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How to Fix the Greyed-Out Refresh Printout Option in OneNote
Question details
The 'Refresh Printout' option becomes unavailable when attempting to refresh an inserted Word document in the OneNote desktop application.
- Product
- Microsoft OneNote
- Device & OS
- Windows
- Scenario
- A user right-clicks on a Word document inserted into OneNote to update the printout, but the refresh option is disabled.
- Observed behavior
- The Refresh Printout option is greyed out and unclickable, although the 'Remove Printout' option still works and the web version functions normally.
Ensure your Windows operating system is up to date and test the feature in a brand-new notebook to rule out file corruption.
Set Microsoft Print to PDF as the Default Printer
OneNote relies on the Microsoft Print to PDF virtual printer to accurately process and refresh inserted Word document printouts.
When the default printer is changed or unassigned, OneNote may fail to generate the refreshed printout. Setting Microsoft Print to PDF as your default printer usually resolves this conflict immediately.
Press the Windows key, type 'Control Panel', and open it. Navigate to 'Hardware and Sound' and select 'Devices and Printers'.
Scroll through your list of installed printers and find 'Microsoft Print to PDF'.
Right-click on 'Microsoft Print to PDF' and select 'Set as default printer' from the context menu.
Close the OneNote desktop application completely, reopen it, and try clicking Refresh Printout again.
Reinstall or Add the Microsoft Print to PDF Driver
If the Microsoft Print to PDF option is missing from your printer list, you will need to manually add the local printer driver.
Verify Default PDF Viewer and Update OneNote
An incorrect default PDF viewer or an outdated OneNote application can cause background rendering conflicts.
Try WPS Office for Seamless Document Management
If Microsoft OneNote and Word continue to have printout and rendering errors, consider switching to WPS Office. It provides a lightweight, free alternative for creating, editing, and managing your Word documents and PDFs without complex printer driver configurations.
- 1. Download the Application: Visit the official WPS website to download the free installation package.
- 2. Open Your Documents: Launch WPS Office and open your existing Word or PDF documents directly with high compatibility.
- 3. Manage Printouts Easily: Use the built-in PDF tools to insert, edit, and print your documents seamlessly.
Frequently Asked Questions
Why is the Refresh Printout option greyed out in OneNote?
This usually happens when the 'Microsoft Print to PDF' virtual printer is missing or not set as the default printer in Windows, which OneNote relies on to render and update document printouts.
Does reinstalling OneNote fix the printout issue?
Reinstalling OneNote frequently fails to resolve this specific issue because the root cause typically lies in your Windows printer configurations or a missing Microsoft Print to PDF driver, rather than the OneNote application itself.
Can I refresh printouts in OneNote for the web?
Yes, the printout feature often functions correctly in OneNote for the web because it processes the documents on the cloud server, bypassing local desktop printer driver conflicts.
