Printing to PDF lets you create a digital PDF file from almost any printable document without using paper or a physical printer. It’s a nifty feature, and pretty much anyone can use it. Windows, macOS, iOS, iPadOS and Android all provide built-in ways to save a document as a PDF, making it easy to share and preserve documents digitally. After that, you can print at your leisure.
What does ‘print to PDF’ actually mean?
Print to PDF is a function that uses a virtual printer to turn a document, webpage or other printable content into a PDF file, instead of sending it to an actual printer.
So when you select ‘Print to PDF’, your computer or mobile device processes the document as though it were being printed, but it just saves the pages digitally instead.
This is useful if you want to:
- Create a PDF from a document or webpage (but not print it straight away)
- Share a document without changing its layout
- Save a digital copy for archiving
- Avoid unnecessary paper printing
- Create a consistent file that can be opened on just about any device
Best of all, unlike printing a document on paper, a virtual PDF printer doesn’t require ink, toner, or even a physical printer!
Why print to PDF?
Print to PDF is useful because it allows you to create a digital copy of a document to share or save without using a physical printer. It combines the familiar print workflow with a standard digital output. So you don’t need any technical knowledge or advanced IT wizardry.
Preserve document formatting
Saving a document as a PDF can help preserve its page layout, fonts, images and other formatting, making it less vulnerable to changes (deliberate or accidental) when someone opens it on another computer.
Share documents easily
PDF is widely supported across basically all computers, tablets and smartphones. That means a PDF can be attached to an email, uploaded to a website or shared through a messaging platform. The recipient doesn’t need any special software; a standard web browser will likely do the trick.
Reduce unnecessary printing
Our golden rule is: if a document doesn’t need to be printed, it shouldn’t be. Creating a digital PDF can eliminate paper, ink and toner costs, not to mention reducing your need for document storage.
Create digital archives
PDFs are a handy digital format for storing reports, receipts, forms and other documents that might otherwise be printed and filed.
How to print to PDF on Windows 10 and Windows 11
The latest versions of Windows include a virtual printer called ‘Microsoft Print to PDF’, which lets you create a PDF from any apps that support printing. Here’s how it works:
- Open the document, webpage or file you want to convert.
- Select File > Print or use the application’s Print command.
- Select Microsoft Print to PDF as the printer.
- Select Print.
- Choose where you want to save the PDF.
- Enter a file name.
- Hit Save.
Windows will then create a PDF file, rather than sending the job to the printer.
If Microsoft Print to PDF doesn’t appear in your printer list, the Windows feature may be disabled or unavailable. You can check Windows’ optional features and printer settings to troubleshoot the issue or check for any outstanding updates.
Virtual PDF printer settings
You can access your virtual PDF printer settings through Printers & Scanners (on Windows). Just select your PDF printer and click ‘Printing Preferences’. After that, the world’s your oyster. You can adjust paper orientation, size, print quality and colour options just like a regular printer.
When it comes to print quality, you can generally just run with default settings. PDF output is a combination of text and vector graphics, rather than a rasterised print (so your files are stored as mathematical objects, rather than screenshots of a page). This means text should remain crystal clear when printed at different sizes, although the quality of images will depend on the original resolution and the image settings you choose.
How to print to PDF on a Mac
macOS includes PDF creation directly in its standard print dialog. Here’s how it works:
- Open the document or webpage.
- Select File > Print.
- Configure the page and print settings if required.
- Select the PDF button or menu at the bottom of the print dialog.
- Select Save as PDF.
- Choose a location and file name.
- Select Save.
What’s great is that you don’t need to install a separate PDF printer driver on a Mac for this functionality. It’s already baked in.
How to print to PDF on iPhone or iPad
iOS and iPadOS can create PDFs from content using the standard sharing and PDF printing workflow. (Keep in mind though that the exact options can vary between apps.)
- Open the document, webpage, photo or other content.
- Tap the Share button.
