Save a file as a PDF in Office 2007

 Back to Main Index

Overview of PDF format

Portable Document Format (PDF) is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The PDF format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and that data in the file cannot easily be changed. The PDF format is also useful for documents that will be reproduced by using commercial printing methods.

To view a PDF file, you must have a PDF reader installed on your computer. One reader is the Acrobat Reader, available from Adobe Systems.

Office 2007 provides the ability to create a PDF directly with the installation of an add-in which is available as a free download from Microsoft.

After you save a file as PDF, you cannot use your 2007 Office program to make changes directly to the PDF file. You must make changes to the original 2007 Office file and save the file as PDF again.

Note You can save as a PDF or XPS file from a 2007 Microsoft Office system program only after you install an add-in.

Installing the Add-In

Go to the 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS site

Saving the file as a PDF

  1. Click the Microsoft Office Button , point to the arrow next to Save As, and then click PDF or XPS.

  2. In the File Name list, type or select a name for the file.

  3. In the Save as type list, click PDF.

  4. If you want to open the file immediately after saving it, select the Open file after publishing check box. This check box is available only if you have a PDF reader installed on your computer.

  5. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:

    • If the table, report, document or worksheet requires high print quality, click Standard (publishing online and printing).

    • If the print quality is less important than file size, click Minimum size (publishing online).

  6. To specify various options for the file, click Options.

Excel Word PowerPoint
  • Publish all
  • Publish range of pages
  • Selection
  • Active Sheet
  • Entire Workbook
  • Publish all
  • Publish current page
  • Publish range of pages
  • Publish document or document showing markup
  • Create bookmarks using Headings or Word bookmarks
  • Publish all
  • Publish current slide
  • Publish selection of slides
  • Publish a custom show
  • Publish a range of slides
  • Publish slides, handouts, outline and notes pages

  1. Click OK.

  2. In the Publish as PDF or XPS dialog box, click Publish.

Back to Top                                            Back to Main Index