How to Save or Convert Your Microsoft Office Files to PDF or XPS

In today's digital world, sharing and preserving documents in a universally accessible format is crucial. PDF (Portable Document Format) and XPS (XML Paper Specification) are excellent choices for ensuring your files look the same on any device and maintain a consistent format for printing or archiving. This article will guide you through the process of saving or converting your Microsoft Office files to PDF or XPS formats, ensuring compatibility and preserving your document's integrity.

Why Use PDF or XPS?

Before diving into the how-to, let’s understand why you should consider using PDF or XPS:

• Consistent Appearance: PDF and XPS formats ensure that your document looks the same, regardless of the device or operating system used to open it.
• Smaller File Size: Often, converting to PDF can significantly reduce file size, making it easier to share via email or store in the cloud.
• Industry Standard: PDF is an industry-standard format suitable for resumes, legal documents, and files intended for professional printing.

While many programs, including Microsoft Word, can open and edit PDF files, it's important to remember that simply saving a file as a PDF doesn't guarantee it can't be edited.

Converting Your Files

Microsoft Office programs offer built-in features to save or convert your files to PDF or XPS. Here's how to do it in various Office applications:

Access

To save an Access report or table as a PDF:

1. Open the table or report you want to publish as a PDF.
2. Go to the External Data tab.
3. In the Export group, select PDF or XPS.
4. Enter a file name and choose a save location.
5. Select the desired output quality: Standard for high print quality or Minimum size for smaller file size.
6. Click Options to customize settings like page range and markup inclusion.
7. Click Publish.

Excel

To save an Excel spreadsheet as a PDF:

1. Click the File tab.
2. Select Save As.
3. Choose a location and folder.
4. In the Save as type list, select PDF (*.pdf).
5. Opt to open the file after publishing by checking the box.
6. Select the desired output quality: Standard or Minimum size.
7. Click Options to manage page settings and markup inclusion. Refer to More about PDF options for more information.
8. Click Save.

When converting spreadsheets with internal links, remember that these links might be lost during the conversion, but external links will remain intact.

OneNote

To save a OneNote notebook as a PDF:

1. Click the File tab.
2. Select Export.
3. Choose which part of the notebook to export under Export Current.
4. Select PDF (*.pdf) under Select Format, and then click Export.
5. Enter a file name in the Save As dialog box.
6. Click Save.

PowerPoint

To save a PowerPoint presentation as a PDF:

1. Click the File tab.
2. Select Save As.
3. Choose a location and folder.
4. In the Save as type list, select PDF (*.pdf).
5. Opt to open the file after publishing.
6. Select the desired output quality: Standard or Minimum size.
7. Click Options to customize page settings.
8. Click Save.

Project

To save a Project file as a PDF or XPS:

1. On the File tab, choose Save As.
2. Choose a location and folder.
3. From the Save as type list, choose PDF Files (*.pdf) or XPS Files (*.xps), and then choose Save.
4. In the Document Export Options dialog box, select a Publish Range, whether to Include Non-printing Information, and ISO 19500-1 compliance (PDF only).

Publisher

To save a Publisher publication as a PDF:

1. Click the File tab.
2. Select Save As.
3. Choose a location and folder.
4. In the Save as type list, select PDF (*.pdf).
5. Click Change or Options to adjust image resolution and printing options.
6. Opt to open the file after publishing.
7. Click Save.

Visio

To save a Visio diagram as a PDF:

1. Click the File tab.
2. Select Save As.
3. Choose a location and folder.
4. In the Save as type list, select PDF (*.pdf).
5. Opt to automatically view the file after saving.
6. Select the desired output quality: Standard or Minimum size.
7. Click Options to customize page settings.
8. Click Save.

Word

To save a Word document as a PDF:

1. Click File > Save a Copy or File > Save As.
2. Select a save location.
3. In the drop-down list, select PDF.
4. Click More Options > Options to customize your PDF.

Word offers robust customization options for PDFs:

• Page Range: Choose specific pages to include.
• Include Markup: Include tracked changes.
• Bookmarks: Create bookmarks using headings or Word bookmarks.
• Document Properties: Include document properties in the PDF.
• Accessibility: Ensure the document is screen-reader friendly.
• Encryption: Encrypt the document with a password for security.

Save as PDF on Mac

To save your file as a PDF in all the Office for Mac, follow these steps:

1. Select File.
2. Choose Save As.
3. At the bottom of the window, select File Format.
4. Choose PDF from the list of available file formats.
5. Name your file (if it doesn't already have one), then select Export.

Important considerations on Mac

• When using "Best for printing", hyperlinks may convert incorrectly. This is a known issue in Word for Mac.
• When using "Online Service," only Microsoft-licensed fonts can be used. Using custom fonts will lead to font substitution, potentially causing issues. This can be avoided by embedding the fonts into the document. Refer to Benefits of embedding custom fonts to learn more.

Opening PDF Files in Word

Microsoft Word allows you to open and edit PDF files directly. Simply go to File > Open and select the PDF file. Word will convert the PDF content into an editable format. You can then copy text, images, and diagrams as needed.

Conclusion

Converting your Microsoft Office files to PDF or XPS formats is a straightforward process that ensures your documents are accessible, consistent, and easy to share. By following the steps outlined in this article, you can confidently create and distribute professional-quality documents.

By understanding these steps and options, you can effectively manage your documents and ensure they are presented in the best possible format for any situation.