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How to Fix Word Asking to Save as PDF Instead of Printing
Question details
The user is prompted to save their document as a PDF file when attempting to print from Microsoft Word, preventing the document from being sent to their physical printer.
- Product
- Microsoft Word
- Device & OS
- Windows
- Scenario
- Attempting to print a standard DOCX document to a physical paper printer.
- Observed behavior
- When the user selects Print, a 'Save Print Output As' dialogue box appears asking to save the file as a PDF, which usually occurs because a virtual PDF printer is set as the system's default printer.
Ensure your physical printer is powered on, properly connected to your computer via USB or Wi-Fi, and has the correct drivers installed.
Change the Default Printer in Windows Settings
Set your physical printer as the system-wide default device so Microsoft Word automatically routes your documents to the correct hardware.
Windows often defaults to 'Microsoft Print to PDF' if a physical printer wasn't fully configured. Changing this setting at the system level ensures all your applications, including Word, will print normally without asking you to save.
Click the Start menu icon in your taskbar and select the gear icon to open Windows Settings. Alternatively, press the Windows key + I.
Click on 'Devices' (or 'Bluetooth & devices' in Windows 11), and then select 'Printers & scanners' from the left sidebar to view all installed printing devices.
Scroll down to the 'Printer preferences' section and uncheck or toggle off the setting that says 'Let Windows manage my default printer'.
Click on your physical printer from the list of devices, select 'Manage', and then click the 'Set as default' button.
Close your Word document and reopen the application. Try printing again to verify the document is sent directly to your physical printer.
Select the Correct Printer Manually in Word
If you frequently use the Print to PDF feature and prefer not to change your Windows default settings, you can manually select your physical printer within Word.
Enjoy Seamless Document Creation and Printing with WPS Office
If you frequently run into configuration issues or errors with Microsoft Word, consider switching to WPS Office. It provides a familiar, user-friendly interface for creating, editing, and printing documents without the hassle, and it is completely free to use.
- 1. Download WPS Office: Visit the official WPS website and install the free WPS Office suite on your computer.
- 2. Open your Document: Launch WPS Writer and open your existing Word document directly without losing any formatting.
- 3. Print with Ease: Click Menu > Print and select your physical printer from the clear, unified print dialogue.
Frequently Asked Questions
Why is 'Microsoft Print to PDF' installed on my computer?
Windows 10 and Windows 11 include 'Microsoft Print to PDF' as a built-in virtual printer. It allows users to save any printable document, web page, or image as a PDF file directly from the print menu, which is highly useful for sharing and archiving.
Why does Windows keep changing my default printer?
Windows has a feature called 'Let Windows manage my default printer' enabled by default. This feature automatically sets your default printer to the one you used most recently. Disabling this setting in 'Printers & scanners' allows you to keep a permanent default printer.
Can I completely remove the virtual PDF printer if I don't use it?
Yes. If you never use the Print to PDF feature, you can remove it by going to Windows Settings > Devices > Printers & scanners, clicking on 'Microsoft Print to PDF', and selecting 'Remove device'.
