Printing a file or document in Windows 10 has always been an easy process. However, sharing or sending the same file while preserving its formatting can be quite a hassle. Let’s say you have a document that needs to be shared with your colleagues, and you want to make sure that it looks the same on their device as it does on yours. One way to ensure this is to convert the document to a PDF file format. This is where Microsoft Print to PDF feature comes in handy.
Microsoft Print to PDF is an inbuilt feature in Windows 10 that allows you to create a PDF file from any file type that can be printed. This feature is not only easy to use but also saves you time and makes the document easily shareable. In this article, we will look at what you need, what requires your focus, different methods to use Microsoft Print to PDF, why you can’t use this feature sometimes, implications, recommendations, and some frequently asked questions.
Video Tutorial:
What’s Needed
To use Microsoft Print to PDF, you will need:
- A device running on Windows 10
- A file that you want to convert to PDF format
What Requires Your Focus?
The only thing that requires your focus when using Microsoft Print to PDF is ensuring that the file that you want to convert is open and ready to print.
Different Methods to Use Microsoft Print to Pdf
Method 1: Using the Microsoft Print to PDF Option in the Print Dialog Box
Before we start with the method, make sure that the file that you want to convert is open on your device. Here are the steps you can follow:
- Click on the "File" tab on the top left-hand side of the document.
- Select the "Print" option. Alternatively, you can use the "CTRL" + "P" shortcut.
- In the Printer settings, click on the drop-down menu next to the "Name" tab, and select "Microsoft Print to PDF" option.
- If required, modify the other settings such as page range, page size, orientation, etc. as per your preferences.
- Finally, click on the "Print" button at the bottom of the dialog box.
- Your file will then be converted to PDF format and saved in your preferred location.
Pros:
- Simple and straightforward process.
- Does not require any additional software, just the inbuilt feature in Windows 10.
- Offers options to customize settings to ensure the file looks the way you want it to after conversion.
Cons:
- Limited options and settings to choose from.
- May not work for some third-party applications or file types.
Method 2: Using the Print Button on the Ribbon menu
This method works for applications such as Microsoft Word or Excel and other applications that have a Ribbon Menu. Here are the steps to follow:
- Open your desired file in the respective application.
- Click on the "File" tab on the top left-hand side of the document.
- Select the "Print" option located on the left-hand side of the screen.
- Select "Microsoft Print to PDF."
- Configure settings like paper size and orientation as required.
- Click on "Print."
Pros:
- Easy to use and locate in the Ribbon menu.
- Offers an array of options to configure settings according to user preference.
Cons:
- May not be available for every application that uses Ribbons.
- Not suitable for users who are not familiar with Ribbon menus.
Method 3: Using Windows 10 File Explorer
Windows 10 File Explorer also allows you to print files using the Microsoft Print to PDF option without opening the file. Here are the steps you can follow:
- Right-click on the file that you wish to convert to PDF and select "Print" from the options in the contextual menu.
- Choose "Microsoft Print to PDF" as your printer.
- Adjust settings as per requirement (optional).
- Click on "Print."
Pros:
- A convenient way of converting a file to PDF without opening it.
- Works with all file types that can be printed, including images and webpages.
Cons:
- The format of the file may not look the way you want it to after conversion due to limited settings options.
- The files saved in the default location and may need to be moved later to a different directory/folder.
Why Can’t I Use Microsoft Print to PDF?
Sometimes, users may not be able to use Microsoft Print to PDF, and there may be several reasons behind this. Here are some of the most common reasons why this feature may not work, and fixes to help resolve these issues:
1. Print Spooler Service not Running
Q. Why am I unable to print using the Microsoft Print to PDF feature?
A. When the Print Spooler service gets disabled or ceases to run, you cannot print using the Microsoft Print to PDF feature.
Fix:
- Press the Windows key and R simultaneously.
- Type "services.msc" and then click on "OK."
- Find "Print Spooler" in the list of services.
- Right-click on it and choose "Properties."
- Change the "Startup Type" to "Automatic" and then click on "Start" under the "Service Status" option.
- Click on "OK."
2. Microsoft Print to PDF Missing from the List
Q. I cannot find Microsoft Print to PDF on my list of printers.
A. There could be instances where you cannot find the Microsoft Print to PDF option in the list of printers, and you may need to install or reinstall the feature.
Fix:
- Press the Windows key and R together.
- Type "Optionalfeatures.exe" and then click on "OK."
- Search for "Microsoft Print to PDF" and select it.
- Restart your device after the feature has been installed.
3. File is Protected or Restricted
Q. I am unable to print a particular file using Microsoft Print to PDF.
A. Some files may be protected or restricted from being printed, which could pose a problem when trying to convert it to PDF.
Fix:
- Ensure that you have the right permissions to print or convert the document.
- If the file is password-protected, enter the correct password to unlock it.
- If the file has print restrictions, you may need to use third-party software to remove these restrictions before converting it to PDF format.
Implications and Recommendations
One of the significant advantages of using Microsoft Print to PDF is that it allows you to share files in a secure and convenient manner.
However, here are some implications and recommendations to keep in mind:
- The feature is not available in earlier versions of Windows.
- The format of the file may not look the way you want it to after conversion due to limited settings options.
- The files saved in the default location and may need to be moved later to a different directory/folder.
- Always ensure that you set up the preferences correctly before converting the file.
- Ensure that the file you are converting is not protected or limited from being modified.
5 FAQs About Using Microsoft Print to Pdf
Q. Can I use Microsoft Print to PDF if I don’t have Windows 10?
A. No, you cannot use this feature on earlier versions of Windows.
Q. Can I convert a password-protected file to PDF using this method?
A. Yes, but ensure that you have the correct password before starting the conversion process.
Q. Can I use Microsoft Print to PDF to print just a part of the document?
A. Yes, but ensure that you select the page range that you want to convert during the configuration settings.
Q. Can I use Microsoft Print to PDF to convert images to PDF format?
A. Yes, you can use Microsoft Print to PDF to convert images to PDF format.
Q. Can I use Microsoft Print to PDF to print web pages?
A. Yes, you can use Microsoft Print to PDF to print web pages and entire websites.
In Conclusion
Microsoft Print to PDF is a useful and convenient way of converting files to PDF format. The feature is easy to use and offers an array of options to customize settings according to user preference. However, it is essential to ensure that you set up the preferences correctly before converting the file and ensure that the file you are converting is not protected or limited from being modified. Hopefully, this article has provided you with insights into how to use Microsoft Print to PDF in Windows 10 and its different methods, fixes to common problems you may encounter, and the implications and recommendations to keep in mind while using this feature.
