Many of the Microsoft Office system programs include a Save or Publish as Portable Document Format (PDF) or XML Paper Specification (XPS) feature that also enables you to control what to save or publish, just as you do when you print. You choose these settings in the Options dialog box, which you can open by clicking Options (or by clicking Change in Microsoft Office Publisher) in the Publish as PDF or XPS dialog box.

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 .

Publish as PDF or XPS options in:

showMicrosoft Office Access

  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 Save as type list, click PDF or XPS Document.
  3. Click Options to display the following items.

    Under Range:

    • All Click to publish all records in the database.
    • Selected records Click to publish only the records that are selected.
    • Page(s) Click to publish records that are on the specified range of pages. You can type or select the start and finish pages in the From and To boxes.

    Under Include non-printing information:

    • Document structure tags for accessibility This check box is selected by default so that the file created is more accessible to disabled users. Clear this check box if you want the file to be as small as possible, and prefer not to include data that helps improve accessibility. For example, if you clear this check box, data is not included in the file that enables your readers using screen readers to more easily navigate through the file.

    If you are saving a PDF file, under PDF options:

    • Check the ISO 19005-1 compliant (PDF/A) check box if you want the PDF file to be in this format.

      showHow do I decide whether to select or clear this check box?

      Some reasons to select this check box include:

      • You need to submit the file to a government agency that requires this format.
      • You need the file for long-term archiving and you want the file to include all the information needed to be displayed in the future in a way as similar as possible to the way it is displayed today.

      Some reasons to clear this check box include:

      • File appearance is a major concern and you want the PDF to look as much like your original document as possible. Design features, such as effects and transparency, are enabled.
      • File size is a major concern. You want to make the file as small as possible.

showMicrosoft Office Excel

  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 Save as type list, click PDF or XPS Document.
  3. Click Options to display the following items.

    Under Page range:

    • All Click to publish all pages of information in the workbook.
    • Page(s) Click to publish the the specified pages of the workbook. You can type or select the start and finish pages in the From and To boxes.

    Under Publish what:

    • Selection Click to publish the selected cells on the active worksheet.
    • Active sheet(s) Click to publish the selected worksheet or worksheets.
    • Entire workbook Click to publish all data in the workbook.
    • Table Click to publish the selected table.
    • Ignore print areas Click to print the entire worksheet even if print areas are defined on the worksheet.

    Under Include non-printing information:

    • Document properties When you select this check box, document properties are included in the version published as PDF or XPS. These properties include title, subject, author, and similar information.

      showProtect your privacyTo help protect your privacy and not share this information, clear this check box. Find links to more information about viewing and changing document properties in the See Also section.

    • Document structure tags for accessibility This check box is selected by default so that the file created is more accessible to disabled users. Clear this check box if you want the file to be as small as possible, and prefer not to include data that helps improve accessibility. For example, if you clear this check box, data is not included in the file that enables your readers using screen readers to more easily navigate through the file.

    If you are saving a PDF file, under PDF options:

    • ISO 19005-1 compliant (PDF/A) Check this check box if you want the PDF file to be in this format.

      showHow do I decide whether to select or clear this check box?

      Some reasons to select this check box include:

      • You need to submit the file to a government agency that requires this format.
      • You need the file for long-term archiving and you want the file to include all the information needed to be displayed in the future in a way as similar as possible to the way it is displayed today.

      Some reasons to clear this check box include:

      • File appearance is a major concern and you want the PDF to look as much like your original document as possible. Design features, such as effects and transparency, are enabled.
      • File size is a major concern. You want to make the file as small as possible.

    If you are saving an XPS file, under XPS Document options:

    • Preserve restricted permissions in XPS Select this check box to ensure that a workbook enabled with Information Rights Management (IRM) protection preserves the IRM settings after conversion to XPS. This check box is selected by default when you save as XPS. IRM settings are retained for any XPS document that you create unless you clear the check box.

showMicrosoft Office PowerPoint

  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 Save as type list, click PDF or XPS Document.
  3. In the Publish as PDF or XPS dialog box, click Options to display the following items.

