How to Print from Preview on Mac: The Ultimate Guide

Preview is the default app for viewing images and PDF files on Mac, but it also provides full-featured printing capabilities. While printing from Preview is relatively straightforward, knowing the various options and settings can help you get better results. In this guide, we‘ll walk through how to print from Preview, step-by-step. We‘ll also dive into the print settings, offer troubleshooting tips, and share some advanced techniques.

Whether you‘re new to Preview or just need a refresher, this article will help you become a master of printing from this versatile Mac app. Let‘s get started!

The Basics: Printing from Preview in 3 Steps

At its core, printing from Preview is a simple 3-step process:

1. Open the file you want to print in Preview. This can be done by double-clicking the file in Finder or right-clicking and selecting "Open With > Preview".

2. In Preview, go to File > Print in the menu bar. Alternatively, you can use the Command+P keyboard shortcut.

3. The Print dialog will appear. Confirm the printer, page range, copies, and other settings. Click the "Print" button to send the job to your printer.

That‘s all there is to it! For many everyday printing needs, those three steps are enough. However, Preview provides many more options in the Print dialog for fine-tuning your printouts. Let‘s take a closer look.

A Detailed Look at Preview‘s Print Settings

To view all print settings in Preview, click "Show Details" in the Print dialog. Here‘s an overview of what you‘ll see:

• Printer: Choose the printer you want to use. If your desired printer isn‘t listed, click "Add Printer" to set it up.

• Presets: Preview allows you to save frequently used print settings as presets. To make a preset, configure all the options how you want, then choose "Save Current Settings as Preset" from this menu.

• Copies: Enter how many copies of the document you want to print.

• Pages: Specify which pages to print. You can enter individual page numbers separated by commas (1,3,5) or ranges with a dash (1-5).

• Paper Size: Select your paper size, like US Letter or A4. Preview will scale your document to fit the chosen size. For custom sizes, click "Manage Custom Sizes".

• Orientation: Choose portrait (vertical) or landscape (horizontal) orientation.

• Scale: Shrink or enlarge your printout by percentage.

• Headers and Footers: Add information like page numbers, date, and filename to the top or bottom of each page.

Under the dropdown menu, you‘ll find more settings split into five categories:

• Layout: Control page order, borders, and two-sided printing.
• Color Matching: Manage color profiles for more accurate prints.
• Paper Handling: Print odd/even pages, rotate, or flip pages.
• Cover Page: Add a cover page before your document.
• Supply Levels: Shows estimated ink/toner levels for the selected printer.

Tips for Getting the Best Print Quality in Preview

While Preview works great for everyday printing, you can achieve better results with a few adjustments. Here are some tips:

1. Choose the right paper. For photos, use glossy or matte photo paper. For documents, use a bright white, heavier weight paper for a more professional feel. Avoid using regular copy paper for important prints.

2. Select "Best" print quality. In the print dialog, look for a "Quality & Media" section and choose "Best" rather than "Standard" or "Draft". This uses more ink but produces sharper prints.

3. Adjust margins. If your prints come out with small text or cut-off images, try adjusting the margins in the "Layout" section of print settings.

4. Print a test page. Before sending a large job, print a single test page to check alignment, colors, and overall print quality. This can save ink and paper in the long run.

5. Keep your printer clean. Over time, dust and debris can cause spotty or faded prints. Consult your printer manual for cleaning instructions.

Advanced Preview Printing Techniques

Beyond the basic settings, Preview has some lesser-known printing features for specific needs:

• Print selected pages: In the thumbnail sidebar, Command+Click the pages you want, then choose File > Print Selected Pages.

• Skip blank pages: In the Print dialog, check the box for "Skip blank pages" to omit any empty pages.

• Make a booklet: Under the "Layout" dropdown, choose "Booklet" to reorder and resize pages for booklet printing. Note that your document must have a multiple of 4 pages for this to work.

• Add annotations: Use Preview‘s markup tools to add text, shapes, and highlights before printing. These are useful for filling out forms, marking changes, or adding notes.

• Save as PDF: If you just need to save a print-ready file, go to File > Export as PDF to create a new PDF with your chosen print settings.

Troubleshooting Common Printing Problems in Preview

Printers can be fickle devices, and even the best ones may experience issues occasionally. If you‘re having trouble printing from Preview, here are some steps to try:

1. Check the basics: Ensure your printer is plugged in, powered on, and has adequate paper and ink. Also check that it‘s connected to your Mac via USB or Wi-Fi.

2. Update printer software: Go to Apple menu > System Preferences > Printers & Scanners. Right-click your printer and choose "Update Driver".

3. Restart your printer: Turn the printer off, wait 10 seconds, then turn it back on. This can resolve many temporary glitches.

4. Delete and re-add the printer: In System Preferences > Printers & Scanners, select your printer and click the "-" button to delete it. Then click "+" to add it back.

5. Reset printing system: If all else fails, resetting macOS‘s printing system may help. Go to System Preferences > Printers & Scanners, right-click in the sidebar, and choose "Reset printing system". Note that this will delete all printers and print jobs, so you‘ll need to set up your printers again.

If you‘re still experiencing issues after trying these steps, visit your printer manufacturer‘s support website for device-specific troubleshooting.

How Preview Compares to Other Mac Apps for Printing

Preview is a powerful tool for printing on Mac, but how does it stack up against other apps? Here are a few points of comparison:

• Finder: While you can print directly from Finder, you have far less control over print settings. Finder‘s options are limited to paper size, orientation, and scale.

• Adobe Acrobat: For PDFs, Acrobat offers more advanced printing features like booklet printing, color management, and print security. However, Acrobat is a paid app, while Preview is free.

• Microsoft Office: Apps like Word and Excel have their own print settings tailored for documents and spreadsheets. These include options for printing gridlines, notes, and handouts.

• Web browsers: Chrome, Safari, and Firefox can print web pages, but often with less-than-perfect results. Saving a webpage as a PDF first and printing from Preview often works better.

Overall, Preview hits a sweet spot for most common printing needs. It provides more control than Finder while being more user-friendly than Acrobat.

A Look Back: How Preview‘s Printing has Evolved

Preview has been a staple of macOS for nearly 20 years, and its printing capabilities have grown over time. Here are some milestones:

• Mac OS X 10.3 Panther (2003): Preview first included with ability to view and print images and PDFs.

• Mac OS X 10.4 Tiger (2005): Added support for annotating and highlighting documents before printing.

• Mac OS X 10.5 Leopard (2007): Introduced the Print dialog with detailed settings and live print preview.

• OS X 10.11 El Capitan (2015): Added option to print selected pages directly from the thumbnail sidebar.

• macOS 11 Big Sur (2020): Redesigned Print dialog with streamlined interface and easier access to commonly used options.

As macOS continues to evolve, it‘s likely Preview‘s printing features will expand and simplify even further, making it an indispensable tool for Mac users.

Conclusion

We‘ve covered a lot of ground in this guide to printing from Preview on Mac. To recap:

• Preview makes it easy to print documents and images in just a few clicks.
• The Print dialog provides many options for customizing your printouts.
• Choosing the right paper and print settings can greatly improve print quality.
• Preview has some handy features like printing selected pages and making booklets.
• If you run into printing problems, troubleshooting steps like restarting your printer can often help.

Whether you‘re printing a few photos or a lengthy report, Preview is up to the task. By mastering its many settings and features, you can produce great-looking prints with ease.

Happy printing!