How to Convert Word Docs to PDF Files

PDF files are useful in sharing files among different computer platforms while retaining the document formatting. Microsoft Word documents can be converted to PDF files on a PC using MS Word 2007 (in the 2007 MS Office suite) with the "Save as PDF" add-in installed. The add-in also adds this function to other applications in the MS Office 2007 suite, including Excel, PowerPoint, Visio and Publisher. It is no longer necessary to install a PDF printer utility for Office 2007 documents. For other versions of MS Office, or for Office 2007 without the add-in installed, PDF printer utilities can generate PDFs as easily as printing to a printer device.

Difficulty: Easy

Instructions

Downloading and Installing the "Save as PDF Add-in"

1. Type "http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=4d951911-3e7e-4ae6-b059-a2e79ed87041" in your browser's address bar (or follow the "Save as PDF Add-in" link in Resources ).
   Click "Download" and save the file to your desktop.

2. Close all MS Office 2007 applications before beginning installation of the add-in.
   Double-click the "SaveAsPDFandXPS.exe" file to launch the Set-Up wizard.

3. Click "Agree" in the End User Agreement.
   Click "Install" and wait for the installation to complete.
   Click "Finish" to exit the Set-Up wizard.

4. Delete the "SaveAsPDFandXPS.exe" file from your desktop by clicking/highlighting it and pressing "Delete" or "Backspace."
   Click "Yes" in the dialog box asking whether you'd like to move the item to the Trash.

Viewing PDFs with "Save as PDF Add-in"

5. Open your document. This automatically launches MS Word. You can also open your document in MS Word by selecting "Open" under the "Office" icon and then selecting your document (click "Open" in the dialog box).

6. Select "Save as" under the "Office" icon and select "PDF" in the drop-down menu.
   Select your destination, type the name of your document in "File name" section and select "PDF" in the drop-down menu in the "Save as type" section.

7. Click "Options" and make sure the box next to "ISO 19005-1 compliant (PDF/A)" is checked.
   Click "OK."
   Click "Publish."

Generating a PDF Using a PDF Printer Utility

8. Select "Print" under "File" or "Office" in the top menu bar and select your PDF printer in the "Printer" drop-down menu.
   A virtual PDF printer offers versatility for all platforms and applications such as MS Office 2007 in Vista.
   Adobe Standard and Professional programs automatically install a virtual PDF printer named "Adobe PDF."
   Other PDF printer utilities that install virtual PDF printers include "CutePDF" or "Print2PDF."

9. Click "Print" and type your file name.
   Select your destination folder in the "Save as" dialog box.
   Click "Save."
   For a large document the virtual PDF printer may take additional time to process a PDF.

10. Confirm that the PDF was saved in your desired folder.
    Some PDF printer utilities retain the original document's extension and append ".PDF" to the file name. You can rename the document by right-clicking the item and selecting "Rename." Delete the extra extension before ".PDF"--for example, "sampleoutput.doc.pdf" can be renamed "sampleoutput.pdf" by deleting ".doc."

Tips & Warnings

• If you have MS Outlook installed as your default e-mail application, MS Word 2007 has a function to send your document as a PDF file attachment under "Send" (under the "Office" icon). Remove the add-in through your computer's Control Panel under "Add/Remove Programs" in the "Settings" menu. If you have a PDF printer utility installed on your computer, you can generate PDFs in Office 2007 using either the "Save as" or "Print" functions.

Resources

• 2007 MS Office Add-in: Save as PDF