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How to Print to PDF in Microsoft Word/Excel/PPT (Windows 11 & 10 & 7)

The Microsoft "Print to PDF" feature was a much-awaited feature that Microsoft finally introduced with Windows 10. Mac and Linux have already provided this feature to their users for quite some time now. Although Microsoft joined the party a bit late, the Print to PDF feature is now available in almost all the printable applications of Microsoft, such as Word, Excel, PowerPoint, etc. With this feature, you can now create a printable PDF document easily and instantly. So, if you have just heard of the Print to PDF feature and want to learn how to use it, then this article is for you. Here we will present a detailed step-by-step guide on how to use Print to PDF in Windows 11, 10, and 7. Besides, a universal PDF editing tool for all platforms will be introduced. Download it now and get a full introduction to it in Part 2.

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Part 1. Everything You Should Know About Print to PDF

Print to PDF is a useful feature for anyone who wants to quickly create a PDF file from a Microsoft application. So, let's now cover all the basics about the Print to PDF feature worth knowing.

1.1 What is "Print to PDF"? Does it Actually Print Anything?

As the name implies, Print to PDF is a feature that allows you to save a file in a printable PDF format. If you are using one of Microsoft's printable applications, such as Word, Excel, or PowerPoint, you can use the Microsoft Print to PDF feature to instantly create a PDF document of the Microsoft application file.

microsoft print to pdf

Although it has the word "print" in its name, it does not print the file immediately. Instead, it saves the file in PDF format but allows you to customize the PDF file according to your printing needs, such as orientation, paper size, margins, etc. This way, when you want to print the PDF file, you can instantly print it with the desired settings. In short, Print to PDF in Windows 10 and 11 lets you save the file in PDF easily and instantly.

1.2 What's the Difference between "Print to PDF" and "Save as PDF"?

Many users question that Microsoft already provides us the option to "Save as PDF", then what difference does "Print to PDF" bring?

The "Save as PDF" feature saves the original file version and converts it into PDF format without making any changes. On the other hand, the "Print to PDF" feature lets you create a PDF file in the digital paper layout, showing how it will look when printed. Therefore, it only extracts the data from the file that fits with the requested print dimensions.

Some of the other differences between “Print to PDF” and “Save as PDF” are as follows:

  • Fixed Layout: Print to PDF automatically creates a fixed layout that fits the paper size, while Save as PDF saves the original layout structure of the file.
  • Hyperlinks: Print to PDF most likely makes the hyperlinks in the file inactive, while Save as PDF keeps the hyperlink active.
  • Bookmarks: Print to PDF removes bookmarks from the file, while Save as PDF keeps the bookmarks.
  • Background: Print to PDF will not always save the same background color of the file, while Save as PDF will keep the same background color.

In short, Print to PDF and Save as PDF features have their own benefits and outputs. If you want to create a printable PDF layout, then Print to PDF should be your pick, while if you want to convert an original file version in PDF, then Save as PDF should be your pick.

Part 2. A Simple and Instant Way to Print to PDF in Microsoft

Microsoft Print to PDF looks like a handy feature to instantly create a PDF of any file. In Part 3, we’ll show you the steps on how to use Print to PDF in Microsoft. But before that, it is important to mention the limitations of this feature, as follows:

  1. It creates a PDF with a large file size.
  2. Once it creates a PDF, you cannot edit it unless you use a third-party tool.
  3. It makes hyperlinks inactive, removes bookmarks, and even changes the background/layout.

So, what if we tell you that you have a better alternative than Microsoft Print to PDF, which not just instantly creates PDFs but also provides other wide range of customization options? That's where UPDF comes into action.

UPDF is a one-stop tool for creating PDFs from any printable application on Windows without losing formatting. It provides all the powerful PDF tools you need to print and edit PDFs without hassle. Moreover, it offers a user-friendly interface, making it easy for anyone to quickly print a PDF on Windows. Download it now and try out all its features.

