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What Does Print to File Mean in Microsoft Word?
Question details
The user wants to understand the 'Print to file' function in Microsoft Word and how to create a readable document or PDF instead of an unusable output file.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Trying to save or print a Word document as a digital file.
- Observed behavior
- Using the 'Print to file' option results in an unusable, unreadable output file rather than a standard editable document or PDF.
Determine whether you need an editable Word document for future modifications or a fixed-layout PDF for sharing before choosing your saving or printing method.
Use Print to PDF for Readable Documents
Instead of using 'Print to file', which only saves raw printer driver data, use 'Print to PDF' to create a universally readable document.
The 'Print to file' option saves the raw, device-specific instructions generated by your printer driver (usually creating a .prn file). These files are designed to be sent directly to a physical printer via command line, not opened or read on a computer screen.
Click on 'File' in the top-left corner of Microsoft Word, then select 'Print' from the sidebar menu.
Under the 'Printer' drop-down list, select 'Microsoft Print to PDF' or 'Save as PDF'. Ensure that the 'Print to file' checkbox (if visible in older versions) is unchecked.
Click the 'Print' button. A dialog box will appear asking you to choose a location and name for your new PDF file. Click 'Save'.
How to Export a Readable PDF in WPS Office
WPS Office simplifies the process of creating readable documents with its built-in 'Export to PDF' feature, avoiding confusing printer driver files altogether.
- 1. Open Document in WPS Writer: Launch WPS Office and open your existing Word document.
- 2. Click Export to PDF: Navigate to the 'Tools' tab on the top ribbon and click the 'Export to PDF' button.
- 3. Configure Export Settings: Choose your desired save location and select whether you want a standard or compressed PDF.
- 4. Save the PDF: Click 'Export' to immediately generate a universally readable, high-quality PDF file without dealing with printer drivers.
Frequently Asked Questions
How do I open a file created with Print to File (.prn)?
Files created with 'Print to file' usually have a .prn extension and are not meant to be opened or read on a screen. To use them, you must send them directly to the specific physical printer model they were created for, typically using Command Prompt commands.
Why is the Print to File option even available?
It is a legacy feature from when computers were not always directly connected to printers or networks. You could 'print to file' on one computer, save the .prn file to a floppy disk or USB drive, and take it to a computer that was physically connected to that exact printer model.
How do I save an editable copy of my Word document instead of printing?
To save an editable copy, do not use the Print menu at all. Instead, click 'File' > 'Save As', or simply press the F12 key on your keyboard, and save your file in the standard .docx format.
