How to Create PDF Documents in Microsoft Office

By 2 months ago

Do you frequently need to send Microsoft Office files as PDF documents? There are several ways to save your document as a PDF depending on whatever version of Office you have. For example, in Office 2007, you can save files to PDF using a Microsoft add-in named Save As PDF or XPS.

This add-in converts Access, Excel, InfoPath, OneNote, PowerPoint, Publisher, Visio, and Word files to PDF. This add-functionality in’s was incorporated into Office 2010 as a standard feature. The capability is likewise built-in in Office 2013 and 2016, although it is accessed through the Export option.

This article explains how to install Save As PDF or XPS and use it to create PDF files from Word 2007. We also demonstrate how to use Word 2010’s built-in Save to PDF capability.

Word 2013/2016

It’s really easy to save a document into PDF format in Word 2013/2016. All you have to do is click on File and then Export.

On the right-hand side, you will see the Create PDF/XPS button.

The Save As dialog will appear and you’ll see some options for saving the PDF at the bottom of the dialog. You can also click on the Options button for more customization of the PDF file.

You can optimize the PDF file for standard publishing or for online publishing, which will reduce the size further.

Word 2010

The ability to save documents as PDF files in Word 2010 is already built in. You do not need to install an add-in. To save a document as a PDF file, click the File tab.

On the File tab, select the Save As option in the list on the left.

The Save As dialog box displays. Navigate to the folder where you want to save your PDF file and enter a name for the file in the File name edit box. Select PDF (*.pdf) from the Save as type drop-down list.

The same optimize choices and options are available in Office 2010 like in Office 2013 and 2016. .

Word 2007

To be able to save a file as a PDF file in Word 2007, download the Save As PDF or XPS add-in from

To install the add-in, double-click on the .exe file you downloaded.

Read through the Microsoft Software License Terms and select the Click here to accept the Microsoft Software License Terms check box. Click Continue.

Once the installation is complete, the following dialog box displays. Click OK.

Open a file in Word 2007 that you want to convert to PDF. Click the Office button.

Move your mouse to the Save As option on the Office menu and hover over the right arrow. The Save a copy of the document submenu displays. Select PDF or XPS from the submenu.

The Publish as PDF or XPS dialog box displays. Navigate to the folder where you want to save your PDF file. Enter a name for the PDF file in the File name edit box.

Select the Open file after publishing check box so that it has a check mark in it if you want the file to open automatically in the default PDF viewer.

Depending on whether your content will be seen both online and in print (Standard) or largely online (Optimize for), choose one of the Optimize for radio options (Minimum size).

There are some additional options that can be set for the PDF file. To access these options, click the Options button.

You are returned to the Publish as PDF or XPS dialog box. Click the Publish button to save your file as a PDF file with the selected options.

If you selected the Open file after publishing check box on the Publish as PDF or XPS dialog box, the PDF file opens in the default PDF reader automatically after saving the file.

NOTE: Office 2007’s Save As PDF or XPS add-in only transforms files to PDF format. It does not allow you to secure PDF documents in any way. Enjoy!


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