Years ago when I was working as a Computer Information Specialist, where you had to be the “jack of all trades and master of none” , I was often called upon to find ways to convert Microsoft Office files to the Adobe PDF file format. I often had to jump through a bunch of hoops to get it done. Today, that has all changed… There are PDF converters everywhere; AND, to make it even easier the newer generations of Microsoft Office (2007 and 2010) now have an option available where you can save an Office file as a PDF file. To no surprise (to me), most people using Office 2007 and 2010 are unaware of the PDF “save as” option and end up expending a lot of their time looking for solution.
The PDF file format is an excellent way to share a file and retain the original format that deters others from making changes to the content of the file. The PDF file format has been around for many years and is widely accepted (as a standard) worldwide with many agencies and organizations. Numerous viewers are available that make it possible for anyone to view a PDF file.
To save a file in Microsoft Office 2007 (to include, Word, Excel, Access, Powerpoint, Publisher, Visio and Word) you generally can get to the PDF option by clicking on the Microsoft Office button, point to the arrow next to Save As, and then click PDF. You will have to give the file a name. Depending on what Microsoft product you are using, the Office button may not be an available feature. Typically in that case go to the File Menu to perform a similar action as already described. Best way to learn, with whatever Microsoft product you use, is just do it and you will (learn) and will find the option I am referring to. If you are totally lost, [click here] for more detailed instructions.
To save a file in Microsoft Office 2010 (to include, Word, Excel, Access, Powerpoint, Publisher, Project, Visio and Word) you generally can get to the PDF option by clicking on the File Tab, click Save As, and in the Save as type list, click PDF (*.pdf). Again, you will have to give the file a name. If you need further instruction (with more detail), [click here].
Please keep in mind that when you save a file in Microsoft Office 2007 or 2010, using the PDF format, you will not be able reopen that file in Microsoft Office to edit the file. Typically, what I do first is save the file as a native Microsoft file (as the original working document). Then if I want to distribute the file as a PDF, I will bring up the original and save it to the PDF format. In the end, I have my original version of the document (which I can edit) and the PDF version of the document (which cannot be edited).
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