Learn the essential settings and tips on how to print from a Mac
Once a printer is added, printing from a Mac usually takes only a few clicks. The same basic process works in browsers, word processors, Preview, and many other apps.
Print a document.
- Open the document or webpage.
- Choose File → Print or press Command-P.
- Select the printer.
- Choose the number of copies and pages.
- Expand the options if you need colour, paper size, orientation, or double-sided printing.
- Click Print.
The available options vary by printer and app. A basic AirPrint connection may offer fewer specialist controls than the manufacturer’s full driver.
Print a PDF.
Open the PDF in Preview or your preferred PDF app, then choose File → Print. To print selected pages, enter a page range such as 1-3 ‘or’ 2,5,8 in the pages field.
For a two-sided document, choose ‘Two-Sided’ if the printer supports duplex printing. If it does not, macOS may require manual page turning; follow the on-screen instructions carefully.
Choose the right paper size.
Check the paper loaded in the tray before printing. Letter, A4, legal, and photo paper use different settings. Selecting the wrong size can cause cropping, scaling, or a paper mismatch error.
Use Scale to Fit when the document is being cut off, but review the preview first because scaling can make small text harder to read.
Print in black and white.
Look for Black & White, Greyscale, or a colour option in the print dialogue. The wording depends on the printer driver.
Black-and-white printing can reduce colour ink use, but some printers still use small amounts of colour ink for maintenance.
Save a document as a PDF instead.
If you do not need a paper copy, select the PDF menu in the print dialogue and choose Save as PDF. This is useful for receipts, forms, and records that need to be shared electronically.
If nothing prints
Check the selected printer, paper, ink or toner, and queue status. If the printer is offline, restart it and verify the connection in System Settings → Printers & Scanners.
Protect sensitive documents.
Check the selected printer before printing bank statements, identity documents, or work material. A nearby shared printer may be saved as the default by mistake. If the printer supports secure release or a PIN, use that feature for confidential pages.
When a print job fails, check whether macOS created a partial page or whether the document remains in the queue. Cancel duplicate jobs before trying again so the printer does not produce several unwanted copies when the connection returns.
Final verdict
Use Command-P for everyday printing, check the preview before committing to paper, and save a PDF when a physical copy is unnecessary.
Preview before printing
A print preview is more than a formality. It can reveal blank pages, missing images, incorrect margins, or a document scaled to the wrong paper size. Reviewing it is especially important for long PDFs and webpages, which may include advertisements or navigation elements you do not need on paper. It also helps you catch low-resolution images before wasting paper and ink.
