PDF print version * (2 pages, 74 KB)

Microsoft Office 2007 has an add-in program for creating PDF files from PowerPoint slide shows, Word documents, etc.

PDF is the Web standard file format for sharing print-oriented documents. PDF is not a replacement for a regular Web (HTML) page (PDF: Unfit for Human Consumption, Jakob Nielsen’s Alertbox). When sharing PowerPoint slide shows or Word documents with the general public or colleagues with no need to edit a file, use the PDF version. Advantages are that PDF files are smaller than the native file and there is no problem with people using different versions of MS Office programs.

When you include PDF files on your Web site, be sure to list the file size (example: PDF 556 KB, 24 pages) with each PDF link and to provide a link on the page for users to go to the Adobe site to download the free Adobe Reader. (Gateway Pages Prevent PDF Shock, Jakob Nielsen’s Alertbox)

NOTE: If you want to create PDF files that use Adobe’s security feature to prevent copying of text, create PDF forms, or include other advanced features, you need to buy the Adobe Acrobat software.

Install the PDF add-in

1. In your browser, go to the 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS page.

2. Follow the instructions for downloading the file.

3. Save the file to your local computer (C: drive).

4. Double-click file icon to install the add-in.

5. When finished, delete the installation file from your local computer.

Create a PDF file

With your slide show or document open...

1. Click on the Office button.

2. Click on the right-pointing arrow next to the Save As option (see sample at right).

3. Click on the “PDF or XPS” option to open the Publish as PDF or XPS dialog box.
By default, the PDF file is saved in the same folder as the original file. You may want to change the location of the file to save it in the folder with your other Web documents. To do this, change the folder location in the Save in: section.

4. Enter a new name in the File name: text box. If this PDF file will be on a website, you must change the name to a one-word name (no spaces and no special characters) and keep the .pdf extension. If you don’t do this, your readers may have problems opening the file (sample below shows default settings when dialog box is opened).

6. To create the smallest PDF file, change the Optimize for: setting to the “Minimum size” option (see sample image in step 4).

7. In the Publish as PDF or XPS dialog box, click on the Publish button to save the PDF version.

* Adobe Reader required to open and print PDF files. Download Adobe Reader from the Adobe website.