How to Save or Convert to PDF or XPS in Microsoft Office

In today's digital world, the ability to share documents seamlessly across different platforms is crucial. Microsoft Office offers built-in features to save or convert your files to PDF (Portable Document Format) or XPS (XML Paper Specification) formats, ensuring your documents look the same on any device and are suitable for various purposes. This article will guide you through the process of converting your documents to PDF or XPS using different Microsoft Office applications.

Why Use PDF or XPS?

PDF and XPS formats are ideal when you need to:

• Maintain consistent formatting: Ensure your document looks the same on different computers and operating systems.
• Reduce file size: PDF and XPS files are generally smaller than their original formats, making them easier to share and store.
• Comply with industry standards: PDF is widely accepted as a standard format for resumes, legal documents, and other professional files.
• Secure documents: Restrict editing and printing to protect sensitive information.

Converting to PDF or XPS in Different Office Apps

The process of saving or converting to PDF or XPS varies slightly depending on the Office application you are using. Here's a breakdown for each:

1. Access

To convert an Access table or report to PDF:

1. Open the table or report you want to publish.
2. Go to the External Data tab.
3. In the Export group, select PDF or XPS.
4. Choose a file name and select PDF (*.pdf) as the "Save as type."
5. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file size.
6. Click Options to customize the page range, markup, and output settings. Then, click OK.
7. Click Publish.
   • Note that Power View sheets cannot be saved as PDF files.

2. Excel

To convert an Excel spreadsheet to PDF:

1. Go to the File tab and select Save As.

2. Choose a location and folder if you're using Excel 2013 or later.

3. Enter a name for the file.

4. In the "Save as type" list, select PDF (*.pdf).

5. Check the Open file after publishing box if you want the file to open automatically after saving.

6. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file size.

7. Click Options to customize the page range, markup, and output settings. For more information on PDF options, see More about PDF options. Then, click OK.

8. Click Save.

   • Important Note: Be aware that when you convert your spreadsheet to a PDF, the internal links within the spreadsheet will get lost during the conversion. External links to other sources however will be fine.

3. OneNote

To convert a OneNote notebook to PDF:

1. Go to the File tab and select Export.
2. Under Export Current, choose which part of the notebook you want to save as PDF.
3. Under Select Format, select PDF (*.pdf) and click Export.
4. In the "Save As" dialog box, enter a name for the notebook.
5. Click Save.

4. PowerPoint

To convert a PowerPoint presentation to PDF:

1. Go to the File tab and select Save As.
2. Choose a location and folder if you're using PowerPoint 2013 or later.
3. Enter a name for the file.
4. In the "Save as type" list, select PDF (*.pdf).
5. Check the Open file after publishing box if you want the file to open automatically after saving.
6. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file size.
7. Click Options to customize the page range, markup, and output settings. Then, click OK.
8. Click Save.

5. Project

To convert a Project file to PDF or XPS:

1. Go to the File tab and choose Save As.
2. Choose a location and folder if you're using Project 2013 or later.
3. Enter a name for the file.
4. In the "Save as type" list, select PDF Files (*.pdf) or XPS Files (*.xps), and then choose 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).
6. To adjust the final document's appearance, navigate to File > Print and modify options such as Dates, Orientation, Paper Size, and Page Setup.

6. Publisher

To convert a Publisher publication to PDF:

1. Go to the File tab and select Save As.
2. Choose a location and folder if you're using Publisher 2013 or later.
3. Enter a name for the file.
4. In the "Save as type" list, select PDF (*.pdf).
5. Click Change (or Options in Publisher 2013 or 2016) to adjust picture resolution and non-printing information.
6. Click Print Options to modify printing settings. Then, click OK.
7. Check the Open file after publishing box if you want the file to open automatically after saving.
8. Click Save.

7. Visio

To convert a Visio diagram to PDF:

1. Go to the File tab and select Save As.
2. Choose a location and folder if you're using Visio 2013 or later.
3. Enter a name for the file.
4. In the "Save as type" list, select PDF (*.pdf).
5. Check the Automatically view file after saving box if you want the file to open automatically after saving.
6. Select Standard (publishing online and printing) for high print quality or Minimum size (publishing online) for smaller file size.
7. Click Options to customize the page range, markup, and output settings. Then, click OK.
8. Click Save.

8. Word

To convert a Word document to PDF:

1. If the file was previously saved, select File > Save a Copy. If the file is unsaved, select File > Save As.
2. Select Browse to choose the location on your computer where you want to save the file.
3. In the drop-down list, select PDF.
4. Select More Options > Options to customize your PDF.
5. To make a PDF file from only some of the pages in your document, choose an option under Page range.
6. To include tracked changes in the PDF, under Publish what, select Document showing markup. Otherwise, make sure Document is selected.
7. To create a set of bookmarks in the PDF file, select Create bookmarks using. Then, choose Headings or, if you added bookmarks to your document, Word Bookmarks.
8. If you want to include document properties in the PDF, make sure Document properties is selected.
9. To make the document easier for screen-reading software to read, select Document structure tags for accessibility.
10. Click Save.

Additional Options in Word

Word offers several advanced options when saving to PDF:

• ISO 19005-1 compliant (PDF/A): Ensures the document will look the same when opened on different computers, adhering to archiving standards.
• Bitmap text when fonts may not be embedded: Uses bitmap images of the text if fonts can't be embedded, preserving the document's appearance.
• Encrypt the document with a password: Restricts access to the PDF, requiring a password to open it.

Saving to PDF on macOS

To save your file as a PDF in Office for Mac:

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

Saving to PDF on the Web

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

1. Select File > Print > Print (in PowerPoint you will select one of three formats).
2. In the dropdown menu under Printer, select Save as PDF and then select Save.
3. Then in the Explorer menu that opens you can name the PDF and choose where to save it and then select Save.

Saving to PDF on iOS

To export your Word document or Excel workbook to PDF format on iOS tap the File button at the top left, choose Export and then PDF.

Understanding PDF and XPS

• PDF (Portable Document Format): Preserves document formatting and enables file sharing. It's widely accepted and retains the intended format when viewed online or printed.
• XPS (XML Paper Specification): An electronic file format that also preserves document formatting and enables file sharing, ensuring the file retains its intended format and data cannot be easily changed.

Need More Help?

Microsoft offers various resources for additional support:

• Microsoft 365 subscription benefits: Explore training courses and learn how to secure your device.
• Microsoft Community: Ask and answer questions, give feedback, and hear from experts.
• Online support: Find solutions to common problems or get help from a support agent.

By following these steps, you can easily save or convert your Microsoft Office documents to PDF or XPS format, ensuring compatibility and consistent formatting across different platforms.

Internal Links:

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

External Links:

• Adobe Acrobat Reader
• More about PDF options