How to Convert and Save Files as PDF or XPS in Microsoft Office

In today's digital world, sharing documents in a universally accessible format is crucial. The Portable Document Format (PDF) has become the industry standard for ensuring your documents look the same across almost all devices. Microsoft Office desktop apps, including Word, Excel, PowerPoint, and others, offer built-in features to save or convert your files to PDF or XPS (XML Paper Specification) formats without needing extra software or add-ins. This article will guide you through the process of converting your documents for sharing or professional printing.

Why Use PDF Format?

PDF offers several advantages:

• Consistent appearance: Ensures your document looks the same on most computers.
• Smaller file size: Generally reduces the file size, making it easier to share.
• Industry standard: Complies with a widely accepted format.
• Ideal uses include resumes, legal documents, newsletters, and files meant for reading and printing, especially for professional purposes.

Important Considerations

While PDFs are great for sharing, keep these points in mind:

• Editability: Many programs, including Microsoft Word, can open and edit PDF files. Saving as a PDF doesn't guarantee the recipient can't make changes unless additional security measures are implemented.
• Internal Links: When converting spreadsheets to PDF, internal links may not work in the converted file. Always verify links after conversion. External links, however, should remain functional.

Converting to PDF in Different Microsoft Office Programs

The process varies slightly depending on the Office program you're using. Here's a breakdown for some of the most commonly used applications.

Microsoft Access

1. Open the table or report you wish 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.
5. Choose PDF (*.pdf) from the Save as type list.
6. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) if file size is more important.
7. Click Options to adjust page settings, markup printing, and output options.
8. Click Publish.

Microsoft Excel

1. Go to File > Save As.
2. Choose a location and folder.
3. Enter a file name.
4. Select PDF (*.pdf) from the Save as type list.
5. Check the Open file after publishing box if you want to immediately view the PDF.
6. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file sizes.
7. Click Options to adjust your PDF settings, such as the range of pages to be printed. For more information on the Options dialog box in Excel, see More about PDF options.
8. Click Save.

Microsoft OneNote

1. Go to File > Export.
2. Under Export Current, choose what part of the notebook you want to save as a PDF.
3. Under Select Format, select PDF (*.pdf), then Export.
4. Enter a file name in the Save As dialog box.
5. Click Save.

Microsoft PowerPoint

1. Go to File > Save As.
2. Choose a location and folder.
3. Enter a file name.
4. Select PDF (*.pdf) from the Save as type list.
5. Check the Open file after publishing box if desired.
6. Choose Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file sizes.
7. Click Options to customize output settings.
8. Click Save.

Microsoft Project

1. Go to File > Save As.
2. Choose a location and folder.
3. Enter a file name.
4. Select PDF Files (*.pdf) or XPS Files (*.xps) from the Save as type list, then click Save.
5. In the Document Export Options dialog box, select a Publish Range, whether to Include Non-printing Information, and ISO 19500-1 compliance (PDF only).

Microsoft Publisher

1. Go to File > Save As.
2. Choose a location and folder.
3. Enter a file name.
4. Select PDF (*.pdf) from the Save as type list.
5. Click Change (or Options in older versions) to adjust picture resolution and non-printing information.
6. Click Print Options to modify printing settings.
7. Check the Open file after publishing box if desired.
8. Click Save.

Microsoft Visio

1. Go to File > Save As.
2. Choose a location and folder.
3. Enter a file name.
4. Select PDF (*.pdf) from the Save as type list.
5. Check the Automatically view file after saving box if desired.
6. Choose Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file sizes.
7. Click Options to customize output settings.
8. Click Save.

Microsoft Word

1. Go to File > Save a Copy (or Save As if the file hasn't been saved before).

2. Select Browse to choose a save location.

3. Select PDF from the drop-down list.

4. Click More Options > Options to further customize your PDF.

   • Page Range: Choose an option under Page range to convert only specific pages.
   • Include Tracked Changes: Include tracked changes in the PDF by selecting Document showing markup under Publish what.
   • Bookmarks: Create bookmarks by selecting Create bookmarks using and choosing Headings or Word Bookmarks.
   • Accessibility: Select Document structure tags for accessibility to make the document easier for screen readers.

5. Additional Options:

   • ISO 19005-1 compliant (PDF/A): Outputs the document as version 1.7 PDF, an archiving standard.
   • Bitmap text when fonts may not be embedded: Uses bitmap images if fonts can't be embedded.
   • Encrypt the document with a password: Restricts access with a password.

Saving to PDF on macOS

1. Select File.

2. Choose Save As.

3. Select File Format at the bottom of the window.

4. Choose PDF from the list.

5. Give your file a name and select Export.

   • Note: When using Best for printing, hyperlinks may not convert correctly. This is a known issue.
   • Important: When using Online Service, only fonts that Microsoft has the legal rights to can be used. This can be avoided by embedding the fonts into the document. Learn more about embedding fonts.

Saving to PDF Online (Web)

You can use Word, PowerPoint, and OneNote for the Web to convert your doc into a PDF.

1. Select File > Print > Print.
2. In the dropdown menu under Printer, select Save as PDF and then select Save.
3. Name the PDF and choose where to save it.

For more control over PDF options, use the desktop app. Select Open in Desktop App in the toolbar.

Saving to PDF on iOS

1. Tap the File button.
2. Choose Export.
3. Select PDF.

PDF vs. XPS: Understanding the Difference

Both PDF and XPS formats preserve document formatting for easy sharing, but there are key differences:

• PDF (Portable Document Format): Widely accepted by agencies and organizations, with viewers available on more platforms than XPS.
• XPS (XML Paper Specification): Ensures the file retains its intended format and prevents easy data alteration.

Need a PDF Reader?

Most modern web browsers can open PDF files. If you have an older operating system, you may need a dedicated PDF reader like Acrobat Reader from Adobe Systems.

Additional Resources

• Edit or make changes to a PDF file
• Create accessible PDFs

By following these steps, you can effectively use Microsoft Office programs to save and convert your documents to PDF or XPS formats, ensuring compatibility and maintaining the intended formatting for recipients.