Do you find yourself struggling to print documents from SharePoint? Look no further. In this article, we will discuss simple methods to help you print from SharePoint and improve your productivity. With the increasing use of online document storage, this article is essential for those who rely heavily on SharePoint for their work.
Understanding the Basics of Printing from SharePoint
- Access SharePoint: Log in to your SharePoint account using your credentials.
- Select Document: Choose the document you want to print from the document library.
- Open the Document: Once selected, open the document to view its content.
- Click Print: Locate the print option within the document and click on it.
- Adjust Print Settings: Modify print settings such as page range, number of copies, and layout if needed.
- Print: After adjusting the settings, click on the ‘Print’ button to start printing the selected document from your SharePoint account.
What are the Printing Options in SharePoint?
The printing options in SharePoint include:
- Print: Users can easily print documents from SharePoint by selecting the print option, ensuring quick access to hard copies.
- Export to PDF: SharePoint allows for the export of documents to PDF, making it easy to share and print from the PDF format.
- Send to OneNote: Users can also send documents to OneNote for easy note-taking and organization.
How to Print a Document from SharePoint
As more and more companies utilize SharePoint for document management, it’s important to know how to efficiently print documents from this platform. In this section, we will provide a step-by-step guide on how to print a document from SharePoint. From accessing the document to choosing the right settings, we’ll cover all the necessary steps to ensure a smooth printing process. So let’s dive in and learn how to easily print from SharePoint.
Step-by-Step Guide to Printing a Document
- To print a document from SharePoint, follow these steps:
- Open the desired document.
- Click on the ‘File’ menu located at the top-left corner.
- Select the ‘Print’ option from the menu.
- Choose the printer and desired printing settings.
- Click on the ‘Print’ button to start printing the document.
Troubleshooting Common Printing Issues in SharePoint
- Check Printer Connection: Ensure that the printer is properly connected to the network and is not experiencing any hardware problems.
- Verify Printer Settings: Confirm the printer settings in SharePoint and make sure they match the actual printer settings.
- Update Printer Drivers: Install the latest printer drivers to prevent any compatibility issues.
- Clear Printing Queue: Remove any pending print jobs from the printing queue to resolve any stuck printing problems.
One of my colleagues once encountered similar issues and discovered that a firewall was blocking the printer’s connection to SharePoint. After adjusting the firewall settings, the printing issues were successfully resolved.
Why is My Document Not Printing Correctly?
If your document is not printing correctly from SharePoint, it could be due to a variety of reasons. Check for network connectivity issues, outdated printer drivers, or incorrect print settings. Also, make sure that the document format is compatible with your printer. Troubleshoot by verifying the printer setup, restarting the printer, and updating the print driver. If the issue persists, seek assistance from the SharePoint support team.
Fun fact: Printer ink is considered one of the most expensive liquids in the world, with a cost of approximately $2,700 per gallon.
How to Fix Printer Connection Issues in SharePoint
- Check printer connectivity: Ensure the printer is properly connected to the network or computer, and there are no loose cables.
- Update printer drivers: Install the latest printer drivers compatible with your operating system and ensure they are correctly configured in SharePoint.
- Restart printer and devices: Power cycle the printer and the devices connected to it to reset any potential connection issues.
- Review network settings: Verify that the printer’s network settings align with the SharePoint network configuration.
- Seek IT assistance: If issues persist, contact your IT department for advanced troubleshooting on how to fix printer connection issues in SharePoint.
Tips for Efficient Printing from SharePoint
When it comes to printing from SharePoint, there are ways to make the process more efficient and cost-effective. In this section, we’ll discuss some helpful tips for reducing printing costs in SharePoint, as well as best practices for printing documents from the platform. By implementing these strategies, you can streamline your printing process and save valuable time and resources. Let’s dive in and discover how to make the most out of your printing experience with SharePoint.
How to Reduce Printing Costs in SharePoint
- Implement duplex printing to reduce paper usage and costs in SharePoint.
- Encourage digital documentation and sharing instead of printing in SharePoint.
- Set printing quotas and permissions to control excessive printing in SharePoint.
- Utilize print preview in SharePoint to avoid unnecessary prints and ensure the accuracy of the document.
Best Practices for Printing Documents in SharePoint
- Organize Documents: Implement logical document structures within SharePoint to facilitate easy access and printing.
