Save or Convert to PDF or XPS in Office Desktop Apps

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Table of Contents

1. Applies To
2. Save or Convert to PDF or XPS in Office Desktop Apps
   1. .xlsx
   2. Word
   3. Access
   4. Project Online Desktop Client
   5. Publisher
3. Step-by-Step Instructions
4. Microsoft Office Applications

Applies To

• Excel for Microsoft 365
• Word for Microsoft 365
• Access for Microsoft 365
• Project Online Desktop Client
• Publisher for Microsoft 365
• Word for the web
• OneNote for the web
• PowerPoint for the web
• Excel 2024
• Access 2024
• OneNote 2024
• Project Professional 2024
• Project Standard 2024
• Excel 2021
• Word 2021
• Access 2021
• Project Professional 2021
• Project Standard 2021
• Publisher 2021
• OneNote 2021
• Excel 2019
• Word 2019
• Access 2019
• Project Professional 2019
• Project Standard 2019
• Publisher 2019
• Excel 2016
• Word 2016
• Access 2016
• OneNote 2016
• Project Professional 2016
• Project Standard 2016
• Publisher 2016

Save or Convert to PDF or XPS in Office Desktop Apps

You can use the Office programs to save or convert your files to PDFs so that you can share them or print them using commercial printers. And you won’t need any other software or add-ins. Use PDF format when you want a file that:

• Looks the same on most computers.
• Has a smaller file size.
• Complies with an industry format.
• Examples include resumes, legal documents, newsletters, files that are intended to be read (not edited) and printed, and files that are intended for professional printing.

Important: Many programs, including Microsoft Word, have the ability to open and edit PDF files. Simply sharing something as a PDF is not sufficient to guarantee the recipient can't edit the file.

.xlsx

• Open the table or report you want to publish as a PDF.
• On the External Data tab, in the Export group, select PDF or XPS.
• In the File Name field, type or select a name for the document.
• In the Save as type list, select PDF (*.pdf)
• If the document requires high print quality, select Standard (publishing online and printing)
• If file size is more important than print quality, select Minimum size (publishing online)
• Select Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Select OK
• Select Publish

Word

• Select the File tab.
• Select Save As. To see the Save As dialog box in Excel 2013 or Excel 2016, you have to choose a location and folder.
• In the File Name box, enter a name for the file, if you haven't already.
• In the Save as type list, select PDF (*.pdf)
• If you want the file to open in the selected format after saving, select the Open file after publishing check box
• If the document requires high print quality, select Standard (publishing online and printing)
• If file size is more important than print quality, select Minimum size (publishing online)
• Select Save

Access

• Open the table or report you want to publish as a PDF.
• On the External Data tab, in the Export group, select PDF or XPS.
• In the File Name field, type or select a name for the document.
• In the Save as type list, select PDF (*.pdf)
• If the document requires high print quality, select Standard (publishing online and printing)
• If file size is more important than print quality, select Minimum size (publishing online)
• Select Options to set the page to be printed, to choose whether