Creating PDF or XPS Documents

Wouldn’t it be great if you could send out a document that would look exactly the same as its original version regardless of the configuration of the computer that it’s viewed on? There are two types of formats available that can make this happen. The PDF (Portable Document Format) is a long-established format that requires a free, downloadable reader to view the file. The XPS (XML Paper Specification) Format is a new format that’s integrated into Windows Vista and that you can view using Internet Explorer. To use either of these formats, you’ll need to download and install an add-in for Office. You can create PDF and XPS documents using Access, Excel, PowerPoint, Publisher, and Word.

Create a Document in Access, Excel, PowerPoint, or Word

  1. In Access, Excel, PowerPoint, or Word, with your document completed, proofread, saved, and absolutely the way you want the world to see it, point to Save As on the Office menu, and, in the gallery that appears, click PDF Or XPS.

  2. In the Publish As PDF Or XPS window that appears, enter a name for the document.

  3. In the Save As Type list, select either PDF or XPS Document.

  4. Select the optimization option you want.

  5. Click Options.

  6. Select any other items or options that you want to include. The items will differ depending on the program you’re using. Click OK when you’ve finished.

  7. With the correct destination selected, click Publish.

    Create a Document in Access, Excel, PowerPoint, or Word

Caution

Caution

You can’t open a PDF or an XPS Document for editing in any of the Office programs; be sure to keep a copy of the original Office document so that you can edit it if necessary.

See Also

See Also

"Downloading Add-Ins and Other Free Software" for information about obtaining and installing add-ins and other free software.

Create a Document in Publisher

  1. With your publication completed and saved, choose Publish As PDF Or XPS from the File menu to display the Publish As PDF Or XPS window.

  2. Type a name for the document.

  3. In the Save As Type list, select either PDF or XPS Document.

  4. Click Change, and, in the Publish Options dialog box that appears, click the Advanced button if the entire dialog box isn’t displayed.

  5. Select the level of quality you want.

  6. Modify any other settings, as necessary.

  7. Click Print Options if you want to change the page size and orientation, the pages that are to be published, and the printer marks you want to include. Click OK when you’ve finished.

  8. Click OK.

  9. With the correct destination selected, click Publish.

    Create a Document in Publisher
    Create a Document in Publisher

Tip

Tip

Many commercial printers prefer to use PDF files as their printing source rather than using an application (such as Publisher) file. Before you create your PDFs, make sure that the printer gives you all the printing settings you’ll need.

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