Printing Problems

Fix Word Documents Printing as PDFs or Appearing as Excel Files

Maira Mehtab Sep 22, 2026 870 views

Question details

The user needs to resolve an issue where Word documents are either being saved as PDF files during the printing process instead of printing to a physical printer, or the document files appear to have transformed into Excel (.xls) files.

Product: Microsoft Word
Device & OS: Windows
Scenario: Attempting to print a document from Microsoft Word or locating saved Word files on the computer.
Observed behavior: Instead of producing a physical printout, Word converts the document to a PDF file. Additionally, some Word documents appear with an XLS file extension, making them look like Excel spreadsheets.

Before you start

Verify that your physical printer is turned on and properly connected to your computer, and check whether you are currently using the desktop application or the web version of Microsoft Word.

Solution 1Recommended

Change Default Printer Settings in Word Desktop App

Switch the active printer from a virtual PDF creator back to your local physical printer to prevent documents from saving as PDFs.

If you are using the desktop version of Word, the application relies on your Windows printer settings. If 'Microsoft Print to PDF' is selected, your documents will be saved as digital PDF files rather than sent to a hardware printer.

Open the Print Menu

Launch your document in the Microsoft Word desktop app. Click on the 'File' tab in the top-left corner and select 'Print' from the left sidebar, or press Ctrl + P on your keyboard.

Select a Physical Printer

Locate the 'Printer' drop-down menu in the center pane. Click the menu and deselect 'Microsoft Print to PDF' or any other PDF generator. Choose the name of your actual physical printer from the list.

Print the Document

Once the correct physical printer displays a 'Ready' status, click the large 'Print' button at the top to send the document to your printer.

Windows Default Printer: To prevent this from happening in the future, go to Windows Settings > Devices > Printers & scanners, and set your physical printer as the system default.

Solution 2

Handle Printing from Word for the Web

Understand and navigate the mandatory PDF conversion step when printing directly from a web browser.

Solution 3

Fix File Extensions and Default Applications

Verify the original file type to resolve the issue of Word documents appearing as Excel (.xls) files.

Free Microsoft Office alternative

Use WPS Office for Hassle-Free Printing and File Management

If you are frustrated by Word for the Web forcing PDF conversions or struggling with file extension mix-ups, WPS Office provides a reliable, all-in-one desktop solution. It allows you to print directly to your physical printer and seamlessly handles Word, Excel, and PDF formats without confusion.

1. Install WPS Office: Download and install the free WPS Office suite on your computer.
2. Open Your Document: Launch WPS Writer and open your .docx file to ensure all original formatting is perfectly preserved.
3. Print Directly: Click 'Menu' > 'Print' to bypass any web-based PDF generation and send your document straight to your physical printer.

Fully compatible with all Microsoft Office formats, including .docx, .xlsx, and .pdf.Print documents directly to your local physical printer without forced PDF conversions.Lightweight desktop application that avoids the limitations of browser-based word processors.Manage documents, spreadsheets, and presentations in a single, easy-to-use tabbed interface.

Frequently Asked Questions

Why does Word for the Web always save my document as a PDF when I try to print?

Word for the Web operates within your internet browser, which lacks the direct hardware permissions required to communicate with your local printer. To ensure your document prints exactly as it appears on your screen, Word generates a high-quality PDF that your browser can safely send to the printer.

How do I stop 'Microsoft Print to PDF' from being the default printer?

In Windows, go to Settings > Devices > Printers & scanners. First, uncheck the option that says 'Let Windows manage my default printer'. Then, click on your preferred physical printer from the list, select 'Manage', and click the 'Set as default' button.

Can a Word document automatically change itself into an Excel file?

No, a file cannot change its underlying structure automatically. This usually happens if the file was manually saved or renamed with an '.xls' extension, or if the Windows default app settings were changed so that Excel attempts to open '.docx' files.

Document & File Issues