How to Save or Print to PDF (Instead of Printing on Paper)

📝 Overview

Instead of printing documents on paper, consider saving them as PDFs. This approach is environmentally friendly and makes it easier to share, store, and protect your documents.

💻 Saving to PDF on Windows 10/11

  1. Open the document or file.
  2. Press Ctrl + P or go to File > Print.
  3. Select Microsoft Print to PDF as the printer.
  4. Click Print.
  5. Choose a save location and filename, then click Save.

Supported in: Word, Excel, Chrome, Firefox, Edge, Notepad, and most apps.

🍎 Saving to PDF on macOS

  1. Open the file or webpage.
  2. Press Command + P or go to File > Print.
  3. In the print dialog, click the PDF button (bottom-left).
  4. Select Save as PDF.
  5. Choose a name and save location.

🌐 Saving Web Pages as PDFs

Google Chrome

  1. Press Ctrl + P (Windows) or Cmd + P (Mac).
  2. Change the destination to Save as PDF.
  3. Click Save.

Microsoft Edge

Same steps as Chrome. Use Microsoft Print to PDF as the printer.

Mozilla Firefox

  1. Click the menu (☰) and select Print.
  2. Click Print using system dialog.
  3. Select Microsoft Print to PDF (Windows) or Save as PDF (Mac).

📄 Microsoft Office (Word, Excel, PowerPoint)

Method 1: Save As PDF

  1. Go to File > Save As.
  2. Select PDF as the file type.
  3. Click Save.

Method 2: Print to PDF

Choose Microsoft Print to PDF in the print dialog.

📧 Saving Outlook Emails as PDF

  1. Open the email.
  2. Press Ctrl + P or Cmd + P.
  3. Select Microsoft Print to PDF or Save as PDF.
  4. Click Print, then choose a save location.

📚 Using Adobe Acrobat/Reader

  1. Open the file.
  2. Go to File > Print.
  3. Select Adobe PDF or Microsoft Print to PDF.
  4. Click Print to save.

🧾 Converting Images or Scans to PDF

  • Use scanning apps (e.g., iOS Notes, Google Drive, OneDrive) to scan and export as PDF.
  • Open the image and print it using Print to PDF.

🔐 Why Save as PDF?

  • Keeps formatting intact
  • Reduces paper waste
  • Easy to share, store, or email
  • Supports Duke’s sustainability efforts

📥 Need Help?

Contact the OIT Service Desk:

Article number: KB0038993

Valid to: September 3, 2026