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Want to convert your Word document to a PDF file or to save a webpage as a PDF without using Adobe Acrobat? Don’t worry because macOS has a built-in feature that lets you do this from any application. Whether you’re using Chrome, Microsoft Office, Note, or any other app, macOS allows you to print documents, webpages and all other files directly as a PDF.
How does this work? This built-in macOS feature creates a PDF file directly without using any additional app or software. This trick works for basically every Mac app. If you can print a file through the regular Print functions, then you can also turn that file into a PDF document. The PDF file is created via a keyboard shortcut which we will discuss in detail below and is automatically saved to a particular folder.
This article will show you how to use the feature macOS Print to PDF via a keyboard shortcut.
There are some macOS applications that support direct export or save as PDF functions. For example, Note and Microsoft Word apps let you directly export files as PDF. If you want to save a document as a PDF file, all you have to do is go to File, then choose Export as PDF. A PDF copy of your document will be then saved to your preferred folder.
There are also apps, such as Safari and Mail, that support direct export of emails and web pages to PDF.
However, not all apps have the Save as PDF menu. It also takes a couple of clicks to go to the Save as or Export as PDF menu and save the file to your chosen folder. Tata photon dialer for mac yosemite.
Fortunately, there’s an easier way to do this using the print shortcut on Mac. Yes, you can print or save any file as PDF by using the Print menu. So if the app you are using does not support the Save as PDF feature, you don’t have to worry because the print shortcut on Mac will let you accomplish the task quickly and easily.
This function has been in macOS for several years now, though the dialog looks slightly different in older versions of macOS. However, the general idea and most of the options are the same, so you won’t have a problem figuring things out.
Here’s a tip: Creating PDF files can take up a significant storage space, especially if you have big PDF files. Make sure to clean up your Mac with an app like Tweakbit MacRepair to maximize your storage and optimize your computer’s performance.
MacOS Print to PDF via Keyboard Shortcut
Exporting a file as a PDF using Mac’s print service is not complicated. Here’s how you can use one of Mac keyboard shortcuts to print to PDF:
- Open the file, document or web page you want to save or print as a PDF.
- Go to File > Print. Or you can simply hit the Command + P shortcut to open the print dialog.
- Look for PDF at the lower left of the screen and click it to reveal the dropdown menu. You’ll see several options there, so scroll down and click Save as PDF.
- Click Save in the save dialog box and choose the folder where you want to save the file to. The default save location is the Documents folder.
- Check the PDF file by looking for it in the folder where you saved it in.
You don’t have to worry because the PDF file will be saved as a separate, new file and will not affect the original file you used to create the PDF file from.
How to Automatically Select a Folder When Printing to PDF
One of the annoying facts about the Save as PDF feature is that you need to choose a folder to save the file to every time you use it. So if you’re someone who likes to save stuff on your desktop for easy access, you can just imagine how messy your home screen will look like.
Fortunately, Apple has made it possible to edit the list you see under the Print > PDF dialog.
See the Edit Menu option below? That’s where you need to go to customize the print dialog box.
Here’s how to edit the menu and add another save folder location.
- First, create a dedicated folder for all your PDF files. You can create the folder under Documents, Desktop or whatever location you think is accessible to you.
- Click Edit Menu under Print > PDF.
- A new window will open. Click the (+) sign at the bottom of the list to add a new target folder to the list.
- Choose the folder you have created for the PDF files, then click OK.
Go back to the print dialog box and click PDF. You’ll see that the folder you have added has been listed as one of the options in the dropdown menu. The next time you want to save a file as PDF, go to File > Print or hit Command + P. Click on the dropdown menu under PDF and choose the folder you have created. A PDF version of the file will be automatically saved to the folder you have added. It’s a huge timesaver because you’ll save a couple of clicks.
How to Add Apple Keyboard Shortcuts
We have already shown you how to use the Command + P keyboard shortcut to print practically anything. But what if you want to skip the whole Print > PDF menu and use just a shortcut to automatically save the file as a PDF and select the folder at the same time? It’s possible. You can use a shortcut to automatically select your save folder location so you don’t have to click a lot of buttons and open different menus.
Here’s how to add Mac keyboard shortcuts to directly select your chosen folder:
- Go to System Preferences and select Keyboard.
- Go to Shortcuts > App Shortcuts.
- Click the + button to add a new shortcut.
- In the Application dropdown, use the default All Applications option.
- Type in a Menu Title that matches the name of the folder you added to the Print > PDF dialog.
- Click the Keyboard Shortcut text field and type your preferred shortcut using your keyboard.
- Click OK and close System Preferences.
You can designate any keyboard shortcut that you want. You can choose the Command + R or Command + H shortcut, depending on what you want. However, we recommend you use the same Command + P shortcut so you don’t have to remember many Mac keyboard shortcuts.
You might think that using the Command + P shortcut will confuse your Mac, but that is not the case here.
