Best PDF Printers of 2024

Use the comparison tool below to compare the top PDF Printers on the market. You can filter results by user reviews, pricing, features, platform, region, support options, integrations, and more.

Overview of PDF Printers

PDF printers are virtual software or applications that allow users to create professional-quality, digital documents in the form of PDF files. These tools work by simulating a physical printer on a computer and converting any printable document into a PDF file.

There are various types of PDF printers available, with some being free and others requiring payment. Many operating systems, such as Windows, macOS, and Linux, have built-in capabilities to generate PDFs from any software application. However, specialized third-party PDF printing software often offers more advanced features and functionality.

The main purpose of using a PDF printer is to convert any document into a format that can be easily shared and viewed across different devices. This makes it an essential tool for businesses and individuals who need to collaborate on documents but may be using different operating systems or versions of software. Additionally, with the rise of remote work and the increasing reliance on digital communication, having access to a reliable PDF printer has become even more important.

One key advantage of using a PDF printer is its ability to maintain the original formatting and layout of a document. Unlike other file formats, such as Word or Excel documents which may change depending on the device used to open them, PDFs appear consistent across all platforms. This means that charts, graphs, images, tables, fonts, colors- everything stays intact during conversion. It ensures that no matter where or how the document is being viewed; it will look exactly as intended by the creator.

Another significant benefit is that PDF printers offer strong security features. They allow users to add passwords or restrictions to their files before sharing them with others online. This ensures that only authorized individuals can access sensitive information or make changes to the document.

PDF printers also play an essential role in reducing paper usage and promoting eco-friendliness. Since they eliminate the need for physical printing altogether while maintaining high-quality output results simultaneously; they contribute towards reducing carbon footprint levels significantly.

In terms of functionality, PDF printers are highly versatile. They support a wide range of file types and allow users to merge multiple documents into a single PDF, rearrange pages, add watermarks, hyperlinks, bookmarks, and more. Moreover, they also provide an option to compress the file size without compromising on the quality of the document.

Some PDF printers come with advanced features such as Optical Character Recognition (OCR), which allows users to convert scanned images or text into searchable and editable PDFs. This is particularly useful for businesses that need to digitize large volumes of physical documents.

PDF printers have revolutionized the way we create and share digital documents. They offer numerous benefits such as maintaining document integrity across devices and platforms, ensuring security and privacy of sensitive information, reducing paper waste, and providing advanced features for better functionality. With the increasing reliance on digital communication in today's world, having access to a reliable PDF printer has become essential for both personal and professional use.

What Are Some Reasons To Use PDF Printers?

1. Preserves document formatting: PDF printers are designed to accurately preserve the layout and formatting of a document, making it easy to share and view without any changes in appearance.
2. Cross-platform compatibility: One of the main advantages of PDF printers is that they can be accessed and viewed on any device or operating system, including Windows, Mac, Linux, iOS, and Android.
3. Lightweight file size: Unlike other file formats such as Word or Excel, PDFs are known for their compact file size. This makes it easier to send large documents via email or store them on your computer without taking up too much storage space.
4. Security features: PDF printers come with built-in security features that allow you to password-protect your documents and restrict editing capabilities. This ensures that your sensitive information remains secure from unauthorized access.
5. Embed multimedia elements: With a PDF printer, you can easily embed multimedia elements such as videos, audio files, hyperlinks, and images into your documents. This makes them more engaging and interactive for readers.
6. Universal format for sharing: A major advantage of using PDF printers is that the format is universal and can be opened on any device without the need for specific software or fonts installed.
7. Ability to merge multiple files into one: With a PDF printer, you can easily combine multiple files into one single document. This is especially useful when working on collaborative projects where each team member contributes different sections of the document.
8. Wide range of annotation tools: Many PDF printers come with built-in annotation tools that allow users to highlight text, add comments, insert sticky notes, or draw shapes onto the document. This makes it easier for collaborators to provide feedback or make edits directly to the document itself.
9. Extracts information from scanned documents: Some advanced PDF printers have OCR technology which allows them to extract text from scanned documents and convert them into searchable and editable text.
10. Cost-effective: PDF printers are typically more cost-effective compared to other document formats as they do not require specialized software or licenses to view or edit them. This makes it a great option for small businesses, freelancers, and students who may have budget constraints.
11. Can be converted from any file format: Another advantage of PDF printers is that they can convert just about any file format into a PDF easily. This includes Word documents, Excel spreadsheets, PowerPoint presentations, images, and more.
12. Flexibility in editing and revising: With a PDF printer, you can easily make edits and revisions to your document without altering the original version. This allows for multiple versions of the same document, making it easier to track changes and collaborate with others.
13. Environmentally friendly: By using a PDF printer instead of printing physical copies of documents, you can help reduce paper waste and contribute towards environmental sustainability.
14. Preserve hyperlinks: When converting a document into a PDF using a printer, all hyperlinks within the original document will remain clickable in the resulting PDF. This ensures that readers can access any referenced websites or resources seamlessly.
15. Easy integration with online platforms: Many online platforms such as job application portals or government forms require documents to be submitted in PDF format. By using a PDF printer, you can easily convert your file into the required format without having to manually save it in different formats.

