options dialog box, click on the 'Advanced' tab on the left-hand panel.

Enable Data-Only Printing

Scroll down to the 'Print' section and check the box labeled 'Print only the data from a form'. Click 'OK' to save your changes.

Print the Document

Load your pre-printed physical form into the printer tray and proceed to print the document normally via 'File' > 'Print'.

Alignment Check: Before printing on your actual pre-printed form, do a test print on a blank sheet of paper. Hold the printed sheet over your pre-printed form against a light source to verify the alignment.

Solution 2

Use a Background Image and Disable Background Printing

If you are using an image or PDF of the form as a guide to place your text boxes, you can disable background printing so only your floating text prints.

Seamless Word Processing

Easily Fill and Print Forms with WPS Office

WPS Office offers a highly compatible and user-friendly word processor that makes managing, filling, and printing complex forms simple and efficient. It fully supports Microsoft Word formats and advanced printing layouts.

1. Open Your Form: Launch WPS Writer and open your form template document.
2. Input the Data: Fill in the required information in the designated text fields or text boxes.
3. Access Options: Go to the 'Menu' at the top-left, click on 'Options', and navigate to the 'Print' tab.
4. Print Data Only: Check the 'Print data only' option if you are using form fields, click 'OK', and print onto your physical form.

Highly compatible with Microsoft Word (.docx) formats and form controlsLightweight application with fast launch speedsIntuitive interface for managing form layouts and print settingsFree to use for everyday office tasks and document formatting

microsoft office alternative - wps office

Frequently Asked Questions

Why is my text not aligning correctly with the pre-printed form?

Alignment issues are usually caused by incorrect margins, spacing, or paper size settings in Word. Ensure your digital document size exactly matches your physical paper and that your printer feed guides are snug against the paper edges.

Will content control borders print on the physical form?

No, standard content control borders and shading used in Word form fields are designed for digital viewing. They generally do not print, especially when the 'Print only the data from a form' setting is enabled.

What should I do if my printer is shrinking the document slightly?

Check your printer settings in the print dialog (File > Print > Printer Properties) and ensure that options like 'Scale to fit paper size' or 'Fit to page' are turned off. The document must print at exactly 100% scale to match the physical form.

Can I use this method to print on pre-printed envelopes or labels?

While this method technically works, Microsoft Word features a dedicated 'Mailings' tab that is specifically optimized for aligning and printing data onto standard envelopes and label sheets without requiring manual form setups.

Document & File Issues