Ever bumped into the “Print to File” option in your printer settings on Windows and wondered what it’s all about? If you’re scratching your head over this function, how to use it, or why it even exists, you’ve came to the right place. We’re going to talk about what “Print to File” means and how you can use it like a pro in Windows 11 or Windows 10.
Also see: How to Check Print History in Windows 11
Page Contents
What is “Print to file”?
Imagine you’re working on a doc in Microsoft Word, Adobe Reader, or even browsing on Google Chrome and you hit print. A print dialogue box pops up with a list of printers and some settings. In that list, you might see an option called “Print to File”.
This option doesn’t print your document out on paper. Instead, it creates a .prn file. This file has all the details needed to print the document exactly how you want it, including layout, fonts, and images.
Why is this handy? Say you’re on a computer without the right printer. “Print to File” lets you save a .prn file to take to another computer that has the right printer, so you can print your document there, keeping all the original formatting and details.
Useful tip: How to AirPrint From iOS to Windows 11/10 Shared Printer
How to use “Print to file” in Windows 11 or 10
Using the “Print to File” feature in Windows is pretty straightforward. Here’s what you need to do, step by step:
- Click “File” in your app (like Notepad, Word, Chrome, etc.).
- Choose “Print” from the menu. This brings up the print dialogue box.
- Look for “Print to File” in the print dialogue box and select it.
- Hit “Print” again, and pick where you want to save your .prn file.
- Save your .prn file to your chosen spot.
Depending on the app you’re using, these steps might change a bit. In some apps, you might need to go through “Print Setup” or “Page Setup” first to see the “Print to File” option.
Recommended guide: How to Clean Print Head in Windows 11
How to open or print a .prn file
To print a .prn file on a Windows PC, do the following:
- Move the .prn file to the computer with the right printer.
- Open the Command Prompt. Do this by hitting the “Start” button, typing “cmd”, and pressing Enter.
- Change the Command Prompt’s directory to where your .prn file is using the
cdcommand. For instance, if it’s on your C: drive, typecd C:\and hit Enter.
- To print the .prn file, use this command:
copy /b filename.prn \\computername\printername
Replace “filename.prn” with your file’s name, “computername” with your printer-connected computer’s name, and “printername” with your printer’s name. Or use the local printer port with:copy /b filename.prn LPT1:
- Hit Enter. Your file will be sent to the printer to print.
Note: Make sure your printer is on, connected, and properly set up with the right drivers. You also need the right permissions to use the printer.
Adjust the commands as needed for your file, printer, and setup. This method lets you print your document on another system with the right printer. But, both computers need the same printer driver, as a .prn file for one printer might not work with a different printer.
Related resource: Using a PowerShell Script to Add a Printer Driver by IP
Why a .prn file might not print right
Having issues with printing a .prn file? Well, it’s all about the printer driver. The printer driver is key. When you pick “Print to File,” you create a .prn file specially for the printer you chose. This file has all the details about how your document should look, including colors and paper size.
The printer driver is the go-between for your computer and printer, turning those print instructions into something the printer can understand. Since different printers do their job in their own ways, a .prn file meant for one printer might not play nice with another. This can mess up how your document looks or even stop it from printing altogether.
If you’re thinking about printing a document on another computer, it’s smart to make sure both computers have the same printer driver.
How to print a .prn file on a different printer
If matching printer drivers on different machines isn’t an option, there’s another way. Using a universal printer driver or going for a file format like PDF (you know, “Print to PDF”) can help your document keep its look no matter where you print it, without stressing over printer drivers.
Some final remarks
The “Print to File” option might feel a bit outdated, but it still has its uses, especially when you can’t use cloud printing or email. With the evolution of Windows, including the latest Windows 11 and 10, this feature lets you print your documents from any computer to any printer, no matter the location.
Like, you could save a .prn file at home, take it to work, and print it there. This way, your document stays looking sharp, even when you’re printing it from different computers.
