Check print-friendly web pages before sharing a copy.

1. Decide what the reader needs on paper

Start with the purpose of the copy: a checklist for a work session, an article to read offline, or a record of information viewed on a particular date. Identify the heading, main text, essential tables, sources, and date context that make the copy understandable without the surrounding website.

Do not assume everything that is interactive can disappear. Instructions hidden in a collapsed panel may be necessary to complete the task. Review whether a button label or link still makes sense when it cannot be clicked on paper. ATN recommends writing down the minimum complete content before adjusting the visual presentation.

2. Keep print-specific styling deliberate

MDN documents a separate stylesheet with print media or a CSS print media query for rules that apply when printing, including printing to PDF. It also describes the page rule for aspects such as margins, dimensions, and orientation. These controls let a builder adapt the output without redesigning the normal screen view.

Ask the builder to simplify repeated navigation and decorative backgrounds while preserving identity and meaning. Avoid hiding every header or footer indiscriminately if they contain a needed title, source, or date. Check contrast and text size in the actual output rather than assuming a dark screen theme will translate cleanly to a printed page.

Sources: [1]

3. Review the whole document flow

Open print preview and move through every page. Watch for a heading stranded at the bottom, table columns outside the paper area, cropped images, or large blank regions. Check that a long URL or unbroken value does not force the rest of the layout out of view.

Use a representative long article and a page with a table, not only the shortest example. ATN suggests checking the first page, at least one middle page, and the final content boundary, followed by a full pass. When a section spans pages, confirm that the reader can still connect labels to values and understand where the next instruction begins.

4. Check the chosen destination and settings

Chrome’s desktop print instructions let you open the print dialog, choose a destination, and adjust settings. Its documentation also includes saving as PDF. Record the paper size, orientation, scale, and relevant browser settings used for your review so a later check can reproduce the result.

A preview check should describe the settings actually used rather than implying that every printer or browser combination has been tested.

Sources: [2]

5. Open the saved copy before distributing it

If the deliverable is a PDF, open the saved file separately and inspect it from beginning to end. Confirm that the file contains the expected pages and that important references remain usable. If a physical copy is required, inspect a sample from the intended printing setup before producing more.

Keep the source page and date context visible where they matter. A saved copy reflects a point in time; it does not verify that a changing price or policy remains current later. Also treat print-layout review separately from a full PDF accessibility assessment. Record known limitations, correct missing content, and repeat the affected checks after significant page-template changes.