Convert SharePoint 2010 Documents to PDF: Recommended Printer Tools

Lightweight PDF Printing Tools Compatible with MS SharePoint 2010

SharePoint 2010 remains in use in many organizations that need reliable, lightweight PDF printing and conversion tools that integrate with older on‑premises environments. Below are practical options, integration approaches, and implementation tips to convert SharePoint content (documents, list items, pages) to PDF without heavy infrastructure or cost.

Quick overview (recommended tools)

How each approach works (short)

• Printer-driver tools: Install a virtual PDF printer on a server or workstation; users “print” documents to PDF and then upload to SharePoint (or auto-save to a mapped library path).
• Word Automation Services: Use SharePoint’s built-in conversion job to convert libraries or folders of Word documents to PDF automatically.
• Server-side virtual printers + scripts: Automate printing via scheduled tasks or services that take files from SharePoint, convert, and push PDFs back.
• Third‑party connectors: Install an add-on that exposes “Convert to PDF” actions in SharePoint UI or runs server jobs; typically simpler for end users.
• Custom scripts/services: Extract content (Office/Open XML or HTML), convert with headless tools (wkhtmltopdf, LibreOffice headless), and upload results.

Recommended lightweight setups (prescriptive)

1. Small team, minimal admin:

   • Install PDFCreator or Bullzip on a Windows file server or workstation.
   • Create a shared folder mapped to a SharePoint library via WebDAV or a sync tool.
   • Instruct users to print to the virtual printer and save to the shared folder; configure auto‑upload when possible.

2. Library-wide automated conversion (batch):

   • Enable Word Automation Services on your SharePoint farm.
   • Create a scheduled conversion job targeting the source library and output folder (PDF library).
   • Use retention/cleanup jobs to remove stale intermediate files.

3. Automated, non‑Office content (HTML, pages):

   • Use wkhtmltopdf on a small Windows/Linux server.
   • Build a PowerShell or Node script to fetch pages via SharePoint credentials, convert to PDF, and upload.
   • Run as a scheduled task or triggered workflow.

4. Low-effort user experience with minimal code:

   • Choose a lightweight third‑party connector that explicitly supports SharePoint 2010 (verify compatibility).
   • Install and configure to add a “Convert to PDF” action in the library ribbon.

Implementation tips and caveats

• Permissions: Use a dedicated service account with least privileges for automated conversions and uploads.
• Office Interop: Avoid using Office Interop on servers for unattended conversions—use Word Automation Services, LibreOffice headless, or dedicated converters instead.
• File types: Word Automation Services handles Word formats best; use wkhtmltopdf or LibreOffice for HTML, Excel, and mixed content.
• Scaling: Virtual printers are fine for low volume. For larger volumes, prefer server-side conversion services or third‑party connectors.
• PDF/A & metadata: If archiving is required, choose tools that support PDF/A and that preserve or map SharePoint metadata into PDF properties.
• Testing: Test conversion accuracy (formatting, images, charts) on representative documents before rollout.

Short checklist before rollout

• Confirm SharePoint 2010 farm topology and where converters will run.
• Select tool matching file types and volume.
• Configure service account, output library, and retention.
• Test conversions for fidelity and metadata preservation.
• Document user steps and automate where possible.