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

In today's digital age, sharing documents in a universally accessible format is crucial. Microsoft Office applications, including Word, Excel, PowerPoint, and others, offer built-in features to save or convert your files to PDF (Portable Document Format) or XPS (XML Paper Specification). This eliminates the need for third-party software or add-ins, ensuring your documents can be easily shared and viewed across various platforms.

Why Use PDF or XPS?

Choosing the right file format can significantly impact how your document is received and viewed. Here's why you might want to consider using PDF or XPS:

• Consistent Appearance: PDF and XPS formats ensure your document looks the same on virtually any computer, regardless of the operating system or software installed.
• Smaller File Size: These formats often compress files, making them easier to share via email or online platforms.
• Industry Standard: PDF is widely recognized as an industry standard for document sharing, archiving, and printing.

These formats are ideal for:

• Resumes and cover letters
• Legal documents
• Newsletters
• Files intended for reading and printing, not editing
• Documents for professional printing

Converting to PDF or XPS in Different Office Applications

The process of saving or converting to PDF or XPS varies slightly depending on the Office application you're using. Here's a breakdown for some of the most popular programs:

Microsoft Word

1. Open Your Document: Open the Word document you want to convert.
2. Go to File > Save As: Click on "File" in the top left corner, then select "Save As".
3. Choose a Location: Select where you want to save the file on your computer.
4. Select PDF from the "Save as type" dropdown menu: Choose "PDF (*.pdf)" from the available file formats.
5. Optimize (Optional): Choose either "Standard (publishing online and printing)" for higher quality or "Minimum size (publishing online)" for a smaller file size.
6. Customize Options (Optional): Click "Options" to customize settings such as page range, inclusion of tracked changes, and creation of bookmarks.
7. Save: Click "Save" to create the PDF file.

Microsoft Excel

1. Open Your Spreadsheet: Launch Excel and open the spreadsheet you intend to convert.

2. Go to File > Save As: Click on "File", then select "Save As". (In older versions, you might need to choose a location first to see the "Save As" dialog box.)

3. Choose a Location: Select the destination folder for your new PDF file.

4. Select PDF: From the "Save as type" dropdown, choose "PDF (*.pdf)".

5. Optimize (Optional): Select "Standard" for high print quality or "Minimum size" for a smaller file.

6. Customize Options (Optional): Click "Options" to adjust settings such as page range, print quality, and inclusion of markup.

7. Save: Click "Save" to finalize the conversion.

   For more detailed information, see More about PDF options.

Microsoft PowerPoint

1. Open Your Presentation: Open the PowerPoint presentation you wish to convert.
2. Go to File > Save As: Click on "File" and then "Save As". (In older versions, you might need to choose a location first).
3. Select PDF: Choose "PDF (*.pdf)" from the "Save as type" dropdown.
4. Optimize (Optional): Select "Standard" for high print quality or "Minimum size" for a smaller file.
5. Customize Options (Optional): Click "Options" to configure settings, then click "OK".
6. Save: Click "Save" to convert your presentation to PDF.

Microsoft Access

1. Open the Table or Report: Open the specific table or report you want to convert to PDF.
2. Go to External Data > PDF or XPS: On the "External Data" tab, in the "Export" group, select "PDF or XPS".
3. Name Your File: Enter a name for the PDF document in the "File Name" field.
4. Select PDF: In the "Save as type" list, ensure "PDF (*.pdf)" is selected.
5. Optimize (Optional): Choose "Standard" for high print quality or "Minimum size" for a smaller file.
6. Customize Options (Optional): Click "Options" to set the page range, include markup, and select output options.
7. Publish: Click "Publish" to create the PDF file.

Microsoft OneNote

1. Open the Notebook: Open the notebook you want to export.
2. Go to File > Export: Click on "File" and then "Export".
3. Select Export Current: Choose which part of the notebook you want to save as PDF.
4. Select PDF: Choose "PDF (*.pdf)" from the "Select Format" options, and then select "Export".
5. Name Your File: In the "Save As" dialog box, enter a name for the notebook.
6. Save: Click "Save".

Microsoft Publisher

1. Open Your Publication: Open the publication you want to convert to PDF.
2. Go to File > Save As: Click on "File" and then "Save As". (In older versions, you might need to choose a location first).
3. Select PDF: Choose "PDF (*.pdf)" from the "Save as type" dropdown.
4. Change Optimize Settings (Optional): Click "Change" (or "Options" in older versions) to adjust picture resolution and non-printing information.
5. Print Options (Optional): Select "Print Options" to modify printing settings.
6. Save: Click "Save" to create the PDF file.

Important Considerations

• Editing PDFs: While many programs, including Microsoft Word, can open and edit PDF files, simply saving a document as a PDF doesn't guarantee it can't be edited.
• Internal Links: When converting a spreadsheet to PDF, internal links may be lost. Verify these links after conversion. External links will typically remain intact.
• Font Embedding: When converting to PDF on Mac, be aware that custom fonts may be substituted if they are not embedded in the document. To avoid this, embed the fonts before converting. You can learn more about embedding fonts by visiting: Benefits of embedding custom fonts and Some of your fonts can't be saved with the presentation

Saving to PDF Online (Web)

You can also use Word, PowerPoint, and OneNote for the Web to convert documents into PDFs.

• Go to File > Print > Print
• In the dropdown menu under Printer, select Save as PDF and then select Save.

If you need more control over the options for your PDF, such as adding bookmarks, use the desktop app to convert your doc to a PDF.

Conclusion

Converting your Microsoft Office documents to PDF or XPS is a simple yet effective way to ensure compatibility and maintain formatting across different devices and platforms. By following these steps, you can create professional-looking documents that are easy to share and view.