Printing Problems

Fix No Printer Properties or Printers Showing in Microsoft 365

Algirdas Jasaitis Oct 8, 2026 869 views

Question details

The user is unable to see their physical printers or access printer properties in Microsoft 365, with only the Print to PDF option available.

Fix No Printer Properties or Printers Showing in Microsoft 365

Product: Microsoft 365
Device & OS: Windows
Scenario: Attempting to print a document from Microsoft 365 desktop apps or Word for the web.
Observed behavior: The physical printer does not appear in the printer list and printer properties are unavailable, even though the physical printer can successfully print a test page.

Before you start

Verify that your physical printer is powered on, properly connected to your computer or network, and has no active error lights before modifying system or software settings.

Solution 1Recommended

Switch from Word for the Web to the Desktop App

Browser-based versions of Word often restrict printing capabilities to generating a PDF. Using the desktop application restores full access to your system's hardware printers.

Web browsers operate in a secure environment that prevents websites from directly accessing your local hardware, including advanced printer properties. Microsoft bypasses this in Word for the web by converting your document to a PDF, which you then print locally.

Open your document

Log into Microsoft 365 and open your target document in Word for the web.

Launch the desktop application

Look for the 'Viewing' or 'Editing' button on the top ribbon, click it, and select 'Open in Desktop App' from the dropdown menu.

Print from the desktop app

Once the document opens in your local Microsoft Word application, go to File > Print. Your physical printers and their properties should now be fully visible.

Switch from Word for the Web to the Desktop App

Solution 2

Check Windows Printer Settings and Run Troubleshooter

Ensure Windows properly recognizes your printer to resolve underlying system detection issues that prevent Office from seeing it.

Solution 3

Update or Reinstall Printer Drivers

Outdated or corrupted manufacturer drivers can prevent complex applications like Microsoft 365 from interfacing with your printer.

Free Microsoft Office alternative

Print Documents Seamlessly with WPS Office

Tired of missing printers and printing glitches in Microsoft 365? WPS Office offers a free, lightweight, and reliable alternative with full support for local and network printers. Enjoy a familiar interface and seamless migration without the heavy system requirements.

1. Download and Install: Download WPS Office from the official website and complete the quick installation process.
2. Open Your Document: Launch WPS Writer and open your existing Word document.
3. Print with Full Properties: Click Menu > Print (or press Ctrl+P) to access all your physical printers and their advanced properties instantly.

Seamlessly connects with all local and network Windows printers without detection issuesHighly compatible with Microsoft Office formats including .docx, .xlsx, and .pptxLightweight software that loads quickly without heavy system usageIntuitive interface similar to Microsoft Office for a zero learning curve

microsoft office alternative - wps office

Frequently Asked Questions

Why does Microsoft Word for the web only let me print to PDF?

Browser-based applications lack direct access to your computer's local hardware due to security sandboxing. Word for the web works around this limitation by generating a PDF, which you can then print using your browser's native print dialogue or a local PDF viewer.

How can I tell if the printing issue is caused by Microsoft 365 or my computer?

You can isolate the issue by trying to print from a different program like Notepad, Paint, or a basic PDF reader. If the printer works fine in these applications but not in Microsoft 365, the issue is specific to your Office installation.

Will restarting the Windows Print Spooler fix missing printers in Word?

Yes, if the printer is missing across multiple apps including Word, restarting the Print Spooler service can help. Open the Services app in Windows, locate 'Print Spooler', right-click it, and select 'Restart'.

Document & File Issues