    Under Range:

    • All Click to publish all slides in the presentation.
    • Current slide Click to publish only the slide that is currently displayed.
    • Selection Click to publish the selected slides.
    • Custom show If you created one or more custom presentations that display selected slides, click to publish only the slides that are in the specified custom presentation.
    • Slide(s) Click to publish the specified range of slides. You can type or select the start and finish pages in the From and To boxes.

    Under Publish options:

    • Publish what Select which you want to publish: Slides, Handouts, Notes pages, or Outline view.
    • Slides per page Select how many slides you want to be printed on each page.
    • Frame slides Select this check box if you want each published slide to be bordered by a frame.
    • Include hidden slides Select this check box if you want hidden slides to be published.
    • Include comments and ink markup Check this check box to publish the document with comments and ink markup visible.
    • Order When slides are published as handouts, click Horizontal or Vertical to determine the order in which slides appear on a page.

    Under Include non-printing information:

    • Document properties Select this check box to include document properties in the version published as PDF or XPS. These properties include title, subject, author, and similar information.

      showProtect your privacyTo help protect your privacy and not share this information, clear this check box. Find links to more information about viewing and changing document properties in the See Also section.

    • Document structure tags for accessibility This check box is selected by default so that the file created is more accessible to disabled users. Clear this check box if you want the file to be as small as possible, and prefer not to include data that helps improve accessibility. For example, if you clear this check box, data is not included in the file that enables your readers using screen readers to more easily navigate through the file.

    If you are saving a PDF file, under PDF options:

    • Check the ISO 19005-1 compliant (PDF/A) check box if you want the PDF file to be in this format.

      showHow do I decide whether to select or clear this check box?

      Some reasons to select this check box include:

      • You need to submit the file to a government agency that requires this format.
      • You need the file for long-term archiving and you want the file to include all the information needed to be displayed in the future in a way as similar as possible to the way it is displayed today.

      Some reasons to clear this check box include:

      • File appearance is a major concern and you want the PDF to look as much like your original document as possible. Design features, such as effects and transparency, are enabled.
      • File size is a major concern. You want to make the file as small as possible.
    • Bitmap text when fonts may not be embedded This check box is relevant in cases where you do not have the rights to embed one or more of the fonts in your document. In this situation:
      • If you select the check box The program replaces the fonts with bitmap representations. This results in a file that is more likely to look the way you designed it. For some people who view or print the file, the text may have a coarse appearance at higher resolutions.
      • If you clear the check box The program creates the file so that if the person reading your file has the font, the font is used. If the person reading your file does not have the font, some other font is substituted.

    If you are saving an XPS file, under XPS Document options:

    • Preserve restricted permissions in XPS Select this check box to ensure that a presentation enabled with Information Rights Management (IRM) protection preserves the IRM settings after conversion to XPS. This check box is selected by default when you save as XPS. IRM settings are retained for any XPS document that you create unless you clear the check box.

showMicrosoft Office Publisher

  1. On the File menu, click Publish as PDF or XPS.
  2. In the Save as type list, click PDF or XPS Document.
  3. To display the Publish Options dialog box, click Change.

showMicrosoft Office Visio

  1. On the File menu, click Publish as PDF or XPS.
  2. In the Save as type list, click PDF or XPS Document.
  3. To display the following items, click Options.

    Under Page range:

    • All Click to publish all pages in the drawing.
    • Current view Click to publish the portion of the drawing that appears in the program window.
    • Current page Click to publish the drawing page that is currently displayed:
      • If the page is a foreground page, the current foreground page and all of its background pages are published.
      • If the page is a background page, the background and any backgrounds assigned to it are published.
      • If you are in Print Preview mode, the current tile is published.
    • Selection Click to publish the portion of the drawing that is selected. If no part of the drawing is selected, this option is unavailable.
    • Page(s) Click to publish the range of pages that you select in the From and To boxes. If the drawing consists of only one page, this option is unavailable.
    • Color as black Select this check box to publish all colors as black, to ensure that all shapes are visible in the printed drawing.
    • Include background Select this check box to include the background in the published drawing.

