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Send Office File as a PDF

Monday, June 1st, 2009 by | Filed Under: MS Office Help

Do you use MS Office 2007 and find yourself sending files to people who you aren’t sure can open what you’ve sent?

Maybe they don’t have the right program; maybe they aren’t computer savvy enough to find the viewer program needed to see the file.

Or, maybe you want to easily send a file that they can read but not edit…

Whatever the situation, you’ve got to find a better way to send it.

How about sending it as a PDF? (Portable Document Format)

Sounds like a good idea – but wait, how can I create a file format of PDF from oh, let’s say an MS Word file?

Good question and the answer is simple enough.

If you’re using the MS Office 2007 suite then you’ve got exactly what you need.

Access, Excel, InfoPath, OneNote, PowerPoint, Publisher, Visio, and Word 2007 have the ability to save as PDF… all you have to do is realize it.

Once you know it’s just a matter of how you choose to save.

Next time you go into the Save As dialog window view the available file type list.

See it?


Yep – there it is – and you’ve probably overlooked it more times than you care to admit, but it’s there nonetheless.

Select PDF as the file type and continue your save.

Actually, if you hover your mouse pointer over Save As in the Office button list you’ll see the PDF choice in the list at the right.


What’s the difference?

Not much, that choice simply opens the Save As dialog window with the PDF file type already selected.

Now, if you’re using MS Office 2007 and aren’t finding the PDF choice then you have to do a bit of legwork by downloading the correct add-in.

Specifically you need the “2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS“.

Can it be that easy?

Yep, you bet!

~ April

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