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Fbechara's avatar
Fbechara
Copper Contributor
Sep 23, 2026

Microsoft Print to PDF

Excel Print Preview is correct, but Microsoft Print to PDF output is different on one PC

I am using the exact same Excel files on two Windows 11 computers.

On the desktop PC, Microsoft Print to PDF produces the PDF correctly.

On the laptop, the Print Preview looks correct, but after printing to Microsoft Print to PDF, the generated PDF is different:

  • The header/letterhead image is resized or positioned differently.
  • The issue happens with both .xlsx and .xlsm files.
  • Word documents print correctly to Microsoft Print to PDF on the laptop, so the issue appears to be Excel-specific.

Both computers are using:

  • A4 paper
  • 600 dpi print quality
  • 100% Excel scaling
  • The same workbook/page setup
  • Microsoft Print to PDF

I also tested Excel in Safe Mode, and the issue remains.

 

Changing Windows display scaling from 150% to 100% did not fix the issue.

The workbook uses a picture in the Excel header (&[Picture]) as the page letterhead/background.

Does anyone know why Excel would show the correct Print Preview but send a different layout to Microsoft Print to PDF on one machine?

Is there an Excel-specific printer/rendering setting, Windows print subsystem setting, or known issue with header images that could cause this?

 

excel
office 365

3 Replies

  • SynthiaHong's avatar
    SynthiaHong
    Brass Contributor
    Sep 25, 2026

    If Microsoft Print to PDF is missing or not working, I’d first check that the printer is still enabled under Windows optional features. You can also remove and re-add the “Microsoft Print to PDF” printer from Windows settings. Restarting the Print Spooler service can help too if printing is stuck.

  • JKPieterse's avatar
    JKPieterse
    Silver Contributor
    Sep 24, 2026

    There might also be a difference in the printer driver versions between both PCs.

  • Jason_M's avatar
    Jason_M
    Iron Contributor
    Sep 23, 2026

    The header picture is the useful clue here. Since Word prints correctly and Excel Safe Mode makes no difference, this points more toward Excel’s handling of the header image or its interaction with the PDF printer. It doesn’t establish that the Windows print system is broken.

    On the laptop, try File > Export > Create PDF/XPS, using Standard quality, instead of Microsoft Print to PDF. This uses Office’s PDF export rather than the printer driver. If the letterhead looks correct, you have a workaround and have narrowed the problem to the printing route.

    Then compare these settings on both computers under Page Layout > Page Setup (the small corner arrow) > Header/Footer:

    • Scale with document and Align with page margins.
    • Custom Header > select the section containing &[Picture] > Format Picture. Compare the actual height and width, not just the scaling percentage.

    Those settings can affect the header picture separately from the worksheet’s print settings.

    If they match, compare the exact Excel version and build under File > Account > About Excel. Matching Windows and printer settings doesn’t necessarily mean both computers are using the same Excel rendering code. If the laptop is behind, update Office and retest. If direct PDF export works and the builds also match, reinstalling the Microsoft Print to PDF feature on the laptop is a reasonable next step.