# Printing and Saving PDFs

Course: [PDF](https://www.devtutorials.ai/learn/pdf) · Section: Printing, Saving and Sharing
Source: https://www.devtutorials.ai/learn/pdf/printing-saving-and-sharing/printing-and-saving-pdfs

> Print all pages, selected pages, or a range; choose orientation and scaling; save and share PDFs safely; then print an event booklet in the Chapter 6 project.

PDFs keep text and pictures in fixed positions on each page, which helps preserve the layout when you print. The result can still differ if the paper size or print settings don't match the document. A careless click on **Print** can also waste 40 pages of paper when you only need two, or cut the edges off a wide map.

In this lesson, you'll print a whole PDF, selected pages, and a page range; choose the right orientation and scaling; and save, name, and share PDFs safely. At the end, you'll print exactly what you need from an event programme in the Chapter 6 project.

You'll practise on the **Riverton Spring Fair 2026** programme: six pages, including a landscape map.

## How printing works

Click **Print file** in the toolbar (or press **Ctrl + P** with the PDF focused). Two things happen:

1. The viewer prepares the pages for printing (you may see a short "preparing" message).
2. A **print window** opens. In the sandbox and in web browsers, it's your **browser's** print window; in Adobe Acrobat Reader, it's Acrobat's own.

Every setting in this lesson is in that print window. The **preview** on one side shows exactly what will come out: always look at it before clicking **Print**.

No printer? Choose **Save as PDF** (or **Microsoft Print to PDF**) as the printer. It's a free way to practise every setting and see the result, without using paper.

The first choice in the print window is which pages to print.

## Print all pages

With the default settings, **Pages: All** prints every page in the document. That's right for short documents you need in full, such as a two-page letter or a form.

Before printing everything, look at the page count in the toolbar (`1 of 6`). For a long document, ask yourself whether you really need every page.

## Print selected pages and a page range

When you don't need everything, choose pages instead. To print only some pages, choose **Pages: Custom** (in Chrome and Edge; **Pages** with a box in Acrobat) and type which ones:

| You type | It prints |
|---|---|
| `3` | Only page 3 |
| `3-4` | Pages 3 and 4 (a **range**) |
| `1, 5` | Pages 1 and 5 |
| `1, 3-4, 6` | Pages 1, 3, 4, and 6 |

Use the **page numbers in the viewer's page box**, not numbers printed on the pages, which can differ (Chapter 2).

To print just the page you're looking at, Acrobat Reader has **Current page**; in a browser, type that page's number.

The paper itself can go two ways round, and the print window controls that too.

## Page orientation

**Orientation** is which way up the paper goes:

- **Portrait**: taller than wide. Most documents.
- **Landscape**: wider than tall. Wide tables, maps, slides, and charts.

Most print windows have a **Layout** (or **Orientation**) setting. Acrobat Reader's **Auto portrait/landscape** turns each page to fit the paper automatically. If a wide page prints small in the middle of a portrait sheet, or loses its edges, set **Landscape** for that page and print it on its own.

The last big setting is how big each page prints: the scaling.

## Scaling options

**Scaling** decides how big the page is on the paper:

| Option | What it does | Use it when |
|---|---|---|
| **Actual size** (100%) | Prints at exactly the size the PDF was made | Forms and documents that must keep their measurements |
| **Fit to page** / **Fit to printable area** | Shrinks or grows each page to fill the paper inside the margins | The edges get cut off at actual size |
| **Shrink oversized pages** (Acrobat) | Shrinks only pages too big for the paper | Mixed page sizes |
| **Custom** | A percentage you choose, such as 80% | Fine-tuning |
| **Pages per sheet** / **Multiple** | Puts 2, 4, or more pages on one sheet | Handouts and saving paper |

In Chrome and Edge, scaling is under **More settings** > **Scale**. In Acrobat Reader, it's **Page Sizing & Handling**: **Size**, **Poster**, **Multiple**, and **Booklet**.

Before you print, check four things in the preview: **which pages**, **orientation**, **scaling**, and **how many sheets** it will use. Thirty seconds of checking saves paper and reprints.

Printing done, one more pair of skills completes the picture: keeping the file, and sharing it safely.

## Save a PDF

A PDF you're viewing in a browser tab isn't saved until you download it. Click **Download file** (or press **Ctrl + S**) to save a copy, with any comments, form entries, and signatures you added.

Give the file a **clear name** that will still make sense next month: `Spring Fair 2026 - Timetable.pdf`, not `programme(3).pdf`. Save it in a folder where you'll find it again, not just **Downloads**.

## Share PDFs safely

There are three main ways to send a PDF to someone:

| Way to share | Good for | Watch out for |
|---|---|---|
| **Email attachment** | Small files to a few people | Large files may be rejected by the mail service; check the recipient's address |
| **Cloud link** (OneDrive, Google Drive, Dropbox) | Large files, many people | Choose **View only** unless they must edit; anyone with the link may open it |
| **Upload to a website or portal** | Applications, official forms | Use the organisation's real website, not a link in an unexpected email |

Before you share, think about what's **inside** the file: comments and replies, filled-in form fields, signatures, and hidden information such as the author's name. Remove what others shouldn't see, or share a clean copy. For confidential documents, use a **password** (Adobe Acrobat: **Protect**) or a secure sharing service.

Be careful with PDFs you **receive**, too. A PDF in an unexpected email that urges you to "sign in to view" or "enable content" may be a scam. Open PDFs from people and websites you trust.

## Common mistakes

| Mistake | What happens | How to fix it |
|---|---|---|
| Printing all pages by accident | A pile of paper you don't need | Set **Pages** to a range |
| Using printed page numbers in the range | The wrong pages print | Use the viewer's page box numbers |
| Wide page in portrait | Tiny print, or the edges are cut off | Choose **Landscape**, or **Fit to page** |
| Fit to page on a form | The form prints smaller than its real size | Use **Actual size** |
| Never downloading | The file disappears with the tab | **Download** and name it clearly |

## Exercise

Here is your chance to print exactly what you need.

Click **Open the practice PDF** below to open the **Spring Fair 2026** programme. Then do each task and press **Check**. You don't need a printer: cancelling the print window, or saving as PDF, is fine.

## Chapter project

Put Chapter 6 together. You're volunteering at the Spring Fair. You need the timetable and the map on paper, your family needs the contacts page, and the organiser wants to know exactly what to print for the information tent.

## What to remember

- **Print file** (Ctrl + P) opens the print window; always check the **preview**.
- **Pages**: All, a single page (`5`), a range (`3-4`), or a list (`1, 3-4, 6`), using the viewer's page numbers.
- **Orientation**: portrait for tall pages, landscape for wide ones.
- **Scaling**: Actual size keeps real measurements; **Fit to page** stops edges being cut off; several pages per sheet saves paper.
- **Download** to save, with a clear file name; share with **View only** links or a password when it matters.

That's the end of Chapter 6. In Chapter 7, you'll put the whole course together in three real-world projects.