How to Print Documents to PDF format in Windows

How to Print Documents to PDF format in Windows

Discover the seamless process of converting and printing your documents to PDF format in Windows, ensuring your files are easily shareable and professionally presented.

By Rodger Mansfield, Technology Editor

April 17, 2024

Have you ever needed to share a document that looks the same on any device and platform? 

Have you wondered how to secure your documents for distribution? 

Here's a Cool Tip.  Use Microsoft Print to PDF in Windows.

Microsoft Print to PDF is a feature built into Windows that allows you to convert documents into PDF (Portable Document Format) files without the need for third-party software. 

This virtual printer enables you to create a PDF file from any application that has a print option.

The Microsoft Print to PDF feature first became available with the release of Windows 10. 

It was introduced as a built-in feature that allowed users to save documents as PDF files directly from the print dialog in any application that supported printing. 

This feature eliminated the need for third-party PDF printing software and has been a standard part of Windows 10 since its initial release.

Here's how to do it.

1. Open the document you wish to convert in its native application (e.g., Microsoft Word).
2. Click on ‘File’ and select ‘Print’.
3. In the Printer dropdown menu, choose ‘Microsoft Print to PDF’.
4. Click ‘Print’, and you’ll be prompted to choose a location to save your new PDF.
5. Name your file and click ‘Save’ to complete the process.

fig. 1 - Microsoft Print to PDF

PDFs are universally compatible across platforms and preserves the formatting of your original document.

Printing it to PDF ensures that it arrives intact, without any changes in layout or design.

Printing to PDF in Windows is a powerful tool for anyone needing to share documents widely. 

It’s a simple process that offers security and consistency, making it an essential skill for professionals and casual users alike.

Have you tried Microsoft Print to PDF yet?

If so, let us know in the comments.

Enjoy!

READ MORE

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Rodger Mansfield, a seasoned tech expert, is the mastermind behind OneCoolTip.com, where he serves as both writer and editor. With a keen eye for simplifying complex tech, Rodger delivers practical advice that empowers readers to navigate the digital world with confidence. Dive into OneCoolTip.com for a treasure trove of savvy tips and tricks that keep you one step ahead in tech.

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Scan and Save: How to Turn Your iPhone Notes App into a PDF Scanner

In today's digital age, it's becoming more common to move away from physical documents and towards digital ones. 

One way to do this is to scan a printed document to a Portable Document Format (PDF) file. 

Did you know that you can easily scan a document using your iPhone's Notes app? 

Here's how to do it:

• Open the Notes App

• Tap the icon in the bottom right-hand corner to create a new note.
• Tap the Camera Icon
• Tap Scan Documents from the menu.
• Position the Document
• Tap to Scan (the big circle)
• If you align the document and you're set to Auto, the app will scan automatically.
• Before saving, you can crop, rotate, and adjust the colors of the document if needed. 
• Tap Save (if you manually took the scan, tap Keep Scan), then Save
• Select the Send to Icon and choose Message or Email to send your PDF.

• Change the drop-down, if needed, to Send Copy.

iPhone Notes App Send Copy

• Select and address the app message to send your document.

And that's it! 

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How to Convert Any Microsoft Office File to a PDF

Do you need to send someone a Word document but they don't have Microsoft Word?

Don't panic.

You can send them a PDF.

PDFs are a great way to share your documents online. 

They keep the original formatting, layout and fonts of your files, regardless of what device or software you use to view them. 

Here's how to create PDFs from your Microsoft Office files, such as Word, Excel or PowerPoint.

• Open your Office file and click on File then Save As.
• Choose a location where you want to save your PDF file and select PDF from the drop-down menu next to Save as type.

• Click on More Options and select Optimize for - Standard (online and printing) or - Minimum size (publishing online)

• Click on Save and wait for your PDF file to be created.

That’s it! 

You’ve just converted your Office file to a PDF file. 

You can now share it with anyone you want or store it on your device for future use. You can also open it with any PDF reader or editor of your choice.

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