There are numerous reasons why one might choose to use a PDF printer over other document formats. From preserving formatting and layout to cross-platform compatibility and security features, PDF printers offer many advantages that make them an essential tool for professionals across various industries.

Why Are PDF Printers Important?

PDF printers are essential tools that allow users to easily convert electronic documents into a universally accessible file format - the Portable Document Format (PDF). This is a type of digital document created by Adobe Systems in 1990 that can be viewed, shared, and printed on any device regardless of operating system or software requirements. In this modern age where sharing and collaboration have become an integral part of our daily lives, PDF printers have become increasingly important for both individuals and businesses.

One of the main reasons why PDF printers are important is their versatility. Unlike other document formats like Microsoft Word or Excel, which can only be opened using specific software, PDFs can be opened on almost any device without requiring any special tools. This makes it extremely convenient for users to share documents with people who may not have access to the same software. Additionally, since PDFs retain their formatting regardless of the device they are opened on, they provide a consistent viewing experience for all users.

Another significant benefit of using PDF printers is their ability to compress large files. We live in an era where we generate enormous amounts of data every single day, whether it's through work-related documents or personal photos and videos. Such large files can often take up a lot of space on our devices and make it difficult to share them via email or online platforms. However, when converted into PDF format using a printer, these files automatically get compressed without losing their quality. This results in reduced file sizes making it easier to store and share them.

In addition to file compression features, most modern PDF printers also offer advanced security options such as password protection and redaction capabilities. With cybercrime being more rampant than ever before, protecting sensitive information has never been more critical. By allowing users to limit access to confidential data through password-protected documents or removing sensitive information before sharing it with others through redaction tools, PDF printers help keep sensitive information safe from prying eyes.

Moreover, compared to traditional printers, PDF printers are more environmentally friendly as they do not require any physical printing of documents. By converting electronic files into digital documents, PDF printers significantly reduce paper and ink usage, helping businesses and individuals reduce their carbon footprint. This makes them an important tool in promoting sustainability and reducing our impact on the environment.

PDF printers play a crucial role in modern-day document management by providing a convenient way to convert electronic files into universally accessible and secure documents. Their versatility, file compression capabilities, advanced security options, and eco-friendliness make them vital tools for both personal and professional use. As technology continues to advance, it is safe to say that the importance of PDF printers will only continue to grow in the future.