When you use the Command + P keyboard shortcut, macOS will try to match it to the folder you created under the File > Print menu. Let’s say the folder was named PDF Files. Unless you have other apps with a menu entry named ‘PDF Files’, macOS won’t find it because the folder is saved as a sub-dialog of the print menu.
When macOS can’t find the exact match for the shortcut you just typed, it looks for the next best match, which is File > Print. The print dialog will now appear. If you hit the Command + P shortcut again, macOS won’t be looking for the Print function anymore but will find the ‘PDF Files’ and trigger it.
In short, using the Command + P shortcut twice is a genius idea because you don’t have to remember two different Apple keyboard shortcuts. You only have to tap the Command + P shortcut twice to save any file as a PDF to the PDF Files folder. This useful trick saves you from opening dialogs and clicking menus.
PDF Printers for macOS
If you want to edit or modify your saved PDF file, the built-in PDF feature of Mac is not enough. You can use a third-party PDF printer to edit, fill out, convert, or combine PDFs, or insert images within the original PDF file.
Here are some of the popular PDF Printers for macOS to help you do more with your PDF files.
1. PDFelement for Mac
This app is an all-in-one PDF powerhouse that lets users edit, annotate, create, convert, protect, sign, and print PDF files. It is very easy to use, and it let’s you customize your PDF according to what you need. You can add text, images and pages within the file, combine or split PDFs, convert your PDF into a different format, and protect your file with passwords and permission restrictions.
2. Adobe Acrobat
When it comes to PDF files, Adobe Acrobat is the number one authority. It allows you to create and print PDF files from any app on Mac.
3. PDF Writer for Mac
This app installs a printer drive on Mac, allowing you to create any PDF file, using the Print function. It can also merge multiple images to create one PDF file.
4. Bullzip PDF Printer
If you want high quality output, multiple features and a user-friendly interface, this PDF printer might work for you. With Bullzip, you can set a password for your PDF file, add a watermark or merge multiple documents into one PDF. It is so easy to use and supports a variety of languages.
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Conclusion:
There are several ways to print or save a file as PDF on Mac. You can either use Mac keyboard shortcuts to directly generate PDF files or use a third-party app for more features. Once you have created your PDF file, you can then print it, send it through email. You can also edit, fill out or share the file. Saving a file as PDF allows you to easily share information in a convenient format.
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macOS is Apple’s offering in the personal computer realm and is one of the most favorite OS of many professionals and content creators. Hence, a lot of the workloads that a Mac has to handle includes PDFs. This is the reason why there are an array of PDF viewers developed for Mac.
Working with PDFs is one thing, but being left with a corrupt PDF or accidentally losing it is another scenario altogether. Suddenly, you have reports to submit, files to edit and nothing is moving an inch because you have lost the PDF files required to keep the cogs running.
So what do you do now? Well, this guide is all about that, making PDF recovery in mac easy!
Part 1. PDF Files Loss Scenarios on Mac
But before dive into fixing the problem, we must understand the reason for the problem to exist in the first place. A PDF has more chances of being lost when it is exposed to external factors like disk damage or viruses. Most of the time, it is bad file keeping that will lead to the corruption or loss of the PDF file.
The following are some of the major scenarios that lead to PDF File loss from your computer.
Accidental deletion: We have all experienced this at least once in our life. Accidental deletion happens when we delete the PDF file by accident. There might be a multitude of files that you want to delete from your Mac, and while you choose those files in a hurry, you may include your important PDFs to that list. Most of the time, the file can be found in Trash, however, if you had pressed Option + Command + Delete at once, then it would result in permanent deletion.
Unreliable internet: PDF files are shared on the internet, which is downloaded by the users on to their Mac. However, if their internet connection is not stable, it will result in file corruption whilst the file is being downloaded. A continuous internet connection with good speed is required for the file download to be done quickly and efficiently.
Disk error: The most modern Macs use SSDs, however, that is not the case with the majority of the Macs around the world. Disk errors affect Hard Disk drives and it happens when there is a discrepancy in recording the data. Such errors can cause the file to be stored without crucial information or even fail to record the data at all leading to file loss.
Unsaved progress: This happens as a part of the carelessness associated with the user. We may spend hours on end creating a PDF file with all the details and information but fail altogether at the end by not saving the progress. Sometimes, a system crash or shutdown can happen without notice, and if you don’t have your PDF saved, all the progress from the last save till the crash will be lost.
Virus or Malware: macOS sees regular updates that protect it from Viruses and Malware, but that doesn’t mean its defenses are impenetrable. Viruses and Malware, especially the latest ones can seriously harm the files in your mac. These files may be deleted permanently or corrupted to a state where they cannot be opened. Having some form of antivirus software is a great option when it comes to maintaining the security of your device.
Part 2. How to Recover Unsaved/Deleted/Lost PDF Files on Mac
Recovering PDF files can be a daunting job without the right tools. there are many ways in which the internet tells you to recover the lost PDF file, however, many of them do not return any viable results.
