How to Save a Document as PDF or XPS in Microsoft Word 2007
One long-standing bugbear of Word users has been the way that a document’s layout can change when someone opens it on a different computer than the one used to create it. Even small differences in the fonts available, or in the capabilities of printers used, can turn a document you’ve spent ages laying out just perfectly into a formatting nightmare. If you’ll be distributing a document to people who don’t need to edit it, the best way to keep all formatting intact is to save it as a Portable Document Format (PDF) file or an XML Paper Specification (XPS) document.
Create the PDF File or XPS Document
To save a document as a PDF file or an XPS document, follow these steps:
1. Open the document and make sure it’s fully laid out. Use Print Layout view to verify that the document looks exactly as you want it to and that the entire page breaks fall in the appropriate places.
2. Click the Office Button, highlight Save As, and then click PDF Or XPS. Word displays the Publish as PDF or XPS dialog box.
3. If necessary, choose the folder and type the filename for the document.
If the dialog box opens in its reduced form, click the Browse Folders button to display the rest of it.
Because the document will use the .pdf or .xps file extension, it will not overwrite the original document, so you don’t need to change the folder or filename.
4. In the Save As Type drop-down list, choose which type of document to create: PDF or XPS Document.
The first time you open the Publish as PDF or XPS dialog box, the Save As Type drop-down list displays the PDF item. The next time you open the dialog box, this list displays your last choice.
5. Select the Open File after publishing check box to make your PDF or XPS reader open the file open automatically after Word creates it so that you can check it immediately. If your computer doesn’t have a PDF or XPS reader, this check box is unavailable.
6. In the Optimize For area, choose the quality for the file:
Standard (Publishing Online And Printing) Select this option button if you want to create a file suitable for either printing or publishing online.
Minimum Size (Publishing Online) Select this option button if you want to keep the file size down to a minimum so that the file transfers over an Internet connection as quickly as possible. The resulting file will not look good if printed but will be fine for reading on screen.
7. If you want to use only part of the document, suppress markup, or include nonprinting information in the PDF file or XPS file, follow these steps:
Click the Options button. Word displays the Options dialog box. Figure 2-6 shows the Options dialog box for PDF files on the left and the Options dialog box for XPS documents on the right.
Page Range In this area, select the All option button to include all pages. Select the Current Page option button to include just the current page. Select the Selection option button to use the current selection (this option is available only if you’ve The Options dialog box controls PDF file or XPS document content and markup settings. You can also choose to publish only part of the document instead of the entire document. Selected part of the document before opening the Publish As PDF Or XPS dialog box). To use a range of pages, select the Page(s) option button, and then use the from text box and To text box to specify the range.
Publish What If the document contains markup (such as comments or changes made using revision marks), select the Document option button if you want to exclude the markup. Select the Document Showing Markup option button if you want to include the markup.
Create Bookmarks Using Select this check box if you want to create bookmarks in the file that allow the reader to move quickly from one item to another. You can then select the Headings option button to make Word create a bookmark from each paragraph formatted with a Heading style or the Word Bookmarks option button to make bookmarks from your Word bookmarks instead.
Document Properties Select this check box if you want to include document metadata (such as the document’s title, subject, and author) in the PDF. This metadata is sometimes sensitive, so you may want to exclude it from the document.
Document Structure Tags For Accessibility Select this check box if you want to include document structure tags (such as headings) that the document contains.
PDF Options (PDF files only) Select the ISO 19005-1 Compliant (PDF/A) check box if you want to create PDFs that meet the ISO 19005-1 standard for long-term document preservation. Such PDFs may not contain audio and video content, and all fonts must be embedded (included in the file). When you turn on this check box, Word makes the Bitmap Text When Fonts May Not Be Embedded check box unavailable. When this check box is available, turn it on to allow Word to substitute bitmap pictures of text when it cannot legally embed the fonts.
XPS Document Options (XPS documents only) select the Preserve Restricted Permissions In XPS check box if you want to carry through Information Rights Management (IRM) restrictions from the Word document to the XPS document. This option applies only if you’re using IRM in your Word documents. Usually, only large corporations use IRM.
Click the OK button. Word closes the Options dialog box and returns you to the Publish as PDF or XPS dialog box.
8. Click the Publish button. Word closes the Publish as PDF or XPS dialog box, creates a PDF file or XPS document from the Word document, and then returns you to your document. If you selected the Open File After Publishing check box in the Publish as PDF or XPS dialog box, the file you created automatically opens in your default PDF reader or XPS reader Verify that the document looks as you want it to before you distribute it.
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