Features Offered by PDF Printers

1. Virtual Printing: PDF printers work like regular printers, except they do not physically print out documents. Instead, they create digital versions of the document that can be viewed and saved as a PDF file.
2. Customization Options: One major feature of PDF printers is the ability to customize various options such as page size, orientation, margins, and resolution. This allows users to tailor the output according to their specific needs.
3. Watermarks and Headers/Footers: Many PDF printers offer the option to add watermarks or headers and footers to the output document. These features are especially useful for branding purposes or adding important information to the document.
4. Security Settings: Most PDF printers come with security settings that allow users to password-protect their PDF files or set restrictions on printing, copying, and editing of the document. This ensures confidentiality and prevents unauthorized access or modifications.
5. Merge Multiple Documents into One: Another useful feature provided by some PDF printers is the ability to merge multiple documents into one single file. This saves time and makes it easier for users who need to combine several documents.
6. Compression Options: Large files can take up a lot of storage space on devices or may be difficult to share over email or online platforms. However, many PDF printers offer compression options that reduce the file size without compromising on quality.
7. Interactive Elements: Some advanced PDF printers also allow users to add interactive elements such as hyperlinks, bookmarks, and multimedia content to their documents. This makes the document more engaging and user-friendly.
8. OCR: OCR is a technology that allows users to convert scanned documents or images into editable and searchable text. Some PDF printers come with this feature, making it easier to work with physical documents.
9. Batch Printing: For those who need to print multiple documents at once, batch printing is a great feature provided by PDF printers. It allows users to select several files at a time and print them in one go, saving time and effort.
10. Print Preview: Many PDF printers offer a print preview function that allows users to see how the document will look before actually printing it out. This helps in catching any errors or formatting issues beforehand.
11. Compatibility: PDF printers are compatible with various operating systems such as Windows, Mac, and Linux, making it easy for users of different devices to access the software.
12. User-Friendly Interface: Most PDF printers have a simple and intuitive interface that makes them easy to use for beginners as well as experienced users.
13. Cost-Effective: Compared to physical printers, PDF printers are much more cost-effective as they eliminate the need for paper, ink/toner cartridges, and maintenance costs.
14. Virtual Printer Drivers: Some advanced PDF printers come with virtual printer drivers that allow users to save or convert any document from any application into a PDF file by simply selecting the "print" option.
15. User Support: Many PDF printer providers offer customer support through email or live chat services in case of any technical issues or questions about using the software.

Types of Users That Can Benefit From PDF Printers

• Students: PDF printers can be useful for students as they often need to submit assignments or reports in electronic form. With a PDF printer, they can easily convert their documents into PDF format and ensure that the formatting is preserved when it is opened on different devices.
• Teachers: Educators can also benefit from using PDF printers as they often need to share lesson plans, handouts, or course materials with their students. By converting these documents into PDF format, teachers can prevent any potential formatting issues and make it easier for their students to access the information.
• Business professionals: In today's digital age, almost all business transactions are conducted electronically. This means that having a reliable way to convert documents into a universal format like PDF is essential. PDF printers allow business professionals to create professional-looking documents that can be easily shared with colleagues or clients.
• Graphic designers: Graphic designers often work with high-quality images or designs that need to be shared with clients or printed out for portfolio purposes. Using a PDF printer ensures that these images are not compressed or distorted in any way, maintaining their quality and appearance.
• Office workers: In an office setting, there are many situations where employees may need to share documents or external stakeholders. Having a PDF printer makes this process quick and convenient as all users have easy access to the same software and can easily convert documents without worrying about compatibility issues.
• Writers/authors: Authors who want to self-publish their books may find it beneficial to use a PDF printer during the final stages of editing. This allows them to review how the book will look in its final format before sending it off for printing.
• Lawyers/legal professionals: Legal professionals deal with highly sensitive information daily, so security is of utmost importance when sharing documents electronically. With password protection options available in most PDF printers, lawyers can ensure that only authorized individuals have access to confidential files.
• Archivists/librarians: For those who work with historic documents or rare books, preserving their content and appearance is crucial. PDF printers allow these professionals to create digital copies of delicate materials without the risk of damaging them.
• Individuals in need of electronic signatures: Many PDF printers come with features that allow users to add digital signatures to their documents. This can be beneficial for situations like signing contracts or agreements electronically, eliminating the need for printing and scanning.
• People who want to save paper: With concerns about environmental sustainability on the rise, many individuals may choose to use a PDF printer as a more eco-friendly option. By converting physical documents into digital ones, they can reduce paper usage and lower their carbon footprint.

How Much Do PDF Printers Cost?

The cost of PDF printers can vary greatly depending on the features, quality, and brand. Some basic PDF printers are available for free, while others can cost hundreds or even thousands of dollars. Additionally, various license types such as single-user, multi-user, and enterprise licenses can affect the price.

