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Using the Office 2007 Save as PDF Add-in

Learn how to save a PowerPoint presentation as a PDF using the Office 2007 Save as PDF Add-in.

Author: Geetesh Bajaj

Product/Version: PowerPoint 2007

Date Created: April 15th 2009
Last Updated: April 15th 2009

The Save to PDF option is not built within PowerPoint 2007, or the other programs in Office 2007 by default. However, you can easily download a small add-in that makes it possible to save PDFs from within PowerPoint 2007 by following the steps in the Getting Office 2007's Save as PDF Add-in tutorial.

Once you have downloaded and installed the Save as PDF Add-in, follow these steps to use it in PowerPoint 2007:

  1. Open any presentation which you want to save as a PDF.

    Note: Make sure to save the presentation as a normal PowerPoint file first. If you don’t save the presentation first, and then save a PDF of a copy of the presentation, you won’t be able to edit the file, or save any changes you made to the file later.

  2. Choose Office Button | Save As | PDF or XPS, as you can see in Figure 1.

    PDF or XPS
    Figure 1: PDF or XPS

    Note: You don't see the PDF or XPS option, as shown in Figure 1? Then, you need to check out the Getting Office 2007's Save as PDF Add-in tutorial.

  3. This brings up the Publish as PDF or XPS dialog box, as shown in Figure 2. Choose the location were you want the PDF file to be saved, provide an output filename, and choose PDF (*.pdf) in the Save As Type drop-down list.

    Publish as PDF or XPS
    Figure 2: Publish as PDF or XPS

  4. There are two Optimize for options available:

    1. Standard (Publishing Online and Printing) option creates PDF files suitable for high-resolution printing.
    2. Minimum Size (Publishing Online) option creates PDF files intended for viewing on-screen.

  5. (Optional) Click the Options button (refer to Figure 2), which brings up the Options dialog box you can see in Figure 3.

    Figure 3: Options

  6. 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 box.

  7. Now click the Publish button.

Do you want to password protect your PDFs so that others can only view them, but not make any changes? We cover that in a subsequent tutorial.

Problems with creating PDFs from PowerPoint? See our PDFs From PowerPoint Troubleshooting Issues page...


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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?

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