How to Print to PDF: A Guide for All Devices
Creating PDF Files Directly from Your Device
Contemporary computing devices – encompassing computers, smartphones, and tablets – possess the inherent capability to generate PDF files from web pages and various documents, eliminating the need for supplementary software.
This functionality was integrated into Windows 10 by Microsoft, and similarly incorporated into iOS 9 by Apple.
The Advantages of the PDF Format
PDF (Portable Document Format) represents an industry-standard file type designed for universal compatibility across a multitude of devices.
It is particularly well-suited for long-term document archiving and streamlined sharing of web content and other digital files.
Compared to alternative document formats, such as Microsoft’s XPS, PDF offers superior compatibility and broader accessibility.
Why PDF is Preferred
- Portability: PDF files maintain their formatting regardless of the operating system or device used to view them.
- Compatibility: PDF is widely supported, ensuring accessibility for nearly all users.
- Archiving: The format is designed for long-term preservation of document content and layout.
The widespread adoption of PDF ensures that documents can be reliably viewed and shared without concerns about formatting discrepancies or software requirements.
Windows 10
A native PDF printer is now integrated directly into Windows 10. This functionality allows users to create PDF documents from virtually any application.
Whether utilizing traditional Windows desktop programs or the newer applications available from the Windows Store, the process remains consistent. Simply access the "Print" function within the application's menu.
Utilizing the Microsoft Print to PDF Feature
Within the printer selection dialog, you will find "Microsoft Print to PDF" listed among your installed printers. Choosing this option and clicking "Print" initiates the PDF creation process.
Subsequently, a prompt will appear, requesting you to specify a filename and destination folder for the newly generated PDF file.
This feature streamlines document archiving and sharing, eliminating the need for third-party PDF creation software in many cases.
Related: How to Print to PDF on Windows 10
Windows 7, 8, and 8.1
Creating PDFs on older Windows versions, specifically 7, 8, and 8.1, can present some challenges. Unlike more recent iterations, a native PDF printer isn't built directly into these operating systems.
Consequently, users may need to resort to installing a third-party application to achieve PDF printing functionality. However, caution is advised, as many such applications often come bundled with unwanted software or "crapware" during installation.
Despite this, certain programs offer integrated PDF export capabilities. For instance, the Chrome web browser allows users to select "Print" and then choose "Save to PDF" as the destination.
Similarly, LibreOffice provides the ability to export documents directly to the PDF format. It's worthwhile to investigate the features of the software you are currently using to determine if it supports PDF creation without requiring additional installations.
Related: How to Print to PDF in Windows: 4 Tips and Tricks
Mac OS X
The functionality to create PDFs is also built into Mac OS X. However, users accustomed to the process on Windows or other platforms may find the method slightly different.
Generating a PDF document involves initiating the "Print" function from within any application. Rather than selecting a physical printer from the displayed list, focus on the "PDF" menu located at the bottom of the print dialog box.
Choosing "Save as PDF" from this menu directs Mac OS X to create a PDF file instead of sending the document to a printer. You will then be prompted to specify a filename and destination folder for the newly created PDF.
This allows for convenient document archiving and sharing without the need for a physical printing process.
iPhone and iPad (iOS)
This topic is also related to saving web pages offline on both iPhone and Android smartphones.
Apple integrated a PDF creation feature into every iPhone and iPad beginning with iOS 9. To generate a PDF from a web page or document, begin by opening the desired content within an application.
Next, locate and tap the "Share" button, which is represented by a square icon with an upward-pointing arrow. Scroll horizontally through the row of icons displayed and select the "Save PDF to iBooks" option.
The PDF file will then be accessible within the iBooks application. From iBooks, you have the ability to email the PDF or share it to other platforms.
Furthermore, these PDF files can be synchronized with iTunes, allowing access on your computer. This is particularly useful if you routinely sync your iPhone or iPad with iTunes.
Following synchronization, the PDFs will be located within your iTunes Book Library.
Android
The functionality extends to the Android operating system as well. It is incorporated as a standard feature within Android’s native printing capabilities, encompassing both tangible printers and PDF creation.
Within an Android application offering print support – such as Chrome – access the menu and select the "Print" function. Then, choose "Save to" and opt for "Save as PDF" to store a PDF file locally on your Android device. Alternatively, select "Save to Google Drive" for direct storage within your Google Drive account.
Should you be utilizing an application lacking integrated printing features, Android’s Share menu provides a workaround. Installing a PDF conversion application allows you to tap Share from anywhere within the Android system and utilize that app to generate a PDF document.
This method offers a flexible solution for creating PDFs from a wide range of applications.
Chrome OS
The Chrome browser consistently provides the functionality to directly generate PDF files from printed content, and this capability remains consistent when utilized on a Chromebook device.
Initiate the process by clicking the menu button within Chrome, then select the "Print" option. A preview of the current webpage will then be displayed.
To specify PDF creation, click the "Change" button located beneath the "Destination" heading. From the options presented under "Local Destinations," choose "Print to PDF".
Adjust any desired settings and then click "Save" to store the file in PDF format. You will subsequently be prompted to provide a filename and select a storage location.
Similar functionality is often available on other operating systems as well. Most desktop Linux distributions include this feature by default.
However, the user interface for accessing this feature may vary depending on the specific desktop environment being used.
Within the print dialog box, locate and select the option for printing to PDF if it is available.
