Do you need to distribute your Microsoft Office 2007 or 2010 files as PDF documents often? You can easily export your Office 2007 files to PDF using an add-in supplied by Microsoft, called Save As PDF or XPS (XPS is the XML Paper Specification).
This add-in creates PDF files for files in Access, Excel, InfoPath, OneNote, PowerPoint, Publisher, Visio, and Word. The functionality in this add-in was added into Office 2010 as a built-in feature.
This post shows you how to install Save As PDF or XPS and use it to create a PDF file from within Word 2007. We also show you how to use the built-in Save as PDF feature in Word 2010.
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.
If you want the file to open automatically in the default PDF reader, select the Open file after publishing check box so there is a check mark in the box.
Select one of the Optimize for radio buttons depending on whether your document will be viewed both online and printed (Standard) or mostly online (Minimum size).
There are some additional options that can be set for the PDF file. To access these options, click the Options button.
The Options dialog box allows you to change settings for the PDF file, such as the Page range to publish and an option to Create bookmarks using Headings or Word bookmarks (if available in the document). Select your desired settings and click OK.
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: The Save As PDF or XPS add-in in Office 2007 only converts files to PDF format. It does not allow you to apply any security to the PDF documents.
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.
Additional options display below the Save as type drop-down list. The Optimize for options and the Open file after publishing check box that are available in Word 2007 are also available in Word 2010. Click the Options button to access additional settings.
The Options dialog box for PDF files in Word 2010 contains the same options as in Word 2007. However, there is one additional option at the bottom. The Encrypt the document with a password check box allows you to assign a password to the PDF file that users will have to enter to open the PDF file.
NOTE: Even though the Save As PDF or XPS feature in Office 2010 added the ability to require a password to open the PDF file, you cannot apply an other security to the PDF file, such as preventing the user from printing the file.
Once you have finished selecting your desired settings, click OK.
If you have selected the Encrypt the document with a password check box on the Options dialog box, the Encrypt PDF Document dialog box displays. Enter a password in the Password edit box and the same password again in the Reenter password edit box. Click OK.
You are returned to the Save As dialog box. Click Save to save your PDF file.
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. If you applied a password to the PDF file, the Password dialog box displays asking for the password. Enter the password in the Enter Password edit box and click OK.
The PDF file opens in the PDF reader and the PDF reader software indicates it is a protected PDF file by adding “(SECURED)” at the end of the file name on the title bar.
You can also use the same procedures to save your document as an XPS file. To find out more about the XPS format, refer to the following sites:
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