Save or Convert to PDF or XPS in Office Desktop Apps

Are you looking to share or print your files using commercial printers? You can use the Office programs to save or convert your files to PDFs without needing any other software or add-ins. In this article, we will guide you through the process of saving or converting your files to PDF or XPS in various Office desktop apps.

Why Use PDF Format?

PDF format is ideal when you want a file that:

• Looks the same on most computers
• Has a smaller file size
• Complies with an industry format

Important Considerations

• 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.
• When you convert your spreadsheet to a PDF, the internal links within the spreadsheet will get lost during the conversion so the links will need to be verified. External links to other sources however will be fine.

Step-by-Step Instructions for Office Programs

Access

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

Excel

1. Select the File tab.
2. Select Save As.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, select PDF (*.pdf).
5. If you want the file to open in the selected format after saving, select the Open file after publishing check box.
6. If the document requires high print quality, select Standard (publishing online and printing).
7. If file size is more important than print quality, select Minimum size (publishing online).
8. Select Save.

Power View sheets cannot be saved as PDF files in Excel.