You can save files created by many Microsoft Office system programs in Portable Document Format (PDF), which is a common format for sharing documents.

Note You can save as a PDF or XPS file from a Microsoft Office system program only after you install an add-in. For more information, see .In this article

Overview of PDF 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.

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

Save as PDF format in an Office program

  1. Open the table or report that you want to publish as PDF.
  2. Click the Microsoft Office Button button image, point to the arrow next to Save As, and then click PDF or XPS.
  3. In the File Name list, type or select a name for the file.
  4. In the Save as type list, click PDF.
  5. 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.
  6. 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 or report 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).
  7. To specify various options for the file, click Options. (Find links to more information on these options in the See Also section.) Click OK.
  8. In the Publish as PDF or XPS dialog box, click Publish.

  1. Click the Microsoft Office Button button image, 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 workbook.
  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 workbook 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. (Find links to more information on these options in the See Also section.) Click OK.
  7. Click Publish.

Microsoft Office InfoPath

Do the following when you are filling out a form in Office InfoPath 2007:

  1. On the File menu, point to Export To, and then click PDF or XPS.
  2. In the File Name list, type or select a name for the form.
  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 form 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. Click Publish.

Microsoft Office OneNote

  1. On the File menu, click Publish as 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. Next to Page range, click the option that represents the portion of the notebook that you want to save as PDF.
  5. Click Publish.

  1. Click the Microsoft Office Button button image, 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 presentation.
  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 presentation 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. (Find links to more information on these options in the See Also section.) Click OK.
  7. Click Publish.

Microsoft Office Publisher

Save as PDF for sharing or Web distribution

If you want to share the publication in a fixed format over the Web or a network, do the following:

  1. On the File menu, click Publish as PDF or XPS.
  2. In the File name list, type or select a name for the publication.
  3. In the Save as type list, click PDF.
  4. Next to Optimize for, click Change.
  5. In the Publish Options dialog box, click the optimization in the Specify how this publication will be printed or distributed list that matches the needs of the publication. For example, if the publication will be distributed online and print quality is less important than a small file size, click Minimum size. If the quality of the printing is more important than file size, click High quality printing.
  6. Click Advanced to display the entire dialog box, and select the settings that you need. (Find links to more information on these options in the See Also section.)
  7. Click OK.
  8. In the Save As dialog box, 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, and if the Commercial Press option is not selected in the Publish Options dialog box.
  9. Click Save.

Save as PDF for commercial printing

If the publication is being sent to a commercial printer, do the following:

  1. On the File menu, point to Pack and Go, and then click Take to a Commercial Printing service.
  2. In the pane at left, in the How will this publication be printed? list, click the option that you want. If you will be using an offset printing service, click Commercial Press. If you will be using a high-end copy shop, click High quality printing.
  3. Click Printing Options.
  4. In the Print Options dialog box, select the options that you need. (Find links to more information on these options in the See Also section.) Click OK.
  5. Under Select an item to fix, repair any problems that Publisher has identified.
  6. Under Export, select the Create a PDF check box.
  7. Click Save.
  8. In the Pack and Go Wizard, select the location to which you want to export the file, and click Next.

Microsoft Office Visio

  1. On the File menu, click Publish as PDF or XPS.
  2. In the File Name list, type or select a name for the drawing.
  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 drawing 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 print only a selection of pages, or to specify other publishing options, click Options, and select the settings that you need. (Find links to more information on these options in the See Also section.) Click OK.
  7. Click Publish.

  1. Click the Microsoft Office Button button image, 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 document.
  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 document 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. Click Options to set the page range to be printed, to choose whether markup should be printed, and to select the output options. (Find links to more information on these options in the See Also section.) Click OK.
  7. Click Publish.

Note The third-party products discussed in this article are manufactured by vendors independent of Microsoft; Microsoft makes no warranty, implied or otherwise, regarding the performance or reliability of these products.

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