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Quick Answer

Open the document or web page, press Ctrl + P to open the Print menu, change the Printer to Microsoft Print to PDF, and click Print. You will be prompted to save the file.

How to Save or Print Any Document as a PDF ​

Applies to: Windows 10, Windows 11, Microsoft 365 (Word, Excel, PowerPoint), Microsoft Edge, Google Chrome
Article Type: How-To
Last Updated: 2026-05-18

Summary ​

This article shows you how to save or convert documents, spreadsheets, presentations, and web pages to PDF format using built-in tools on Windows. No additional software or paid subscriptions are required.

Prerequisites ​

  • A Windows 10 or Windows 11 computer.
  • The document or web page you want to convert to PDF.
  • For Office documents: Microsoft Word, Excel, or PowerPoint (desktop or web version).

Instructions ​

1. Save as PDF from Microsoft Word, Excel, or PowerPoint (Desktop) ​

All Microsoft 365 desktop apps include a built-in PDF export option.

  1. Open your document in Word, Excel, or PowerPoint.
  2. Click File > Save As (or File > Save a Copy if the file is on OneDrive).
  3. Choose your save location (Desktop, Documents, OneDrive, etc.).
  4. Click the Save as type dropdown and select PDF (*.pdf).
  5. Optionally, click Options to configure:
    • Page range — Save only specific pages.
    • Optimize for — Choose Standard for print quality or Minimum size for email.
  6. Click Save. The PDF is created in the location you selected.

Tip: You can also use File > Export > Create PDF/XPS Document for the same result with a slightly different dialog.

2. Save as PDF from Microsoft 365 Web Apps (Word, Excel, PowerPoint Online) ​

If you are working in the browser version of Office, the process is slightly different.

  1. Open the document in the web app at office.com.
  2. Click File > Save As > Download as PDF.
  3. The PDF file downloads to your Downloads folder.
  4. Navigate to your Downloads folder to find the converted file.

3. Print to PDF from Any Application ​

Windows includes a virtual printer called Microsoft Print to PDF that works from any application with a print function — including Notepad, web browsers, image viewers, and more.

  1. Open the document, web page, or file you want to convert.
  2. Press Ctrl + P to open the print dialog.
  3. In the Printer dropdown, select Microsoft Print to PDF.
  4. Configure any settings you need:
    • Pages — Select All, a specific range, or the current page.
    • Orientation — Portrait or Landscape.
    • Scale — Fit to page if the content is being cut off.
  5. Click Print.
  6. Choose a save location and filename, then click Save.

4. Save a Web Page as PDF (Edge or Chrome) ​

This method preserves the layout of a web page as a PDF document.

Microsoft Edge ​

  1. Navigate to the web page you want to save.
  2. Press Ctrl + P to open the print dialog.
  3. Set the Printer to Microsoft Print to PDF (or Save as PDF).
  4. Adjust the Layout (Portrait or Landscape) and Scale as needed.
  5. Click Save and choose your save location.

Google Chrome ​

  1. Navigate to the web page.
  2. Press Ctrl + P.
  3. Set the Destination to Save as PDF.
  4. Click Save and choose your save location.

Tip: To remove headers, footers, and background graphics from the PDF, expand More settings in the print dialog and uncheck Headers and footers and Background graphics. For the rest of the clean-up — reading view, margins and scale, printing only a highlighted passage, and fixing a page that saves blank or cut off — see How to Print a Web Page Without the Clutter.

5. Save an Email as PDF from Outlook ​

You can save any email as a PDF for record-keeping or sharing.

Outlook Desktop (Classic or New) ​

  1. Open the email you want to save.
  2. Click File > Print (or press Ctrl + P).
  3. Set the Printer to Microsoft Print to PDF.
  4. Click Print, choose a filename and location, and click Save.

Outlook on the Web ​

  1. Open the email.
  2. Click the three-dot menu (⋯) at the top of the message and select Print.
  3. In the print preview window, set the Printer to Microsoft Print to PDF (or Save as PDF).
  4. Click Print and save the file.

Troubleshooting ​

TIP

Microsoft Print to PDF is the universal fallback — if an application does not have a native "Save as PDF" option, use Ctrl + P and select this virtual printer. It works from virtually any application on Windows.

Symptom / ErrorPotential CauseSolution
"Microsoft Print to PDF" is not listedWindows feature is not enabledContact IT to enable the Microsoft Print to PDF optional feature.
PDF is blank or has missing contentPrint area not set correctlyIn Excel, go to Page Layout > Print Area > Set Print Area before printing. In other apps, check the page range in the print dialog.
PDF file is very largeHigh-resolution images in the documentUse File > Save As > PDF > Options > Minimum size in Office apps, or compress the PDF afterward. See How to Manage PDF Files — Combine, Sign, Annotate, and Compress.
Web page PDF cuts off contentPage width exceeds print areaIn the browser print dialog, change Layout to Landscape or reduce the Scale percentage.
Formatting looks different in the PDFFont or layout differences between screen and printReview the print preview before saving. For Word, use File > Export > Create PDF for the most accurate conversion.
Email PDF is missing attachmentsPrint to PDF only captures the email bodySave attachments separately, then combine with the email PDF. See How to Manage PDF Files — Combine, Sign, Annotate, and Compress.