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Discover how to efficiently switch your default printer to Microsoft Print to PDF using VBA macros for seamless PDF form filling and printing.
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This video is based on the question https://stackoverflow.com/q/63037229/ asked by the user 'JoshL' ( https://stackoverflow.com/u/13039650/ ) and on the answer https://stackoverflow.com/a/63039170/ provided by the user 'RetiredGeek' ( https://stackoverflow.com/u/13702221/ ) at 'Stack Overflow' website. Thanks to these great users and Stackexchange community for their contributions.

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Setting Your Default Printer to Microsoft Print to PDF in VBA

If you're involved in filling out PDF forms using VBA macros, you might encounter the frustrating issue of your default printer not being set to Microsoft Print to PDF. This can disrupt your workflow, especially if you frequently switch printers. In this post, we will explore how you can automate the process of setting Microsoft Print to PDF as your default printer using VBA code, ensuring you never forget to switch it back again.

The Problem: Changing Default Printers

When working with PDF forms using a VBA macro, it's crucial that Microsoft Print to PDF is set as the default printer. However, if you use various other printers in your office frequently, it’s easy to forget to revert back to this virtual printer after printing. The dilemma arises because simply using code to set the default printer sometimes doesn’t work as expected.

Why Microsoft Print to PDF?

Using Microsoft Print to PDF allows you to effectively save your documents as PDFs without needing any physical printing. This feature is essential for automating document handling and ensuring that forms are processed electronically.

The Solution: VBA Code for Configuring Default Printer

To automate the process of setting and reverting to Microsoft Print to PDF, follow these steps:

Step 1: Determine Your Printer Name

You need to accurately identify the name of your printer as it's recognized in Excel. You can do this by:

Setting your desired printer as the default printer through the Windows 'Devices and Printers' settings.

Opening Excel and typing ?ActivePrinter in the VBA Immediate window (F5 in the VBA editor). It will return the name in the format required.

Step 2: Adjust Your VBA Code

Once you have the printer name, you can modify your code to set up the default printer and revert after printing. Here’s how you do it:

[[See Video to Reveal this Text or Code Snippet]]

Important Note on the Port Name

You'll likely notice that the part of the printer name that includes the port (for example, on Ne04:) might look confusing. Typically, this part is essential for ActivePrinter to recognize the printer correctly. If you request the active printer name through the Immediate window, you'll see this in the consistent retrievable format. Always make sure to use the exact name as reported.

Conclusion

By following these steps and utilizing this VBA code, you can seamlessly switch the default printer to Microsoft Print to PDF whenever necessary. This small automation can lead to significant improvements in your workflow, ensuring efficient processing without the worry of forgetting to set the default printer manually. Embrace the power of VBA to streamline your PDF printing tasks today!

By consistently applying this coding practice, you will enhance both productivity and accuracy in your Excel applications.