On the lower end, you can find free PDF printers such as CutePDF Writer and PrimoPDF. These are basic printers that allow you to convert documents into PDF format but may lack advanced features like editing or form-filling capabilities.

For more advanced features and higher quality output, paid options start around $50-$100. These include popular PDF printer software like Nitro Pro and Foxit PhantomPDF. These tools offer a broader range of features such as text editing, form filling, merging multiple files into one PDF document, and securing your files with passwords.

At the top end of the spectrum are professional-grade PDF printing solutions designed for large businesses or organizations. These typically offer robust features such as batch printing, OCR for converting scanned documents into editable text, customizable watermarks and stamps, digital signatures support, and more. Prices for these types of software can range from $200 to upwards of $1,000.

Aside from one-time purchases of desktop software licenses mentioned above, another popular option is subscription-based pricing models where users pay a monthly or yearly fee to access all the latest versions and updates. Adobe Acrobat Pro DC is an example of this type of pricing model which starts at $14 per month per user with an annual commitment.

In addition to these costs associated with purchasing a specific tool itself there might be other expenses involved in using a PDF printer as well such as ink cartridges or toners if it’s a physical hardware device (such as those made by Xerox), paper fees usually charged per page which apply in some print shops when generating physical copies from digital files sent via email instead of printing them from a printer connected directly to your computer.

The price of PDF printers can range anywhere from free to several hundred dollars or more depending on your needs and requirements. It is important to research and compare different options before purchasing to ensure you are getting the best value for your money. Additionally, considering alternative methods such as online PDF printers or subscription-based models can also be more cost-effective in the long run.

PDF Printers Risks

There are several risks associated with PDF printers, which are tools that allow users to convert electronic documents into PDF format. These risks include:

1. Security Vulnerabilities: PDF printers can be vulnerable to security threats such as malware and viruses, leading to unauthorized access to sensitive information or the installation of harmful software on the user's system.
2. Lack of Encryption: Some PDF printers do not offer encryption options for protecting documents, leaving them vulnerable to interception and viewing by unauthorized individuals.
3. Data Integrity Issues: The conversion process from other file formats to PDF may result in data integrity issues, such as missing or corrupted text, images, or formatting.
4. Compatibility Issues: Not all PDF printers are compatible with every operating system or document type, potentially causing errors during conversion and resulting in unusable files.
5. Inadequate Quality Control: Since anyone can create and distribute a PDF printer without quality control measures in place, some may have bugs or glitches that compromise the accuracy and reliability of the converted document.
6. Unwanted Tracking Features: Some free versions of PDF printers may come bundled with unwanted tracking features that collect user data without consent.
7. Ineffective Printing Options: Some PDF printers may not provide advanced printing options like black-and-white print mode or scaling features, which are essential for certain documents.
8. Lack of Technical Support: Free versions of PDF printers often lack technical support services for troubleshooting issues and resolving errors faced by users.
9. Legal Implications: Using unlicensed versions of paid-for PDF printing solutions could subject users to legal action if they violate copyright laws by using restricted materials illegally obtained through these tools.
10. Bloatware and Adware Installation: Some free versions of PDF printers come bundled with bloatware and adware that slow down computer performance and bombard users with unwanted ads while using the tool. These unnecessary tools can be challenging to remove entirely from a user's computer system.
11. Potential for Phishing Attacks: In some cases, PDF printers can be used as a disguise for phishing attacks, where users are tricked into downloading and installing fake PDF printers that contain malicious software.
12. Privacy Concerns: Some PDF printers may collect sensitive information from the user's computer or document during conversion, posing a privacy risk to the user.
13. Dependence on Third-Party Services: Some PDF printers rely on third-party servers for processing documents, which could lead to data breach risks if these services are not adequately secured.
14. Limited User Control: Since most PDF printing tools are free and open source, they do not provide users with complete control over their documents' security and settings.
15. Lack of Updates and Support: Free or outdated versions of PDF printing tools may no longer receive updates or technical support from the developer, leaving them vulnerable to newer threats and compatibility issues with updated systems or file formats.
16. Costly Paid Versions: While some free versions of PDF printers offer limited features and functionalities, paying for a full version can be expensive for individuals or small businesses.