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Key Features of UPDF

  • It provides a click-based interface to instantly generate printable PDFs of files.
  • It provides rich printing settings.
  • It is compatible with all major platforms, including Windows, Mac, iOS, and Android.
  • It provides feature-rich editing capabilities, such as editing text, modifying images, etc.
  • It allows annotating PDFs with highlights, sticky notes, stickers, stamps, underlines, etc.
  • Its enterprise version is available for businesses.

Follow the below steps to use UPDF to print a PDF in Windows:

Step 1. Open the file with UPDF and click File > Print.

microsoft print to pdf with updf

Step 2. Set the printing properties, such as page size, orientation, pages to print, etc.

Step 3. Choose "Microsoft Print to PDF" in the printer section. Finally, click the "Print" button.

microsoft print to pdf in updf

That's it! So, a three-step process lets you quickly print a PDF no matter which Windows version you are using. As a bonus, we offer an exclusive discount for UPDF and you can upgrade now before it expires.

Part 3. How to Print to PDF in Microsoft (Win 10 & 11 Only)

Every Microsoft printable application allows you to use the Print to PDF feature in its own way. So, let's now explore how to use Print to PDF in popular Microsoft applications:

3.1 Print to PDF in Microsoft Word

Open the file in Microsoft Word and follow the below steps:

  1. Click "File" from the top left corner and then click "Print". Alternatively, press the "Ctrl + P" shortcut keys.
  2. Click the drop-down menu under the "Printer" section and choose "Microsoft Print to PDF". You can also customize other print-related settings, such as orientation, paper size, margins, etc.
  3. Lastly, click the "Print" button.
print ms word to pdf

This way, a PDF file will be created of your Word document.

3.2 Print to PDF in Microsoft Excel

The "Print to PDF" feature in Microsoft Excel is similar to using in Microsoft Word. Just open the file in Microsoft Excel and follow the below steps:

  • Click "File" > "Print" or press the "Ctrl + P" alternatively.
  • Click "Printer" > "Microsoft Print to PDF".
  • Finally, click the "Print" button.
print ms excel to pdf

This way, a PDF file will be created of your Excel file.

3.3 Print to PDF in Microsoft PowerPoint

Like Microsoft Word and Excel, you can easily create a printable PDF in PowerPoint using the Print to PDF feature. You can follow the steps mentioned above to do so since they are similar.

print ppt to pdf

Part 4. Bonus Tips Related to "Microsoft Print to PDF"

4.1 What if "Microsoft Print to PDF" is missing from the printer list?

If the "Microsoft Print to PDF" feature is missing from your printer list, then it is likely that the feature is disabled currently. However, please note that this feature is only available in Windows 10 and 11. So, if you are looking for Microsoft Print to PDF in Windows 7, then you won't find it.

For Windows 10 and 11, follow the below steps to enable Microsoft Print to PDF feature:

  • Click the "Win + X" keys and select "Control Panel".
  • Click "Program" and then click "Turn Windows features on or off".
  • Tick the checkbox next to "Microsoft Print to PDF" and then click "OK".

That's it. Now the Microsoft Print to PDF option should be available in your printer list.

4.2 What can I do when a Microsoft PDF printer is printing pages in the wrong order?

If the Microsoft PDF printer is printing pages in the wrong order, you can follow the below steps to fix the problem:

  • Rename the files according to the page number, such as 1.jpg, 2.jpg, and so on.
  • Sort the files in ascending order by clicking View > Sort by Name > Ascending.
  • Select all the files by pressing "Ctrl + A".
  • Right-click the first file and select "Print". It should now provide the preview of pages in the right order.
  • Lastly, choose "Print to PDF" and click "Print".

This way, you can use the Microsoft PDF printer with the right order of pages.

Conclusion

Microsoft Print to PDF feature is a handy feature to quickly create a printable PDF file from any printable application of Microsoft. However, it only works with Windows 10 and 11, creates a large-size PDF file, and also lacks editing and other customization features. Therefore, if you are looking to use the Print to PDF feature on Windows or other operating systems without losing formatting, along with access to all the editing and customization features, then UPDF is the ideal pick for you. Its intuitive interface and feature-rich capabilities make it the best PDF tool to save, print, or edit PDFs. Download it for free now and give it a try.

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