Best PDF Printer Tools Compatible with SharePoint 2010

Comparing PDF Printers for SharePoint 2010: Features, Pricing, and SetupSharePoint 2010 remains in use at many organizations that depend on stable, self-hosted document management systems. Converting documents to PDF directly from SharePoint, or enabling users to “print” documents to PDF, simplifies archiving, distribution, and compliance workflows. This guide compares leading PDF printer solutions for SharePoint 2010, outlining core features, deployment and setup considerations, security and compliance, pricing models, and practical recommendations for admins.

Why use a PDF printer with SharePoint 2010?

A PDF printer integrates with SharePoint to convert documents, lists, pages, or rendered views into PDF files without needing desktop applications. Benefits include:

• Consistent, print-ready output suitable for archival and legal purposes.
• Automated conversion from workflows, event receivers, or scheduled jobs.
• Retention of metadata and searchable text when OCR is supported.
• Reduced dependency on client software — conversions can be server-side.

Key features to compare

When evaluating PDF printers for SharePoint 2010, focus on these capabilities:

• Server-side integration: Ability to run conversions on the SharePoint server farm or a dedicated server rather than requiring client-side installs.
• SharePoint-aware output: Capture SharePoint metadata, preserve permissions, and convert list items or library files with contextual info (version, author).
• Batch/automated conversion: Support for scheduled or workflow-triggered conversions, bulk export of libraries.
• Office rendering fidelity: How accurately Word, Excel, PowerPoint, InfoPath, and other SharePoint-hosted formats render to PDF (including embedded fonts, images, headers/footers).
• OCR and searchable text: If scanning or image-based files are converted, OCR creates searchable PDFs and usable text layers.
• PDF features: Bookmarks, links, attachments, form retention (PDF forms), PDF/A archiving compliance, and digital signatures.
• Security & permissions: Preservation or mapping of SharePoint permissions into PDF-level security (passwords, encryption) and integration with enterprise PKI for signing.
• API / automation hooks: REST, SOAP, PowerShell, or .NET APIs for custom workflows and integration with SharePoint Designer or Visual Studio solutions.
• Scalability & performance: Support for multiple worker processes, load balancing, and clustering to handle large libraries.
• Logging & auditing: Conversion logs, failure notifications, and audit trails for compliance.
• Support & maintenance: Vendor responsiveness, patches for compatibility with SharePoint 2010 and underlying OS/.NET versions.

Solutions commonly used with SharePoint 2010

Below are representative categories and example solutions you may encounter:

• Commercial SharePoint-aware PDF converters: These are purpose-built for SharePoint with deep integration (e.g., connectors, web parts, timer job support).
• General server-based PDF printers: Print-to-PDF engines that can be called from the server via command-line or API; may require custom glue code to integrate with SharePoint.
• Workflow-focused add-ons: Tools that integrate directly with SharePoint workflows (SharePoint Designer or custom WF) to create PDFs as part of business processes.
• Hybrid approaches: Combining Office Automation (or a headless Office environment) with a reliable PDF printer engine and a small custom service to handle SharePoint interactions.

Setup and deployment considerations

1. Infrastructure placement

   • Server-side converters should be installed on application servers or on dedicated conversion servers inside the SharePoint farm. Avoid installing on front-end web servers in many cases unless recommended.
   • Consider network topology, firewall rules, and account permissions. Conversion services often need read/write access to content databases or to interact with the SharePoint object model via a local SharePoint context.

2. Service accounts & permissions

   • Use least-privilege accounts configured for the conversion service. Typically the account needs access to the web application content and to write back to libraries if saving PDFs automatically.
   • If using remote or separate conversion servers, configure secure credentials and consider using SSL for service endpoints.

3. Office Automation vs. server-native rendering

   • Microsoft discourages automating Office applications on servers for scalability and reliability. Prefer solutions that use server-side rendering libraries or licensed engines built for unattended operation.
   • If Office interop is used, ensure you control interactive services and understand stability implications.

