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Save PowerPoint as PDF in PowerPoint 365 for Windows

Learn to create PDFs from your presentations in PowerPoint 365 for Windows. Using options available, you can convert some or all slides to a PDF.


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Product/Version: PowerPoint 365 for Windows

OS: Microsoft Windows 10 and higher



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How to Save PowerPoint Presentation as PDF in PowerPoint 365?

Do you want to export your Powerpoint slides into a PDF before sharing it with others? Saving a PowerPoint presentation as a PDF has its pros and cons. The biggest advantage is that recipients won’t be able to edit your slides, and also that you can embed fonts easily. An even better advantage is that you may use PDFs as a substitute for creating drafts or finished slides, rather than using printouts, thus saving so much paper. Disadvantages include that you cannot be entirely multimedia-friendly, because it's not easy or simple to end up with animated PDFs, or even create PDFs with audio and video clips. Whatever your thoughts may be, PowerPoint makes it very easy to create PDFs.

Steps to convert your slides into PDF format in PowerPoint

Follow these steps and guidelines to convert your slides into a PDF in PowerPoint 365 for Windows:

  1. Open your presentation that you want to save as a PDF. Make sure you save presentation one last time. The keyboard shortcut to save your presentation is Ctrl + S.
  2. PowerPoint Keyboard Shortcuts

    PowerPoint Keyboard Shortcuts

    Do you want more keyboard shortcuts?

    Explore our PowerPoint Keyboard Shortcuts and Sequences Ebook that is updated for all PowerPoint versions.

  3. Now, choose the File | Export option to open Backstage view, as shown in Figure 1, below. Next, select the Create PDF/XPS Document option in the left pane, as shown highlighted in red within Figure 1. Then, click the Create PDF/XPS button, as shown highlighted in blue within Figure 1.
  4. Save as PDF in PowerPoint 365 for Windows
    Figure 1: Convert or Save as PDF
  5. Accessible PDFs

  6. PowerPoint may warn you when exporting PDFs that these converted PDFs may not be accessible to people with disabilities. Firstly, you'll see the Investigate Accessibility button, as shown highlighted in green within Figure 1, above. Clicking this button will bring up the Accessibility Task pane, as shown in Figure 2, below. In this pane, you'll see problem issues for individual slides with recommended steps to fix the accessibility problem.
  7. Accessibility Task pane in PowerPoint 365 for Windows
    Figure 2: Accessibility Task pane
  8. You can also click on the Learn more about creating accessible PDFs link, as shown highlighted in purple within Figure 1, shown previously on this page. Doing so will bring up the Help Task pane, as shown in Figure 3, below with documentation on creating accessible PDFs.
  9. Help Task pane in PowerPoint 365 for Windows
    Figure 3: Help Task pane
  10. Doing so brings up the Publish as PDF or XPS dialog box that you can see in Figure 4, 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 4.
  11. Publish as PDF or XPS in PowerPoint 365 for Windows
    Figure 4: Publish as PDF or XPS
  12. What is XPS?

  13. 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.
  14. There are some more settings available, as shown highlighted in Figure 4, above. These settings are:
  15. Open file after publishing

  16. You can select this check-box, as shown highlighted in blue within Figure 4, so that the PDF created is opened immediately within the default PDF application on your computer.
  17. Optimize for

  18. There are two Optimize options available, as shown highlighted in purple within Figure 4:
  19. Standard

  20. Used for publishing online and printing, this option creates PDFs suitable for high-resolution printing.
  21. Minimum Size

  22. Suggested for publishing online, this option creates PDFs intended for viewing on-screen.
  23. Options

  24. Click the Options button, highlighted in green within Figure 4, to bring up the Options dialog box as shown in Figure 5, below.
  25. Options Dialog box
    Figure 5: Publish Options dialog box
  26. The Options dialog box is where you specify print settings, such as whether you need 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.
  27. Now click the Publish button, highlighted in orange within Figure 4, shown earlier on this page. PowerPoint will now publish your presentation as a PDF.

People Also Ask:

Why cannot I save my PowerPoint file as a PDF?

You may be using a third-party tool to save the PDF from PowerPoint. Explore using PowerPoint's built-in PDF export option. To do so, access the File menu, and choose Export. In the ensuing pane, click the Create PDF/XPS button. In the resultant Publish dialog box, provide a name and location for your PDF file.

Can you convert a PowerPoint to PDF?

Yes indeed, you can. Unless you have a very old version of PowerPoint, you don't need anything else and can use PowerPoint's native PDF save option. There are also other third party options available that can create PDFs from PowerPoint, including Adobe's Acrobat Pro program.

Can I convert a PDF back into a PowerPoint file?

Yes, this is doable and you can save your PDF to an editable PowerPoint presentation with slides. However, this process needs a third-party tool. Some versions of Adobe's Acrobat Pro can achieve this trick and there are many other tools available as well.

See Also:

16 04 04 - Views: Save PowerPoint as PDF in PowerPoint (Glossary Page)

Save PowerPoint as PDF in PowerPoint 2016 for Windows
Save PowerPoint as PDF in PowerPoint 2013 for Windows
Save PowerPoint as PDF in PowerPoint 2011 for Mac
Save PowerPoint as PDF in PowerPoint 2010 for Windows
Save PowerPoint as PDF in PowerPoint 2007 for Windows

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