Save a publication as a PDF file or an XPS file

 Important   You can save as a PDF or XPS file from a 2007 Microsoft Office system program only after you install an add-in. For more information, see Enable support for other file formats, such as PDF and XPS.

Have you created publications that you want others who don't have Microsoft Office Publisher 2007 to view? You can share your publications by saving them as Portable Document Format (PDF) files or XML Paper Specification (XPS) files.

In this article


About PDF and XPS formats

When you save publications in the PDF file format or XPS file format, other people can view the content of your publication in e-mail and on the Web, even if they don't have Microsoft Office Publisher 2007.

Both file formats are designed to provide read-only documents with optimal printing qualities. They also embed all needed fonts, preserve metadata, and can include hyperlinks.

The recipients need the appropriate viewer for the file format before they can view your files.

The PDF viewer is available at http://www.adobe.com.

The XPS viewer is available at http://www.microsoft.com.

 Note   These formats provide a way for others to view your publication only. The resulting files cannot be changed in Publisher.

File format Advantages Notes
PDF (.pdf)
  • Saves CMYK, spot color, and process color, as well as spot color in CMYK and PANTONE® — the formats that are preferred by commercial printers.
  • Provides high-quality printable documents.
  • Includes alternative text for images or imaged text.
  • Embeds all needed fonts into a file before printing.
  • Provides searchable text and hyperlinks.
  • Preserves any metadata that is associated with the file.
Needs the correct viewer  — available online for downloading.
XPS (.xps)
  • Provides Information Rights Management so the file owner controls who can open the file. Recipients who have not been granted rights cannot view the XPS file.
  • Provides high-quality printable documents.
  • Includes alternative text for images or imaged text.
  • Embeds all needed fonts into a file before printing.
  • Provides searchable text and hyperlinks.
  • Preserves any metadata that is associated with the file.
Needs the correct viewer  — available as a downloadable add-in.

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Save your publication in PDF format

Choose this option if you want to save your publication in a format that can be easily shared and is used by many commercial printers.

  1. In Publisher, open the publication that you want others to view.
  2. On the File menu, click Publish as PDF or XPS.
  3. In the Save as type list, select PDF.

Your publication will be saved by default as publication name.pdf, and it will be optimized for high-quality printing.

You can change to a different setting by clicking Change, which opens the Publish Options dialog box. Find links to more information about the Publish Options dialog box in the See also section.

  1. Click Publish.

 Note   You can also save the file as a .pdf file by using the Save As dialog box.

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Save your publication in XPS format

Choose this option if you want to save your publication with even greater compression than PDF format.

  1. In Publisher, open the publication that you want others to view.
  2. On the File menu, click Publish as PDF or XPS.
  3. In the Save as type list, select XPS.

Your publication is saved by default as publication name.xps, and it will be optimized for high-quality printing.

You can change to a different setting by clicking Change, which opens the Publish Options dialog box. Find links to more information about the Publish Options dialog box in the See also section.

  1. Click Publish.

 Note   You can also save the file as an .xps file by using the Save As dialog box.

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Send your PDF or XPS file for others to view

Now that you have created your PDF file or XPS file, you can attach it to an e-mail message or copy it to a shared location so that others can open and view your publication, even if they don't have Publisher.

Remember, the resulting .pdf file or .xps file cannot be changed in Publisher. These files are just an image of your publication.

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Applies to:
Publisher 2007