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Save PowerPoint as PDF in PowerPoint 2010 for Windows

Learn to create PDFs from your presentations in PowerPoint 2010 for Windows. Using options available, you can convert some or all slides to a PDF.

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 2010 for Windows:

  1. Open your presentation that you want to save as a PDF. Make sure you save your presentation one last time. The keyboard shortcut to save your presentation is Ctrl + S.
  2. Now choose File | Save & Send | Create PDF/XPS Document | Create PDF/XPS, as shown highlighted in red within Figure 1, below.

  3. Figure 1: Save as PDF
  4. Doing so 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.

  5. Figure 2: Publish as PDF or XPS
  6. What is XPS?

  7. 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.


  8. There are some more settings available, highlighted in blue within Figure 2, above. These settings are:
  9. Open file after publishing: Opens the PDF created within the default PDF application on your computer.
  10. 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.
  11. Click the Options button, highlighted in green within Figure 2, to bring up the Options dialog box you can see in Figure 3, below.

  12. Figure 3: Options Dialog box
  13. The Options dialog box 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.
  14. Now click the Publish button, highlighted in orange within Figure 2, shown previously on this page. PowerPoint will now publish your presentation as a PDF.

See Also:

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