Printing Problems

How to Fix Word Asking to Save Before Printing

Maira Mehtab Sep 28, 2026 869 views

Question details

The user is prompted to save the document when attempting to print in Word, and the document fails to print physically even after saving.

Product: Word
Device & OS: not provided
Scenario: Attempting to print a Word document to a physical printer.
Observed behavior: Clicking Print opens a 'Save As' dialog instead of sending the document to the printer. Saving the file does not produce a physical printout.

Before you start

Ensure your physical printer is powered on, properly connected to your computer via USB or Wi-Fi, and has the correct drivers installed.

Solution 1Recommended

Select a Physical Printer Instead of a Virtual Printer

This issue occurs when a file-based virtual printer, such as 'Microsoft Print to PDF' or 'XPS Document Writer', is set as the active printer.

When a virtual printer is selected, Word assumes you want to export the document as a digital file (like a PDF) rather than creating a paper copy. Changing the printer selection to your actual hardware printer will resolve this.

Open the Print Menu

Click on 'File' in the top-left corner of the Word interface and select 'Print' from the left sidebar, or simply press 'Ctrl + P' on your keyboard.

Locate the Printer Drop-down

Under the 'Printer' section, click on the drop-down menu that displays the currently selected printer.

Choose Your Physical Printer

Select your physical printer's name (e.g., HP, Canon, Brother, Epson) from the list, ensuring you navigate away from 'Microsoft Print to PDF' or 'Send to OneNote'.

Print the Document

Once the physical printer is selected and displays a 'Ready' status, click the 'Print' button at the top to print your document.

Setting a Default Printer: To prevent this from happening in the future, you can set your physical printer as the default in your Windows settings by going to Settings > Devices > Printers & scanners.

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WPS Office offers a highly intuitive printing interface, making it incredibly easy to manage your printers, switch between physical and PDF printing, and preview your documents before sending them to the printer.

1. Open Your Document: Launch WPS Writer and open the document you wish to print.
2. Access the Print Settings: Click on 'Menu' in the top-left corner and select 'Print', or use the 'Ctrl + P' shortcut.
3. Select the Correct Printer: In the Print dialog box, choose your physical printer from the 'Name' dropdown list instead of 'Export to PDF'.
4. Confirm and Print: Review your print settings and page ranges, then click 'OK' to send the document to your printer.

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Frequently Asked Questions

What is a file-based or virtual printer?

A file-based virtual printer, such as 'Microsoft Print to PDF', acts like a regular printer but instead of putting ink on paper, it generates a digital file (like a PDF or XPS) and saves it to your computer's hard drive.

How do I make my physical printer the default in Windows?

Open your Windows Settings, go to 'Devices', then 'Printers & scanners'. Uncheck the option 'Let Windows manage my default printer'. Then, click on your physical printer, select 'Manage', and click 'Set as default'.

Why does 'Print to File' keep checking itself in older versions of Word?

In some older versions or specific printer drivers, a 'Print to file' checkbox may be manually checked in the Print dialog. Simply locating and unchecking the 'Print to file' option in your print settings will stop the save prompt.

Can I save as a PDF without opening the print menu?

Yes, you can directly save a document as a PDF without interacting with the printer settings by going to 'File' > 'Save As' and selecting 'PDF' as the file format, or by using a dedicated 'Export to PDF' button.

Document & File Issues