    Under Include non-printing information:

    • Document properties Select this check box to include the document properties in the PDF or XPS published version. These properties include title, subject, author, and similar information.

      showProtect your privacyTo help protect your privacy and not share this information, clear this check box. Find links to more information about viewing and changing document properties in the See Also section.

    • Document structure tags for accessibility This check box is selected by default so that the file created is more accessible to disabled users. Clear this check box if you want the file to be as small as possible, and prefer not to include data that helps improve accessibility. For example, if you clear this check box, data is not included in the file that enables your readers using screen readers to more easily navigate through the file.

    If you are saving a PDF file, under PDF options:

    • ISO 19005-1 compliant (PDF/A) Check this check box if you want the PDF file to be in this format.

      showHow do I decide whether to select or clear this check box?

      Some reasons to select this check box include:

      • You need to submit the file to a government agency that requires this format.
      • You need the file for long-term archiving and you want the file to include all the information needed to be displayed in the future in a way as similar as possible to the way it is displayed today.

      Some reasons to clear this check box include:

      • File appearance is a major concern and you want the PDF to look as much like your original document as possible. Design features, such as effects and transparency, are enabled.
      • File size is a major concern. You want to make the file as small as possible.

showMicrosoft Office Word

  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 Save as type list, click PDF or XPS Document.
  3. In the Publish as PDF or XPS dialog box, click Options to display the following items.

    Under Page range:

    • All Click to publish all pages in the document.
    • Current page Click to publish only the page that the insertion point is currently on.
    • Selection Click to publish the text that is selected. If nothing in the document is selected, this option is unavailable.
    • Page(s) Click to publish the range of pages that you select in the From and To boxes. If the document consists of only one page, this option is not available.

    Under Publish what:

    • Document Click to publish the document in a clean state without revision marks or comments.
    • Document showing markup Click to publish the document with revision marks and comments visible.

    Under Include non-printing information:

    • Create bookmarks using Check this check box to create bookmarks in the document based on your selection. If the document contains headings, Headings is available. If the document contains bookmarks, Word bookmarks is available.
    • Document properties Select this check box to include document properties in the version published as PDF or XPS. These properties include title, subject, author, and similar information.

      showProtect your privacyTo help protect your privacy and not share this information, clear this check box. Find links to more information about viewing and changing document properties in the See Also section.

    • Document structure tags for accessibility This check box is selected by default so that the file created is more accessible to disabled users. Clear this check box if you want the file to be as small as possible, and prefer not to include data that helps improve accessibility. For example, if you clear this check box, data is not included in the file that enables your readers using screen readers to more easily navigate through the file.

    If you are saving a PDF file, under PDF options:

    • ISO 19005-1 compliant (PDF/A) Check this check box if you want the PDF file to be in this format.

      showHow do I decide whether to select or clear this check box?

      Some reasons to select this check box include:

      • You need to submit the file to a government agency that requires this format.
      • You need the file for long-term archiving and you want the file to include all the information needed to be displayed in the future in a way as similar as possible to the way it is displayed today.

      Some reasons to clear this check box include:

      • File appearance is a major concern and you want the PDF to look as much like your original document as possible. Design features, such as effects and transparency, are enabled.
      • File size is a major concern. You want to make the file as small as possible.
    • Bitmap text when fonts may not be embedded This check box is relevant in cases where you do not have the rights to embed one or more of the fonts in your document. In this situation:
      • If you select the check box The program replaces the fonts with bitmap representations. This results in a file that is more likely to look the way you designed it. For some people who view or print the file, the text may have a coarse appearance at higher resolutions.
      • If you clear the check box The program creates the file so that if the person reading your file has the font, the font is used. If the person reading your file does not have the font, some other font is substituted.

    If you are saving an XPS file, under XPS Document options:

    • Preserve restricted permissions in XPS Check this check box to ensure that a document enabled with Information Rights Management (IRM) protection preserves the IRM settings after conversion to XPS. This check box is selected by default when you save as XPS. IRM settings are retained for any XPS document that you create unless you clear the check box.


See also: