Saving a PowerPoint presentation as a PDF has its pros and cons. The biggest advantage is that recipients won’t be able
to edit, and you can embed fonts easily. An even better advantage is that you may use PDFs as a substitute for printing
drafts or finished slides, thus saving so much paper. Disadvantages include that you cannot be entirely multimedia-friendly.
Whatever your thoughts may be, PowerPoint makes it very easy to create PDFs.
Follow these steps to create a PDF in PowerPoint 2016:
- Open your presentation that you want to save as a PDF. Make sure you save your presentation (Ctrl+S)
one last time.
- Now choose File | Export | Create PDF/XPS Document |
Create PDF/XPS, as shown highlighted in red within Figure 1,
Figure 1: Save as PDF
- This brings up the Publish as PDF or XPS dialog box that you can see in Figure 2,
below. Choose the location to save the PDF, provide an output filename, and choose PDF (*.pdf) in the
Save As Type drop-down list, highlighted in red within
Figure 2, below.
Figure 2: Publish as PDF or XPS
What is XPS?
The XPS file type saves presentations to an XML Paper Specification format. Developed by Microsoft in June 2009, this format
is also known as Open
XML Paper Specification
- There are some more settings available, highlighted in blue within
Figure 2, above.
Open file after publishing: Opens the PDF created within the default PDF application on your computer.
Optimize for: There are two Optimize options available:
Standard (Publishing Online and Printing) option creates PDF files suitable for high-resolution printing.
Minimum Size (Publishing Online) option creates PDF files intended for viewing on-screen.
Click the Options button, highlighted in green within
Figure 2, to bring up the Options dialog box you can see in Figure 3.
Figure 3: Options Dialog box
- This is where you specify print settings, such as handouts with three slides per page, and customize other options as
required. Click OK to apply these changes, and get back to Publish as PDF or XPS dialog
- Now click the Publish button, highlighted in orange within
Figure 2. PowerPoint will now publish your presentation as a PDF.
Save as PDF in PowerPoint 2013 for Windows
Save as PDF in PowerPoint 2011 for Windows
Save as PDF in PowerPoint 2010 for Windows
Using the Office 2007 Save as PDF Add-in
PowerPoint Keyboard Shortcuts and Sequences:
PowerPoint 2016, 2013, 2011, 2010, 2007 and 2003 for Windows
PowerPoint 2016 and 2011 for Mac
Have your ever used keyboard shortcuts and sequences in PowerPoint? Or are you a complete keyboard aficionado?
Do you want to learn about some new shortcuts? Or do you want to know if your favorite keyboard shortcuts are documented?
Go and get a copy of our PowerPoint Keyboard Shortcuts and Sequences ebook.