PDF files will not print

Question

Files saved as PDF Microsoft will not print when opened from my files or while in the document on one of my apps like my insurance notice.

Answer 1

Use these checks to resolve PDFs that will not print, whether opened from Files or from a Microsoft 365 app:

1. Verify the printer and basic printing
   • In Windows, select Start > Settings > Bluetooth & devices > Printers & scanners.
   • Select your printer > Printer properties > Print Test Page.
   • If the test page does not print, fix the printer or driver first (connection, power, Wi‑Fi/USB, driver update).
2. Make sure a real printer is selected (not “Print to PDF”)
   • In the app where the PDF is open (Word, Excel, Outlook, browser, or PDF reader), go to File > Print.
   • Confirm the selected device is the physical printer, not Microsoft Print to PDF, XPS Document Writer, or another virtual printer.
   • If a virtual printer is selected, the result will be another “Save as” PDF/file instead of sending the job to the printer.
3. Test printing from different apps
   • Open a simple document in Notepad or Paint and print it.
   • Then open the same PDF in a dedicated PDF reader (for example, Adobe Acrobat Reader) and try File > Print.
   • If other files print but PDFs do not, the issue is likely with how the app handles PDFs or with the PDF file itself.
4. Check print options in the app
   • In File > Print, verify:
     • Correct printer is selected and shows Ready.
     • Print to file or Print to PDF is not enabled.
     • Page size, orientation, and page range are valid.
5. Repair Microsoft 365 apps if the issue is only when printing from them
   • Go to Start > Settings > Apps > Installed apps.
   • Select Microsoft 365 > Advanced options.
   • Run Quick Repair, then test printing the PDF again.
   • If still failing, run Online Repair and retest.

If PDFs print correctly from one app (for example, a PDF reader) but not from others, continue using the app that prints correctly while checking the problematic app’s printer selection and print settings as above.

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References:

• Fix printing problems in Word, Excel, or other apps
• Print command results only in an invitation to save. - Microsoft Q&A