How to Save, Download & Share Your Transcript as a PDF

When you download an unofficial transcript, many portals only show it in the browser. You still need a clean, shareable PDF file for applications and records.

We will walk you through saving your transcript as a PDF, then show you how to compress, protect, merge, and share it with Smallpdf.

Quick Steps: How to Save Unofficial Transcript as PDF

If you just need the fast version, follow this checklist:

• Open your unofficial transcript in your student portal.
• Press Ctrl + P (Windows) or Command + P (Mac) to open print.
• In the printer list, select “Save as PDF” or “Microsoft Print to PDF.”
• Choose “All pages” for multi-page transcripts.
• Click “Save” and store the PDF with a clear file name.
• Use Smallpdf to compress, protect, or merge your transcript PDF if needed.

How to Save Unofficial Transcript as PDF

Most schools display unofficial transcripts inside a secure student portal. The easiest way to create a PDF is to use your browser’s print to PDF function.

1. Open Your Transcript

Start by getting the right document on screen inside your student portal.

• Log into your school’s student portal with your student account.
• Navigate to “Academic Records,” “Transcripts,” or “Student Records.”
• Open your “unofficial transcript” so the full document appears in the browser.

Make sure all pages load before you move on.

2. Use Print to PDF on Windows or Mac

Next, you convert what you see on screen into a PDF file.

• Press Ctrl + P on Windows or Command + P on Mac to open the print dialog.
• If you prefer, right-click the page and select “Print” instead.
• In the Destination or Printer dropdown, choose “Save as PDF” or “Microsoft Print to PDF” on Windows, or “Save as PDF” from the PDF menu on Mac.
• Confirm that “All pages” is selected to save the entire unofficial transcript.

You should see a preview that shows every page of the transcript.

3. Save and Name Your Transcript PDF

Finally, you save the PDF file to a clear location with a useful name.

• Click “Save” in the print dialog.
• Choose a folder you will remember, such as your “Documents” or “Applications” folder.
• Name the file clearly, for example: FirstName_LastName_Unofficial_Transcript_2025.pdf.

This makes it easier to attach the correct transcript PDF when filling out online applications.

How to Optimize Your Transcript PDF with Smallpdf

Once your unofficial transcript is in PDF format, you can improve it with a few quick steps. Smallpdf helps you reduce file size, add a password, and combine it with other documents.

1. Compress Your Transcript PDF

Many application portals have strict size limits for uploaded documents. Compressing helps your transcript PDF meet those limits.

• Open Smallpdf and go to Compress PDF.
• Upload your transcript PDF from your device, Google Drive, Dropbox, or OneDrive.
• Choose the compression level that suits your needs.
• Download the compressed PDF or save it back to cloud storage.

You now have a smaller transcript PDF that keeps text readable and looks professional.

2. Protect Your Transcript PDF

Unofficial transcripts still contain sensitive personal information. A password adds a layer of protection when you share the file.

• Go to Protect PDF.
• Upload your transcript PDF.
• Set a strong password that you can safely share with the recipient.
• Download the protected PDF and send the password through a separate channel.

This helps keep your academic records more secure while they travel through email or portals.

3. Merge Your Transcript PDF with Other Documents

Some programs ask you to upload a combined file that includes your resume, cover letter, and transcript. You can merge those PDFs into one document.

• Open Merge PDF.
• Upload your transcript PDF, resume PDF, and any other required documents.
• Drag and drop the files into the correct order.
• Click “Merge” and download your unified application PDF.

This saves time and creates a single, organized file for reviewers.

How to Share Your Transcript PDF

After you create and optimize your transcript PDF, you still need to get it to the right place. You can share it directly from Smallpdf, from cloud storage, or inside application systems.

1. Share with Smallpdf

Sharing from Smallpdf keeps things simple and avoids large email attachments.

• Open Share PDF.
• Upload your transcript PDF from your device or cloud storage.
• Generate a secure sharing link.
• Send the link in email, chat, or your application platform message.

Recipients can open or download the transcript PDF directly from the link.

2. Share from Cloud Storage

If you keep your transcripts in the cloud, sharing links is efficient and easy to update.

• Upload your transcript PDF to Google Drive, OneDrive, or Dropbox.
• Right-click the file and select the share option.
• Set permission to “Viewer” or “Can view” only.
• Copy the shareable link and send it to the recipient.

Always double-check that the link allows access before you submit an application.

3. Upload to Online Applications

Most application portals include file upload fields for unofficial transcripts.

• When prompted, choose “Upload file” or “Attach document.”
• Browse to the folder where you saved your transcript PDF.
• Select the correct file and confirm the upload.

If the system rejects the file because of size or format, compress it with Smallpdf and try again.

Common Issues When Saving Transcript PDFs

Even with a clear process, things sometimes go wrong. Here are practical fixes for the most common issues when saving and using transcript PDFs.

1. Only One Page of the Transcript Saved

If only the first page appears in your PDF:

• Reopen the print dialog and confirm “All pages” is selected instead of “Current page.”
• Scroll through your online transcript to make sure all pages load before printing.
• Try printing again and check the preview before you click “Save.”
• This usually resolves partial transcript saves.

2. The Transcript Layout Looks Wrong

Sometimes text is cut off, or margins look strange in the PDF.

• In the print dialog, set “Layout” or “Scale” to “Fit to page” or reduce the scale to around 90%.
• Switch page orientation between portrait and landscape if your portal uses wide tables.
• If the preview still looks off, try a different browser and repeat the steps.

Printing from a second browser often fixes layout issues caused by extensions or cached settings.

3. The Transcript PDF Is Too Large to Upload

Large transcripts or high-resolution pages can push file size over upload limits.

• Open Compress PDF and upload the large transcript PDF.
• Use a higher compression setting if the system still rejects it.
• Save and upload the new, smaller transcript PDF to your application.

This approach keeps the content intact while shrinking the file size.

Get Started with Your Transcript PDF

Saving an unofficial transcript as a PDF mostly comes down to using print to PDF correctly, then making that file easy to send.

Once you have the PDF, Smallpdf helps you compress, protect, merge, and share it so you can submit clean, readable transcripts every time.

Frequently Asked Questions

How do you turn your unofficial transcript into a PDF?

Log into your student portal, view your transcript, and use your device’s print-to-PDF function (Ctrl + P for Windows or Command + P for Mac). Select “Save as PDF” and save it to your desired folder.

Why does only one page of my transcript save as PDF?

Check that “All pages” is selected in your print dialog settings, not “Current page.” This is the most common reason only partial transcripts are saved.

Can I download my transcript directly as a PDF from my student portal?

Some portals offer a “Download PDF,” “Export,” or “Download unofficial transcript” button. If you see this option, click it to download a ready-made transcript PDF before using print to PDF.

How to get PDF of unofficial transcript from UCR?

Log into the UCR student portal and locate your unofficial transcript under “Academic Records.” Use “Ctrl + P” (Windows) or “Command + P” (Mac) to access the option to “Save as PDF.”

Can I send my transcript as a PDF?

Yes, you can share your unofficial transcript PDF by emailing it as an attachment, sending a secure link from Smallpdf Share PDF, or uploading it directly inside application systems that accept transcript PDFs.

What’s the difference between official and unofficial transcript PDFs?

Unofficial transcripts are for personal use and lack security features, while official transcripts include verification and are sent directly to institutions. Both can be saved as PDFs using the same methods.

How do I save multiple transcripts as one PDF?

Save each unofficial transcript as a separate PDF first. Then open Smallpdf Merge PDF, upload all the transcript PDFs, arrange them in the right order, and download a single combined transcript file.