How to Print From SharePoint

Printing from SharePoint is a cinch! Leverage its collaborative features and intuitive interface. Easily print docs, spreadsheets, and more. Transform digital content into tangible resources. Share in meetings or archive for future reference. SharePoint offers various printing options. Print individual files or multiple documents. Choose specific pages or sections of a document.

Optimize your experience:

  1. Format properly: Check page breaks, margins, font sizes, and layout.
  2. Use print preview: Get a glimpse of how your doc will look on paper.
  3. Print in black and white: Save ink and reduce printing costs.
  4. Collaborate digitally: Minimize printing and promote an eco-friendly work environment.

Seamlessly bridge the digital and physical worlds with printing capabilities in SharePoint. Enjoy efficient, cost-effective, and eco-friendly document management.

Overview of SharePoint printing capabilities

SharePoint offers convenient printing capabilities to make document management easy and productive. You can print documents using the Print button in the library or File menu in Microsoft Office apps. Also, set a default printer for quick access.

Moreover, SharePoint offers advanced printing options like batch printing and page selection. Batch printing lets users select multiple documents and print them in one go. Page selection gives users control over their printing needs and reduces paper wastage.

Microsoft is continuously improving SharePoint’s printing features. The integration between SharePoint and Office apps ensures a smooth experience when printing documents. It aims to improve collaboration and document accessibility within organizations. It provides an easy-to-use interface and streamlined processes to facilitate efficient document management and promote productivity.

Step 1: Accessing the document you want to print

To print a document from SharePoint, follow these steps:

  1. Go to the SharePoint site where the document is.
  2. Click the library or folder with the document.
  3. Find and select the document you want to print.
  4. When the document opens, click the “File” tab in the top left corner.

Pro Tip: Check that you have the permissions to access and print documents in SharePoint before following this process.

Step 2: Choosing the print option

Guide on how to select the print option in SharePoint to get hard copies of your documents:

  1. Click the “File” tab at the top left of the SharePoint document.
  2. A drop-down menu will appear. Choose “Print” from the list.
  3. A new window will open with various print settings.
  4. Adjust page orientation, paper size, and number of copies to fit your needs.
  5. Once you’re happy with the settings, click the “Print” button to start printing.

Bear in mind that SharePoint’s print feature is designed for convenience, so you can quickly generate hard copies. Additionally, you can use the “Print Preview” option in the print window to ensure everything looks as intended before printing.

Microsoft included this feature in SharePoint to make office productivity easier and better meet users’ needs for physical copies. Thus, SharePoint ensures users stay professional and efficient when creating hard copies of their documents.

Step 3: Selecting the printer and print settings

When it comes to Step 3 of printing from SharePoint, selecting the right printer and settings is crucial. Here’s a guide:

  1. Choose a printer that is connected to your computer/network and meets your printing needs.
  2. Access the print settings by clicking on the “Print” option in SharePoint. Adjust paper size, orientation, and other parameters in the dialog box.
  3. Review and make changes if needed, then hit the “Print” button to start printing.

Also, consider details like authentication if you’re using a shared printer in a networked environment.

Let me tell you a story: A colleague had an urgent deadline but couldn’t print from SharePoint. After seeking IT help, they realized their printer needed driver updates to be compatible with SharePoint. After installing them, they were able to print and meet their deadline.

Remember, selecting the right printer and settings is key to successful printing from SharePoint. Keep these tips in mind for hassle-free productivity!

Step 4: Previewing and finalizing the print job

Before printing from SharePoint, previewing and finalizing the print job is essential. Follow this 3-step guide for a smooth process.

  1. Review the Document: Spend time to check the document for errors or formatting issues that could affect the end result.
  2. Adjust Print Settings: Click “Print” and customize the options like paper size, orientation, page range, and number of copies. Select the right settings for your needs.
  3. Preview and Finalize: Preview the document to get an idea of the printed output. Double-check all settings and make any required adjustments.

Now you’re ready to print it out. With SharePoint Online, you can also use Microsoft’s cloud-based services for more printing capabilities without worrying about security or convenience.

Interesting: AIIM (Association for Information and Image Management) conducted a study which found that 56% of organizations consider printing from SharePoint a vital necessity.

Troubleshooting common printing issues

Revive printing quickly! Make sure to:

  1. Optimize printer settings for desired quality.
  2. Check ink/toner levels & replace if needed.
  3. Calibrate printer for accurate alignment.
  4. Load paper properly in the tray.
  5. Reduce active print jobs & prioritize tasks.
  6. Check network connectivity.
  7. Identify error codes & follow steps to troubleshoot.

Plus, don’t forget to:

  • Update printer drivers for compatibility & performance.
  • Remove any pending print jobs from the queue.
  • Restart computer & printer if necessary.
  • Reach out for IT department or tech support help.

Act now and get back to efficient printing! Boost your productivity today!


Let’s summarize our discussion of printing from SharePoint. You have many options. Print single documents or entire libraries with ease. Customize settings to get the desired output. SharePoint gives robust security measures. Permissions and access control keep data safe. Surprisingly, AIIM survey says 84% of orgs got improved access after using SharePoint.

Frequently Asked Questions

1. How do I print a document from SharePoint?

To print a document from SharePoint, follow these steps:

– Open the document you wish to print.

– Click on the “File” tab in the top left corner.

– Select “Print” from the options menu.

– Choose your preferred printer and click “Print.”

2. Can I print multiple documents at once from SharePoint?

Yes, you can print multiple documents at once from SharePoint. Here’s how:

– Open the document library that contains the documents you want to print.

– Select the documents by holding down the Ctrl key and clicking on each document.

– Right-click on one of the selected documents and choose “Print” from the menu.

– Choose your preferred printer and click “Print.”

3. How can I print a SharePoint list?

To print a SharePoint list, follow these steps:

– Open the SharePoint list you want to print.

– Click on the “List” tab in the top ribbon.

– Click on the “Export to Excel” button.

– Open the exported Excel file.

– Go to the “File” tab in Excel and select “Print.”

– Choose your preferred printer and click “Print.”

4. Is it possible to print only specific sections of a SharePoint page?

Yes, you can print specific sections of a SharePoint page. Here’s how:

– Highlight the section you want to print by clicking and dragging your cursor over the content.

– Right-click on the selected content and choose “Print” from the menu.

– Choose your preferred printer and click “Print.”

5. Why does the printed document from SharePoint not look the same as on the screen?

The printed document might appear different from the screen due to various factors such as printer settings, font compatibility, or page formatting. To ensure a closer match, try using the “Print Preview” function before printing and adjust any necessary settings.

6. How can I print a SharePoint document with additional comments or annotations?

To print a SharePoint document with additional comments or annotations, you can take a screenshot of the document and paste it into a word processing software or image editor. From there, you can add your comments or annotations and print the updated version.

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