- Standardize Naming Conventions: Adopt consistent file naming conventions to streamline document retrieval and printing.
- Implement Version Control: Utilize version history to prevent printing outdated documents.
- Utilize Print-Friendly Formats: Encourage the use of PDF or other print-friendly formats to ensure consistent and high-quality printing results.
- Train Users: Provide training on best practices for printing documents in SharePoint to ensure efficient and effective document output.
Frequently Asked Questions
1. How do I print a document from SharePoint?
To print a document from SharePoint, follow these steps:
1. Open the document you want to print.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. Adjust the print settings according to your preferences.
5. Click “Print” to print the document.
2. Can I print multiple documents at once from SharePoint?
Yes, you can print multiple documents at once from SharePoint. Here’s how:
1. Select all the documents you want to print by holding down the “Ctrl” key and clicking on each document.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. Adjust the print settings according to your preferences.
5. Click “Print” to print all the selected documents at once.
3. How do I print a specific page from a document in SharePoint?
To print a specific page from a document in SharePoint, follow these steps:
1. Open the document and go to the page you want to print.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. In the print settings, select the option to print “Current Page”.
5. Click “Print” to print only the selected page.
4. Is it possible to print a document with comments from SharePoint?
Yes, you can print a document with comments from SharePoint. Here’s how:
1. Open the document containing comments.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. In the print settings, select the option to print “Document with Markup”.
5. Click “Print” to print the document with comments.
5. How do I change the print settings for a document in SharePoint?
To change the print settings for a document in SharePoint, follow these steps:
1. Open the document you want to print.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. In the print settings, you can change the printer, number of copies, orientation, etc.
5. Click “Print” to print the document with the new settings.
6. Can I save a document as a PDF before printing from SharePoint?
Yes, you can save a document as a PDF before printing from SharePoint. Here’s how:
1. Open the document you want to print.
2. Click on the “File” tab at the top left corner.
3. Select “Print” from the options.
4. In the print settings, select the option to “Print to PDF” instead of a printer.
5. Click “Print” to save the document as a PDF and then print it.
Where exactly is this mythical “Print” button in Sharepoint?
Is Sharepoint one of those stupid platforms like Salesforce or Jira where every installation is completely custom, so a help document like this won’t actually help 99% of other people?
No, there’s no universal “mythical Print button” in SharePoint that works consistently everywhere.
SharePoint (especially SharePoint Online in the modern experience) doesn’t have a built-in, prominent Print button like you’d expect in Word or a simple web page. Printing is mostly handled via your browser’s print function (Ctrl+P / Cmd+P), and even that often produces poor results because modern SharePoint pages include navigation, side panels, and responsive elements that don’t play nice with printers.
Where people look for it (and why it’s often missing)
In document libraries or lists: There might be no dedicated Print icon in the toolbar or right-click menu by default. Some older classic experiences or custom setups had one in the ribbon (e.g., under Actions or in Display Form toolbar), but this is unreliable in modern views.
For individual items/pages: On a list item display form or modern page, you can sometimes add a custom action (via SharePoint Designer in classic mode or SPFx extensions), but it’s not there out-of-the-box for most users.
In specific contexts (e.g., Reporting Services reports): There can be an Actions menu with Print, but that’s niche.
Best quick workaround: Open the page/item you want to print, use Ctrl+P (or your browser’s print option), and tweak settings like “More settings” to remove headers/footers or choose a simplified layout. For better results, people often export to PDF first or use browser extensions.
Yes, SharePoint is very much like Salesforce or Jira in this regard
SharePoint is highly customizable (and fragmented):
Modern vs. Classic experience: Interfaces differ significantly.
Tenant/site collection admin customizations: Themes, custom SPFx solutions, Power Apps forms, third-party add-ins (e.g., for better print templates), permissions, and feature activations all change what you see.
Version differences: SharePoint Online (Microsoft 365) vs. on-premises (2019, etc.) behave differently.
List/library settings: Features like custom actions, views, or integrated apps (e.g., Power Automate for PDF generation) vary.
A generic help article or screenshot will only match some environments. Many users end up needing custom development, third-party tools (like print web parts or templates), or workarounds like downloading files and printing from desktop apps.
Microsoft has heard the complaints for years (print-friendly modern pages has been a popular request), but it’s still not a polished first-class feature. If you’re in a corporate environment, check with your SharePoint admins—they may have enabled custom buttons or solutions you don’t see.