Print, share, and protect files in the PDF and XPS file formats

PDF and XPS formats can help keep your files’ format when you share your files with other people or print your files by using commercial methods. Examples of when to use PDF and XPS formats include resumes, legal documents, newsletters, and files intended to be read and printed.

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Learn about PDF and XPS file formats

By using an add-in, which is an extra function you download, you can convert a file, from your Microsoft Office program, into PDF or XPS formats:

  • Portable Document Format (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 by using commercial printing methods.
  • XML Paper Specification (XPS)    is a format that preserves document formatting and enables file sharing. When the XPS file is viewed online or printed, it retains exactly the format that you intended.

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Install and use the Save as PDF or XPS add-in from Microsoft

To save a file in either PDF or XPS format, you must first install the Save as PDF or XPS add-in for the 2007 Microsoft Office system.

  1. Go to the Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office programs and follow the instructions on that page.
  2. After you install the Save as PDF or XPS add-in, you can save your file as PDF or XPS.

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Install a third-party solution

In addition to PDF or XPS, there may be other solutions available to save or export data from your Microsoft Office program into another format.

  1. Visit file converters and viewers on the Office.com Downloads page and browse or search for other add-ins.
  2. After you obtain an add-in, follow the vendor's instructions on installing and using 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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