User How To: Print to PDF and Save as PDF

In today’s digital world, PDF file formats are standard in business. They’re used extensively for e-signing signatures in many industries and are handy for sharing information across different operating systems like Apple and Windows, because they are compatible with both. 

As well as these uses, PDF files are great for transferring files without losing data and formatting. If you’ve ever opened a Word Document sent from a colleague or partner, only to find a warning saying some fonts are missing, then a PDF could help you. 

Moreover, from an e-signing perspective, PDF’s are great for business productivity. E-signing has been proven to accelerate productivity, saving businesses time and money. In fact, e-signing enables paperwork turnaround and higher business close rates by over 80%. 

Moreover, according to the Electronic Signature & Records Association, businesses experience an 83% performance improvement in getting approvals, along with 86% savings in document costs by using e-signing. 

With so much to gain from using PDFs, it’s crucial that you know how to create them. 

Below, we’ll explain how to do this on Windows and Apple. Let’s dive in. 

How to Print to PDF and Save As PDF on Windows

Step 1: Click ‘print document’ as you would if you were to print your file or webpage. Then choose Microsoft Print to PDF as your printer.

Step 2: You’ll be asked to choose a location to save the file. Select your location, name the file, click OK and save. That’s it! Your PDF will be ready to access in the saved location. 

Setting up Microsoft Print to PDF on Windows 

If you can’t see a Microsoft Print to PDF option on the printer page, don’t fret. It’s simple to set up this function. If you’d like assistance with this, speak to our IT team, who will be happy to assist you. 

Step 1: Go to the Start Menu and click Windows 10 settings. Then click on Devices.

Step 2: Choose the Printers & Scanners icon from the left menu. Choose the button that says Add a Printer or Scanner.

Step 3: Windows will start scanning for a printer, but it won’t find one or will find other printers locally. Ignore this. Once the scan is finished, an option will come saying: The Printer That I Want Isn’t Listed. This will open a new window with the option to Add a Local Printer or Network Printer With Manual Settings. Click this and then next. 

Step 4:  Next, select FILE: (Print to File), and click Next.

Step 5: In the following window, choose Microsoft as the manufacturer, then scroll down to highlight Microsoft Print to PDF before hitting Next again.

Step 6: Choose the option to use the current driver and select Next.

Step 7: Now, Windows will ask you to name the print-to-PDF feature. Choose the default name and then click Next.

Now, when you open a document and want to print it as PDF, navigate as you normally would to Print, and you’ll see an option to Print to PDF as one of the printer destinations. 

How Print to PDF and Save As PDF on Apple

Step 1: In Safari or Pages, go to File and scroll down the menu to click ‘Export to PDF’ 

Step 2: You’ll be asked to choose a location to save the file. Select your location, name the file, click Next and save. That’s it! Your PDF will be ready to access in the saved location.

Using a third-party application

While Microsoft and Apple have in-built capabilities for creating PDF, if you are using an older version of Windows, you might not be able to access Print to PDF. 

In these instances, we’d advise using third-party software. The most well-known option is Adobe Acrobat, which makes it simple and straightforward to print PDFs by selecting ‘Print’ in the application and selecting Adobe PDF as the printer. 

Need help with IT support? 

Time spent on trying to figure out the technology you use in your business can be costly. While doing that, you can’t focus on your business needs, which can then result in poor customer satisfaction. This is where IT providers come into play. 

They enable you to outsource hardware and computing-related services, such as managed IT security and cloud computing. IT providers can also provide a robust IT infrastructure so that you can direct your attention to revenue-generating activities. 

Skyline IT Management can help you supercharge productivity and solve IT issues through our managed IT services. Call our friendly team now and let’s boost your IT! 

Book a Call today to schedule a technology consultation.