“Scale” can mean three different things in Word: changing the document’s page size, fitting printed pages to another paper size, or making the text fit on fewer pages. Choose the result you need before changing anything. Word does not provide a general document-wide percentage box in Page Setup called “Scale to Fit Paper.”
Fit the printout to a different paper size
- Open the document and choose File > Print.
- In the print settings, look for Scale to Paper Size or a similarly named paper-scaling option, if your version and printer offer one.
- Select the paper size loaded in the printer and inspect the print preview. Print one test page before a large job.
This changes the printed output; it does not resize or reflow the Word document itself. Printer drivers may offer additional scaling controls, but their names and available percentages vary.
If text still gets clipped at the edges after scaling, see how to print a full page in Word for margin and printer fixes.
Change the actual document page size
Choose Layout > Size and select the target paper size. Word may reflow text and move page breaks because the document layout has changed. Review headers, tables, images, and page breaks afterward. If fitting content is the goal, you may also need to adjust margins in Word.
Fit a small amount of extra text on one page
Desktop Word’s Shrink One Page command can reduce font sizes and spacing to try to remove an extra page. Add it to the Quick Access Toolbar if it is not visible. Save a copy before using it: this command changes the document’s formatting, and Microsoft says the change cannot simply be reversed after you save and reopen the file. It is best for a short spillover, not for compressing a long document.
What about Zoom or a percentage?
Zoom changes only your on-screen view. The Scale percentage in Word’s Font dialog changes character width, not the size of every page. Neither is a substitute for print scaling. Check print preview to confirm the final result.
Sources: Microsoft Support: Shrink text to fit in Word; Microsoft Support: Change the spaces between text in Word.
Matt has been writing about Microsoft Windows and other Microsoft products since the days of Windows XP. He spends much of his time writing for sites like WindowBrain.com