Hence, we have compiled some tried and tested methods that will help you have the results that you seek. Below are four solutions that you can try out yourself to answer the question of how to recover unsaved PDF file in mac.
Solution 1: Check the Trash
Like we discussed, the most common reason that leads to losing PDF files is accidental deletion. And thankfully, macOS provides the users a second chance when they delete anything because the deleted file will be sent to the Trash and will not be permanently deleted from the computer unless it is specifically asked to.
So the first and foremost place that you should visit to recover your PDF files is the Trash.
In the above image, you can see the Trash icon located on the far right side of the navigation bar. Once you open Trash, you will be shown the list of the files that are within it.
After you have located the PDF file you want to recover, just right click on the file and click “Put Back” and the file will be restored to the place from where it was originally deleted.
That is it! you will have your deleted files in the Trash moved to the place where you deleted it from.
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Again, we have to emphasize that this method only works if you have not permanently deleted your files.
Solution 2: Recoverit (IS) for Mac [Recommended]
Next up on our list is Recoverit (IS), the software designed to help you recover PDF files and other valuable data from your Mac. If you are the person who has to deal with a lot of files on a daily basis, the Recoverit (IS) is a lifesaver and something that you would definitely want to install on your Mac
Recoverit (IS) for Mac
Recoverit (IS) features: The best you can trust!
- Multiple file support (PDF, Mp3, Mp4, etc.)
- Trash Recovery
- Disk error recovery
- System crash recovery
- Virus attack recovery
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And the best part is that setting up Recoverit (IS) software is even more simple. A few steps and you can recover PDF files on mac in no time! Let’s review;
Step 1 Download the latest version of Recoverit (IS) from the official website and install the software. Install the software on your Mac.
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Step 2 Launch the software and select a recovery mode.
Step 3 You will need to select the drive you want the software to scan. You can also scan external drives if they are plugged in. After you have set your selection, click on “Start”.
Step 4 The scan will begin and the list of files that the software has recovered will be shown to you. Select the files and click on “Recover” to recover them.
Step 5 if you still don’t find you file among the recovered files, then you can use the Deep Scanning feature courtesy of “All-Around Recover”. It is much more powerful and returns better results.
If you haven’t tried Recoverit (IS) tool, you must definitely give it a try. It will help you recover your lost PDFs, and it can also help you in recovering deleted, photos, videos, music, etc.
Now, there is no need to panic as you know that help is just a few clicks away!
Solution 3: Time Machine
Apple themselves provide you with an option to recover deleted files in your Mac, called the Time Machine. Basically, Time Machine helps the users to find the file from the backup file of your data saved on an external device.
To create Time Machine backup, you need to connect an external storage device like a hard disk to your Mac and enable Time Machine.
For recovery, we can use the same hard disk to get back the files. Let us review the steps involved.
Step 1 Open Time Machin on your Mac. You can find the icon either in Menu bar shortcut or in System preferences → Time Machine.
Step 2 Browse through the files to find the file that you want to recover using Time machine.
Note: You can use the dials given on the right side to toggle history.
Step 3 Click the file you want to restore and click “Restore” and the file will be restored to its former version at that specific date.
Even though this is a great option to get your file back, take in mind that this method only works if you have made a backup in place using Time Machine. Without the backup file, you cannot recover past file versions.
Solution 4: OneDrive
OneDrive is Microsoft’s cloud storage platform that can be accessed using a Microsoft Account. OneDrive provides support for macOS where users can integrate their local storage with cloud support.
Microsoft calls this feature Files On-Demand for Mac. If your Mac doesn’t have this feature, it can be downloaded from Microsoft.
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Let’s review how you can use the OneDrive to recover deleted files.
Step 1 Go to the OneDrive website. Login to your account using your Microsoft credentials.
Step 2 Navigate to the option “Recycle Bin”.
Step 3 You will be able to find all your deleted files in the Recycle Bin. Select the files you want to recover and click “Restore”.
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Now you can check the location from where the file was deleted and see that the file has been restored to its original position.
If your Mac isn’t synced with OneDrive, then you will not be able to use this function because OneDrive will not be able to manage your files.
Part 3. Prevention is Better than Cure
What should you do to avoid this altogether? You need to ensure better file integrity. And that can be done easily with regular backups. We live in a world where petabytes of data are being generated each second. Tons of data is being shared through the internet and the risks to data security have also risen.
With regular backups, you will have your files in a safe place even if you lose it from your current device. There are many free and paid cloud-based backups available today.
If you are using Mac, then iCloud is a great option that ties in with the whole Apple ecosystem. You can also use services from Microsoft’s OneDrive or Google’s Drive to safely backup your files. Always have the quote in mind “Prevention is better than Cure”.
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Conclusion
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Losing important PDF files can spell disaster when you have important work or study material vested in it. There is a limit to what you can do to get the file back because digital files are hard to recover once deletion occurs. However, you will greatly benefit from our guide because it has solutions that provide real results. Make sure to follow each step correctly and you will be able to recover your PDF files in no time!