How to Create PDF Documents in Microsoft Office

Different methods, depending on your version

Do you need to distribute your Microsoft Office files as PDF documents often? Depending on which version of Office you have, there are different ways to save your document as a PDF. For Office 2007, for example, you can save files to PDF using an add-in supplied by Microsoft, calledSave As PDF or XPS.

This add-in creates PDF files for files in Access, Excel, InfoPath, OneNote, PowerPoint, Publisher, Visio, and Word. The functionality in this add-in was added into Office 2010 as a built-in feature. In Office 2013 and 2016, the feature is built-in also, but accessed via theExportoption.

This post shows you how to installSave As PDF or XPSand use it to create a PDF file from within Word 2007. We also show you how to use the built-in Save as PDF feature in Word 2010.

Word 2013/2016

It’s really easy to save a document into PDF format in Word 2013/2016. All you have to do is click on File and then Export.

On the right-hand side, you will see theCreate PDF/XPSbutton.

The Save As dialog will appear and you’ll see some options for saving the PDF at the bottom of the dialog. You can also click on theOptionsbutton for more customization of the PDF file.

You can optimize the PDF file for standard publishing or for online publishing, which will reduce the size further.

Word 2010

The ability to save documents as PDF files in Word 2010 is already built in. You do not need to install an add-in. To save a document as a PDF file, click theFiletab.

On theFiletab, select theSave Asoption in the list on the left.

TheSave Asdialog box displays. Navigate to the folder where you want to save your PDF file and enter a name for the file in theFile nameedit box. SelectPDF (*.pdf)from theSave as typedrop-down list.

The same optimize choices and options are available in Office 2010 like in Office 2013 and 2016. .

Word 2007

To be able to save a file as a PDF file in Word 2007, download theSave As PDF or XPSadd-in from

https://www.microsoft.com/en-us/download/details.aspx?id=7

To install the add-in, double-click on the.exefile you downloaded.

Read through theMicrosoft Software License Termsand select theClick here to accept the Microsoft Software License Termscheck box. ClickContinue.

Once the installation is complete, the following dialog box displays. ClickOK.

Open a file in Word 2007 that you want to convert to PDF. Click theOfficebutton.

Move your mouse to theSave Asoption on theOfficemenu and hover over the right arrow. TheSave a copy of the documentsubmenu displays. SelectPDF or XPSfrom the submenu.

ThePublish as PDF or XPSdialog box displays. Navigate to the folder where you want to save your PDF file. Enter a name for the PDF file in theFile nameedit box.

If you want the file to open automatically in the default PDF reader, select theOpen file after publishingcheck box so there is a check mark in the box.

Select one of theOptimize forradio buttons depending on whether your document will be viewed both online and printed (Standard) or mostly online (Minimum size).

There are some additional options that can be set for the PDF file. To access these options, click theOptionsbutton.

You are returned to thePublish as PDF or XPSdialog box. Click thePublishbutton to save your file as a PDF file with the selected options.

If you selected theOpen file after publishingcheck box on thePublish as PDF or XPSdialog box, the PDF file opens in the default PDF reader automatically after saving the file.

NOTE:TheSave As PDF or XPSadd-in in Office 2007 only converts files to PDF format. It does not allow you to apply any security to the PDF documents. Enjoy!

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