Save as PDF

To keep your file’s format when you share your files with other people or print your files by using commercial methods, you can use Office programs to save files as PDFs without needing additional software or add-ins. Use PDF format when you want a file that:

• Looks the same on most computers.
• Has a small file size.
• Complies with an industry format.

Examples include resumes, legal documents, newsletters, files intended to only be read and printed, and files intended for professional printing.

You can also save your file in XPS format to get similar results. To learn more, see Save as XPS.

 Important   After you have saved a document as a PDF file, you cannot convert it back to a Microsoft Office file format without specialized software or a third-party add-in. For more information, see Make changes to a PDF file in this article.

• Access
• Excel
• OneNote
• PowerPoint
• Project
• Publisher
• Visio
• Word

Access (Tables and Reports)

1. Open the table or report you want to publish as a PDF.
2. On the External Data tab, in the Export group, click PDF or XPS

3. In the File Name field, type or select a name for the document.
4. In the Save as type list, click PDF (*.pdf).
• If the document requires high print quality, click Standard (publishing online and printing).
• If file size is more important than print quality, click Minimum size (publishing online).
5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK.
6. Click Publish.

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Excel

This information also applies to Microsoft Excel Starter 2010.

 Note    You can’t save Power View sheets as PDF files.

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in Excel 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf).
• If you want the file to open in the selected format after saving, select the Open file after publishing check box.
• If the document requires high print quality, click Standard (publishing online and printing).
• If file size is more important than print quality, click Minimum size (publishing online).
5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
6. Click Save.

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OneNote

OneNote 2013

1. Click the File tab.
2. Click Export.
3. Under Export Current, click what part of the notebook you want to save as PDF.
4. Under Select Format, click PDF (*.pdf), and then click Export.
5. In the Save As dialog box, in the File Name field, enter a name for the notebook.
6. Click Save.

OneNote 2010

1. Click the File tab.
2. Click Save As, and then click the option that represents the portion of the notebook that you want to save as PDF.
3. Under Save Section As, click PDF (*.pdf), and then click Save As.
4. In the File Name field, enter a name for the notebook.
5. Click Save.

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PowerPoint

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in PowerPoint 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf).
• If you want the file to open in the selected format after saving, select the Open file after publishing check box.
• If the document requires high print quality, click Standard (publishing online and printing).
• If the file size is more important than print quality, click Minimum size (publishing online).
5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
6. Click Save.

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Project

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in Project 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf), and then click Save.
5. In the Document Export Options dialog box, select a Publish Range, whether to Include Non-printing Information, and ISO 19500-1 compliance (PDF only).

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Publisher

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in Publisher 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf).
5. If you want to change how the document is optimized, click Change.
• To make changes to the picture resolution and non-printing information, click Advanced.
• Click Print Options to make changes to the printing options for the document.
• Click OK when finished.
6. If you want the file to open in the selected format after saving, select the Open file after publishing check box.
7. Click Save.

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Visio

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in Visio 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf).
• If you want the file to open in the selected format after saving, select the Open file after publishing check box.
• If the document requires high print quality, click Standard (publishing online and printing).
• If file size is more important than print quality, click Minimum size (publishing online).
5. Click Options to set the page to be printed, to choose whether markup should be printed and to select output options. Click OK.
6. Click Save.

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Word

This information also applies to Microsoft Word Starter 2010.

Check out Convert a document to PDF for Word 2013 steps.

1. Click the File tab.
2. Click Save As.
   To see the Save As dialog box in Word 2013, you have to choose a location and folder.
3. In the File Name box, enter a name for the file, if you haven't already.
4. In the Save as type list, click PDF (*.pdf).
• If you want the file to open in the selected format after saving, select the Open file after publishing check box.
• If the document requires high print quality, click Standard (publishing online and printing).
• If the file size is more important than print quality, click Minimum size (publishing online).
5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.
6. Click Save.

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Make changes to a PDF file

Because one of the purposes of the PDF format is to keep the format of your files from being modified, you cannot easily convert or save a PDF file into another file format if you do not have the source file.

To change the PDF file, do one of the following:

• Open the original Office file in your Office program, make your changes, and then save the file in PDF format again.
• Use a third-party application, such as Adobe Acrobat for PDF, or visit the Office Store to find other conversion products. After you purchase a third-party solution, follow the vendor's instructions about how to install and use it.

 Note   The third-party products discussed in this article are manufactured by vendors independent of Microsoft; Microsoft makes no warranty, implied or otherwise, regarding the performance or reliability of these products.

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What is PDF format?

• Portable Document Format (PDF)     PDF preserves document formatting and enables file sharing. When the PDF format file is viewed online or printed, it retains the format that you intended. The PDF format is also useful for documents that will be reproduced using commercial printing methods. PDF is accepted as a valid format to many agencies and organizations, and viewers are available on a wider variety of platforms than XPS.

 Important   To view a PDF file, you must have a PDF reader installed on your computer such as the Acrobat Reader, available from Adobe Systems.

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