4. Handling versions & metadata

   • Choose tools that let you include version history or key metadata in the generated PDF or as PDF/A properties.
   • Determine whether PDFs will be stored alongside originals, in a separate archive library, or pushed to an external archive.

5. Workflow integration

   • Many organizations want PDFs produced automatically by workflows (e.g., on document publish). Check for native workflow actions or easily scriptable APIs (PowerShell, REST).

6. Performance & scaling

   • For large conversion volumes, use a pool of converter nodes and monitor CPU, memory, and disk I/O. Some vendors offer throttling, queuing, and retry mechanisms.

Security, compliance, and archival

• PDF/A compliance: If you need long-term archiving, PDF/A-1b or later conformance is essential. Confirm the product can generate PDF/A and validate conformance.
• Redaction & protection: Some converters support redaction or can apply password protection and encryption on output.
• Digital signatures: For legal workflows, server-side signing using a hardware security module (HSM) or PKI integration may be required.
• Audit trails: Ensure conversion actions are logged with user identity, timestamps, and source document references.
• Data handling: For sensitive content, choose a solution that stores temporary conversion files securely or purges them immediately after processing.

Pricing models

Common pricing approaches:

• Per-server licensing: Fixed fee per SharePoint or conversion server. Predictable for static farms.
• Per-user or per-seat: Usually less common for server-side tools; rarely ideal for SharePoint environments.
• Per-conversion or volume-based: Metering by number of pages or conversions; can scale cost with usage.
• Subscription / SaaS: Hosted conversion services with recurring fees; suitable if you accept sending content to a third-party service (evaluate privacy/compliance).
• Maintenance & support: Annual maintenance typically 15–25% of license cost for updates and support for SharePoint patches.

When evaluating total cost:

• Include license fees, maintenance, potential development for integration, and infrastructure costs (additional servers, storage).
• Estimate conversion volume (pages/day) to compare per-conversion pricing.

Comparison matrix

Example deployment scenarios

• Small farm, occasional conversions

  • Use a single converter on an application server or a lightweight server-based engine. Manual conversion or simple workflow actions may suffice.

• Medium-to-large enterprise with automated archiving

  • Deploy dedicated conversion cluster, integrate with SharePoint workflows, enable PDF/A, OCR, and signing. Use per-server licensing and plan capacity with load balancing.

• Highly regulated environment (legal/finance/healthcare)

  • Prefer SharePoint-aware commercial solutions that support PDF/A, server-side signing with PKI/HSM, detailed audit logs, and secure temporary storage. Consider on-premises-only deployments and strict access controls.

Implementation checklist

• Inventory document types and estimated conversion volume.
• Identify required PDF features: PDF/A, OCR, signatures, redaction.
• Verify SharePoint version, farm topology, and recommended installation servers.
• Confirm service account permissions and security requirements (HSM, PKI).
• Test conversion fidelity for representative documents (Word, Excel, PowerPoint, InfoPath, scanned files).
• Validate performance with realistic batch jobs.
• Plan where PDFs will be stored (same library, archive library, external store).
• Document failover, retry, and logging behaviors.
• Budget license, support, and infrastructure costs.

Recommendations

• If you want minimal development and deep SharePoint integration, choose a commercial, SharePoint-aware PDF converter with native workflow actions and admin tools.
• If you have custom workflows and in-house development capacity, a robust server-based PDF engine plus a small integration service can be cost-effective and flexible.
• For archival and compliance-focused use, prioritize PDF/A support, server-side signing, and thorough logging over lower sticker price.

Final notes

SharePoint 2010 environments vary widely in architecture and governance. Run a pilot that tests conversion fidelity, performance, and security with representative content before full rollout. Prioritize solutions that minimize reliance on Office interop, offer reliable server-side rendering, and provide clear administrative controls for enterprise deployment.