Exporting files as a PDF in Microsoft Office 2019

If you would like to save files in a read-only format that has asmaller file size, then the export as PDF option is perfect for thispurpose. You do not need additional software to do this with the newOffice 2019 programs, as the export as PDF feature is integrated withinthe application so that the file formatting is retained when viewing itonline or when the file is printed.

To view a PDF file, you must have a PDF reader installed onyour computer, such as Adobe Reader or Foxit PDF Reader; alternatively,PDF presentations can also be opened in Adobe Reader Touch. This is anoption for users who do not have Adobe PDF licenses and are thereforestill able to read a PDF using the default generic reader available fornon-touch and touch devices.

It is also useful to save presentations in this format when you need tovisit a printing company as it is a widely used format, so you shouldn’tface any compatibility issues. 

There are multiple methods that you can use to save files as a PDF,such as the SaveAs… command, the Export option, orthe Print toPDF option:

  1. Open a presentation. We will usethe SSGreenGroup.pptx presentation for this example.
  1. Click on either Create AdobePDF or Create PDF/XPS Document. Note that you willneed an Adobe Acrobat license to complete the Create Adobe PDF option, so ifyou are presented with an error, this is the reason for it and you willneed to use the Create PDF/XPSDocument option instead:

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  1. From the SaveAs dialog box, choose a location and folder (ifnecessary) to save the PDF document to.
  2. Enter an appropriate filename into the File name: text area.
  3. You will notice that the PDF(*.pdf) option is available inthe Save astype: dialog box. If you wish to set furtheroptions, see the Optimizefor: and Options sections at the bottom ofthe Save As dialogbox:

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The Optimizefor: options are used to distinguish between printor online use of the PDF; the Minimumsize option is the best for reducing the file size of the PDF. Ifyou click on Options…you canspecify which slides to create as a PDF, for example,just the first slide or a range of slides.

You will also find an option to set the type of presentationelements, such as slide, handout, outline, notes, or even add a slideborder, among other custom settings. Clickon OK when you have finishedselecting the options and then Publish to complete theprocess.

The file is now ready to be distributed via email, as an attachment,or onto the web; to be posted to a SharePoint site, a blog, or a wikipage; or to be uploaded to OneDrive or a social networking site.

Note that the Save to PDF option isalso available under the Shareoptions, located under the File tablist. These options were covered in the preceding sections.

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