While PDF printers offer convenience in converting electronic documents into a widely used format, there are several associated risks that users should consider before using any particular tool. It is essential to research and choose reliable and secure options to minimize these risks when using a PDF printer.

Types of Software That PDF Printers Integrate With

There are various types of software that can integrate with PDF printers. These include:

1. Document creation and editing software: Software such as Microsoft Word, Excel, and PowerPoint can integrate with PDF printers to convert documents, spreadsheets, and presentations into PDF format.
2. Graphic design software: tools like Adobe Photoshop and Illustrator can also integrate with PDF printers to export designs or images in the form of a PDF file.
3. Web browsers: Browsers like Google Chrome, Mozilla Firefox, and Internet Explorer have built-in options to print web pages as PDFs using a virtual printer.
4. Accounting and finance software: Many accounting tools like QuickBooks or Sage 50 allow users to generate reports as well as invoices in the form of a PDF document.
5. Scanning software: Scanners often come with their own scanning software that enables users to save scanned documents directly into a PDF file through integration with a virtual printer.
6. Project management tools: Many project management tools like Asana or Trello have the option to print tasks or project plans as a printable report which can be saved in PDF format using an integrated printer.
7. Email clients: Some email clients such as Microsoft Outlook have the option to print emails or attachments in the form of a PDF by using an integrated virtual printer.

Any software that can print documents or files can potentially integrate with a PDF printer for easy conversion into this popular file format.

What Are Some Questions To Ask When Considering PDF Printers?

1. What is the cost of the PDF printer? This question can help determine if the cost is within your budget and if there are any additional fees or subscriptions associated with using the printer.
2. Does the printer have a free trial option? Some PDF printers offer a free trial period, allowing you to test out the features and functionality before committing to purchasing it.
3. What features does the printer offer? Different PDF printers may have varying features such as converting multiple file types, merging documents, adding security measures, etc. It's important to assess which features are necessary for your specific needs.
4. Is it compatible with my operating system? Not all PDF printers may be compatible with every operating system. It's important to check if it works with your specific OS (Windows, Mac, Linux) before making a purchase or downloading.
5. How easy is it to use? Consider if the user interface of the printer is intuitive and user-friendly for someone who may not be tech-savvy or familiar with PDF printing software.
6. Does it support batch processing? If you frequently need to print or convert multiple documents at once, it's essential to find a printer that supports batch processing to save time and effort.
7. Is customer support available? Having reliable customer support can be crucial in case of technical issues or questions about how to use certain features of the product.
8. Are there any reviews or ratings from previous customers? Reading reviews from other users can give insight into their experience with using the PDF printer and help determine its reliability and effectiveness.
9. Can I customize settings for printing quality and file size? Depending on what type of document you're printing, being able to adjust settings like resolution and compression can make a difference in optimizing file size without compromising quality.
10. Is there an option for password protection? If you need extra security for sensitive documents, ensure that the PDF printer has an option for password protection to restrict access and keep your files secure.
11. Does it have the ability to convert scanned documents into editable files? Some PDF printers have OCR technology, allowing them to convert scanned documents into editable text. This can be a useful feature for those who regularly work with physical copies of documents.
12. Are there any additional features or add-ons available? Some printers may offer additional features or add-ons at an extra cost. Consider if these are necessary for your needs or if they could potentially increase the overall cost significantly.
13. Can I customize the printer's settings and preferences? Having control over the printer's settings and preferences can make it more tailored to your specific needs and workflow.
14. Is the PDF printer reputable and trusted? Ensure that the PDF printer is from a reputable company with positive reviews and a proven track record of providing quality software.
15. How often are updates released for the product? Regular updates can indicate that the developer is actively working on improving and maintaining their product, which can be beneficial for bug fixes and adding new features.
16. What file formats does it support? Consider what file formats you need to print in, such as Microsoft Word or Excel, JPEG images, etc., and ensure that the PDF printer supports them all.