How to Print Templates at Home

Basic print settings

Paper size: U.S. Letter (8.5 × 11 inches). Standard for all PlanPro printables. Set this in your printer dialog before printing. If you’re outside the U.S., A4 is the common alternative—layouts may have slight edge differences. Try 100% scale first; adjust if needed.

Scale: 100%. Do not use “fit to page,” “shrink to fit,” or “scale to fit.” These distort the layout, shrink text, and can cut off content. The templates are designed for Letter at 100%. Match that.

Orientation: Portrait for most checklists, lists, and planning documents. Landscape for wide layouts—weekly meal planner, seating chart. Each printable specifies its orientation in the print settings note. When in doubt, the PDF page shape (tall vs. wide) will tell you.

Margins: Default (usually 0.5 inch). Most home printers have a non-printable area—0.25–0.5 inch is typical. Our templates account for this. If your printer demands larger margins, you may see a slight border. That’s usually acceptable. If content is cut off, try “minimum margins” or “borderless” (if your printer supports it—some do for certain paper types).

Paper types

Copy paper (20lb): Standard for printing. Cheap. Good for planning documents you’ll use and discard or file—checklists, grocery lists, meal planners. One-time or limited use. Buy at Target, Walmart, Staples, or Amazon. $5–8 per ream (500 sheets).

Cardstock (60–80lb): Heavier. More durable. Better for items you’ll handle repeatedly or want to last—day-of timeline, seating chart backup, place cards. Slightly more expensive. Same stores. $10–15 per ream. Some printers handle cardstock; check your manual. Feed one sheet at a time if it jams.

Glossy or matte photo paper: For design-heavy prints (invitations, signage) when you want a premium look. Higher cost. Use for special items only. Not needed for standard planning printables.

Step-by-step: printing a template

1. Open the PDF in your default viewer (Adobe Reader, Preview, Chrome, etc.).
2. File → Print (or Ctrl+P / Cmd+P).
3. Select your printer. Confirm it’s on and has paper.
4. Set paper size: Letter (8.5 × 11).
5. Set orientation: Portrait or Landscape per the printable.
6. Set scale: 100%. Disable “fit to page” or similar.
7. Set margins: Default.
8. Print. One copy first. Check the result. Adjust if needed.

Troubleshooting

Content is cut off:

• Turn off “fit to page” / “shrink to fit.”
• Set scale to 100%.
• Check paper size (Letter vs. A4).
• Try “actual size” or “custom scale 100%.”
• Some printers have a “minimum margin” setting—reduce if possible.

Print is faded or light:

• Check ink levels. Replace cartridges if low.
• In print settings, increase density or darkness if available.
• For laser printers, check toner level.

Wrong orientation:

• In print dialog, select Portrait or Landscape explicitly. Don’t rely on auto-detect.
• The PDF may be designed one way—match it. A wide table needs landscape.

Printer won’t accept the paper:

• Ensure paper is loaded correctly (right side up, right tray).
• For cardstock, some printers need manual feed. Check the manual.
• Avoid wrinkled or damp paper. Use a fresh ream.

Colors look wrong:

• For black-and-white printables, select “grayscale” or “black and white” to save color ink. Content is usually designed to work in B&W.
• For color-critical items, use “color” and ensure ink levels are good. Calibrate if your printer supports it (advanced).

When to use a print shop

Home printing works for: Single copies of planning printables. Checklists, lists, planners, timelines. Standard Letter size. Quick and cheap.

Use a print shop for:

• Large format: Posters, oversized seating charts, signage. FedEx, Staples, or local shops can print 18×24 or larger.
• Bulk: 50+ copies of something. Per-sheet cost drops. Invitations, programs, place cards.
• Color-critical: Invitations, design-heavy prints where color accuracy matters. Print shops use professional equipment.
• Specialty paper: Heavy cardstock, metallic, letterpress. Home printers have limits.
• Binding: Stapling, spiral binding, or comb binding for a planning binder. Print shops do this quickly.

Cost estimate (U.S.): FedEx Office and Staples: $0.10–0.20 per B&W Letter page, $0.50–1.00 per color. Cardstock slightly more. Large format: $5–25 depending on size. Binding: $3–10. Home printing: roughly $0.02–0.05 per page (ink/toner and paper). For a few pages, home wins. For bulk or specialty, shop wins.

Lamination

When: Day-of timeline, seating chart backup, reusable meal planner (dry-erase). Items you’ll handle repeatedly or want to reuse.

Where: FedEx Office, Staples, or local print shop. Usually $2–3 per Letter page. Matte lamination is better for dry-erase (marker wipes cleaner than on glossy).

Process: Print first. Take the printed page to the shop. They laminate. You pay. Done. Some shops have self-serve laminators—same result, often cheaper.

At home: Laminating pouches and a home laminator exist ($20–40 for a basic machine). Good if you laminate often. For occasional use, the print shop is simpler.

Recommended printables to try

Meal prep: Weekly Meal Planner — Landscape. 100% scale. Copy paper for weekly use, or laminate for dry-erase reuse.

Wedding: Wedding Checklist — Portrait. 100% scale. Copy paper. Add to your planning binder.

Both: Print one of each. Check the result. Adjust settings if needed. Once you have it right, the same settings work for similar printables.

Summary checklist

• Paper: Letter (8.5 × 11)
• Scale: 100% (no fit to page)
• Orientation: Match the printable (portrait or landscape)
• Margins: Default
• Paper type: Copy paper for planning; cardstock for durability
• Test: Print one copy first
• Lamination: For reuse or day-of documents

For printable-specific notes, see each printable’s “Print settings” or “Tip” in the frontmatter. For wedding customization: How to Customize Wedding Printables. For meal planner customization: How to Customize Meal Planner.