How to Print a Document

Here’s how to print a document on Windows 11 and on a Mac, plus how to print to a PDF file when you need a digital copy instead of paper.

Two ways to print

• To a real printer — Paper copies for signing, mailing, or handing someone
• To a PDF file — A digital copy you can email, save, or upload
• Same dialog, same steps — Just a different choice in one menu

How to print a document, step by step

A few tips

• No printer shows up? — Make sure it’s turned on and connected, then try again
• Check the preview first — Catches blank pages or the wrong orientation before you waste paper
• You can print from almost anywhere — A webpage, an email, a photo – look for Print in the menu

Recap: how to print a document

• Right click the file, choose Print
• For paper: pick your printer, then click Print
• For a PDF: choose Save as PDF, then click Save
• Same dialog works almost everywhere

Printable quick guide

• Print a Document or Save It as a PDF (1-page quick guide PDF)

Frequently asked questions

How do I print a document on Windows 11?

Right click the file and choose Print, or open it and press Control+P. Choose your printer in the Print dialog, then click Print.

How do I print a document on a Mac?

Right click the file and choose Print, or open it and press Command+P. Choose your printer, then click Print.

How do I print to a PDF instead of paper?

In the Print dialog, choose Save as PDF (Mac) or Microsoft Print to PDF (Windows) instead of a physical printer, then click Save. The file lands in your Downloads folder.

No printer shows up in the list. What do I do?

Make sure the printer is turned on and connected to your network or computer, then try again. If it still doesn’t show up, call us.

Related guides

• How to organize files and folders
• How to find a downloaded file
• How to attach a file to an email

Source: Fix printer connection and printing problems in Windows (Microsoft Support)