The Ultimate Guide to Effortlessly Saving Documents as PDF in Windows 11
Learn how to easily convert various file types into PDF format on your Windows 11 PC Discover how to print images, spreadsheets, documents, emails, and web pages to PDF using built-in options Additionally, find solutions if the print-to-PDF feature is missing
Open your app's print menu by pressing the Ctrl+P keyboard shortcut.
Select "Microsoft Print to PDF" as the printer.
Click "Print."
Choose a location to save your new PDF file.
To save photos, spreadsheets, documents, emails, or web pages as PDF files on your Windows 11 PC, simply follow a few steps. Utilize the built-in print-to-PDF option on your computer to easily convert your files to PDF format. Instead of physically printing the files, the virtual printer "Microsoft Print to PDF" will prompt you to save them as PDFs. This feature allows you to use any print-enabled application, such as Chrome, Excel, or Photos, for the conversion process.
Print an Image to PDF
Transforming an image into a PDF document can conveniently be achieved by utilizing the integrated Photos application on Windows 11 and employing the Microsoft Print to PDF virtual printer. Alternatively, any other photo viewing software will suffice, provided that it facilitates the printing function.
To start, open File Explorer and locate your photo file. Next, right-click on this file and select Open With > Photos from the menu that appears. If Photos is already set as the default image viewer on your PC, you can simply double-click the picture file to open it with the app.
Instruction: MUST INCLUDE:
. The placeholder must be retained and included in the output.
When your photo opens in Photos, at the top of the app, click the three dots and choose “Print.” Alternatively, press Ctrl+P.
Click on the "Printer" drop-down menu located in the "Print" window and select "Microsoft Print to PDF." If desired, adjust any additional print settings before selecting "Print."
A window labeled "Save Print Output As" will appear. In this window, please select the desired folder to save your PDF document, provide a name for the PDF in the "File Name" field, and click on the "Save" button.
And that’s it. Your photo’s PDF version is now available in your chosen folder.
Print an Excel Spreadsheet to PDF
To convert an Excel spreadsheet into a PDF file, simply utilize the Excel application and your computer's integrated virtual PDF printer.
To initiate the process, first, open your spreadsheet in the Excel app. Then, access the print screen by pressing Ctrl+P or choosing File > Print.
Select the “Printer” drop-down menu and choose “Microsoft Print to PDF.” Optionally, adjust other print options. Then, click “Print.”
You’ll see a “Save Print Output As” window. Here, select a location for your PDF file, enter a name for your file in the “File Name” field, and choose “Save.”
Your Excel spreadsheet’s PDF version is now available in your selected folder. You’re all set.
Print a Word Document to PDF
Saving a DOC or DOCX file as a PDF is as easy as selecting a few options in the app. To do that, first, open your document with the Word app.
Then, open the print section by pressing Ctrl+P or navigating to File > Print.
Click the “Printer” drop-down menu and choose “Microsoft Print to PDF.” If you wish, configure other print options. Then, click “Print.”
To save your Word file as a PDF, follow these steps:
1. Open the "Save Print Output As" window.
2. Select a folder where you want to save the PDF file.
3. Enter a desired name for the PDF in the "File Name" field.
4. Click on the "Save" button.
Your Word document’s PDF copy is now saved in your selected folder.
Print an Outlook Email to PDF
To download your Outlook emails as PDF files, take advantage of Windows 11's print-to-PDF feature. This functionality allows you to create offline copies of your crucial emails within the Outlook application.
To proceed, launch Outlook and locate the email you wish to save as a PDF. Next, press Ctrl+P or navigate to File > Print.
Choose the “Printer” drop-down menu and select “Microsoft Print to PDF.” Customize other print options by clicking “Print Options” if you want.
Then, choose “Print.”
A window called "Save Print Output As" will open. To save your PDF, find the folder where you wish to save it, enter the desired file name in the "File Name" field, and then click on the "Save" button.
Your email’s PDF copy is now saved in your chosen folder.
Print a Web Page to PDF
To print web pages to PDF, simply follow the browser-specific instructions provided below:
Google Chrome
In Chrome, open your favorite web page. Then, either press Ctrl+P or select the three dots in the top-right corner and choose “Print.”
On the “Print” window, click “Destination” and choose “Microsoft Print to PDF.” Optionally, customize other print options. Then, choose “Print.”
In the “Save Print Output As” window, select the folder to save your web page’s PDF in, enter the name for this file in the “File Name” field, and select “Save.”
You’ve successfully saved a PDF copy of your favorite web page on your computer.
Mozilla Firefox
To begin, open your web page in the Firefox browser if you are using it. Once opened, you can proceed to print the page by either pressing Ctrl+P or accessing the hamburger menu (three horizontal lines) and selecting "Print."
Select the "Printer" dropdown menu on the "Print" screen, and opt for "Microsoft Print to PDF." Adjust any additional print settings if desired, and then click "Print."
On the “Save Print Output As” window that opens, select a folder for saving your PDF, enter your PDF’s name in the “File Name” field, and click “Save.”
And you’ve successfully turned your web page into a PDF file on your PC.
Microsoft Edge
To create PDF versions of web pages using Edge, start by opening the web browser on your PC and navigating to your preferred web page. Once the page has fully loaded, locate the three dots in the top-right corner of the Edge window and click on them. From the drop-down menu, select "Print" or simply press Ctrl+P on your keyboard.
The "Print" window will appear. From here, select the "Printer" drop-down menu and opt for "Microsoft Print to PDF." If desired, adjust additional print options before clicking "Print."
On the “Save Print Output As” window, select a location to save your PDF, enter the file’s name in the “File Name” field, and choose “Save.”
And you’re done.
What to Do if Print to PDF Is Missing in Windows 11
If you are unable to locate the Microsoft Print to PDF virtual printer on your applications, it is possible that the feature has been deactivated on your Windows 11 PC. To rectify this, enable the feature, allowing you to effortlessly save your files as PDFs across all your print-enabled applications.
To activate the feature, open your PC’s “Run” dialog box using Windows+R. In this box, type the following command and press Enter:
OptionalFeatures
You’ll see a “Windows Features” window. Here, enable the “Microsoft Print to PDF” option and click “OK.”
Wait while Windows adds the feature to your system. When that’s done, quit the open window by clicking “Close.”
The feature is now active, and the Microsoft Print to PDF virtual printer will be visible in all your printing applications. This is how you can save your files in the widely accepted PDF format using the pre-installed tools on your Windows 11 computer. To upload or share your PDFs, find out how to upload files to Google Drive or how to attach an entire folder to an email.