- Select Print if the app provides the option.
- In the print preview, use the appropriate PDF or share option in the menu to create the PDF. On some iPads you can use two fingers to expand the print preview to open as a PDF,
- Hit Share.
- Choose Save to Files or another destination.
Pro tip: On some versions of iOS, and in some apps, the PDF option may be available directly from the Share menu, rather than through Print.
How to Print to PDF on Android
Most modern Android devices provide Save as PDF through the standard print service, although menus can vary between manufacturers and different versions of Android. In most cases, it works like this:
- Open the document, webpage or content you want to save.
- Open the app’s Share or More menu.
- Select Print.
- Select Save as PDF as the printer or output option.
- Select the PDF or download button.
- Choose where to save the file.
- Select Save.
If Save as PDF isn’t available, check whether the device’s default print service is enabled, or whether the app provides its own PDF export function.
What if Print to PDF isn’t working?
Most Print to PDF problems end up being due to a missing or disabled PDF printer, or document formatting, which are pretty easy things to resolve.
The PDF printer isn’t available
This is one of the most common issues. On Windows, check whether Microsoft Print to PDF is enabled. If it’s disappeared, check Windows optional features and restart the print service. This may resolve the issue.
On macOS, PDF creation is built right into the print dialog, so you are unlikely to experience the missing PDF printer problem.
The PDF file is too large
If your PDF file is too large it may not print. To rectify this, you’ll need to reduce the document size. Large images are a common cause of oversized PDFs. If you’re creating a PDF for email or online sharing, look for an option to reduce image resolution, or use a PDF compression tool (Adobe offers one for free).
The document prints to PDF but hyperlinks aren’t working
Some apps preserve clickable links when creating a PDF, but unfortunately some others treat them as plain text. If hyperlinks are important, check the PDF before you share it.
For documents where accessibility, links, bookmarks, or other advanced PDF features matter, using a dedicated ‘Export as PDF’ function may yield better results than Print to PDF.
Print to PDF vs. web printing
Print to PDF is useful if you’re trying to create a digital document. But organizations often have the opposite problem: employees need to print web-based content without installing drivers or managing complicated print configurations. In that case, we usually recommend web print.
Web print is a driverless printing service (which comes standard with PaperCut MF/NG). It allows you to print by uploading documents through a web browser. No client software or driver installation required.
Web print is great for guest users, students, or employees working from devices where installing traditional print software isn’t really practical. In practice this means if you’ve got a browser, you can print. Job done.
Is Print to PDF a good way to reduce paper waste?
No doubt about it. Print to PDF prevents documents from being printed when a digital copy is all you need. Of course, if your organization is serious aboutreducing paper waste, there are plenty of other controls and policies you can implement, beyond Print to PDF through a modern print management solution.
A solution like PaperCut can help organizations understand what’s actually being printed, apply print policies, reduce unnecessary output and encourage digital workflows wherever possible. Remember, if you can print less, you probably should.
Reduce paper waste with PaperCut print management
Print to PDF FAQ’s
Q Can I print to PDF without a printer?
Yes you can! Print to PDF allows you to use a virtual printer or PDF creation function to create a digital version of a document without having to use a physical printer, paper, ink, or toner.
Q Is Print to PDF the same as Export to PDF?
Not exactly. While both allow you to save as PDF files, Export to PDF is a better way of preserving important document features you may want to retain, including links, bookmarks, or accessibility information.
Q Does Print to PDF reduce paper waste?
Print to PDF is a great way of reducing the amount of paper you use because it replaces physical print jobs with a digital copy which can be easily stored or shared. Plus it also reduces your use of ink and toner which is great for the environment and your budget.
Q Why can't I see Microsoft Print to PDF?
If you can't see Microsoft Print to PDF, it may be disabled or unavailable. Start by checking Windows Features settings to see whether the feature is enabled. Microsoft has previously reported issues with the feature in some Windows updates so you may want to review their documentation.
