Creating a PDF from an MS Office document

Starting in Office 2007, Microsoft added the option to create PDFs directly from inside Word, Excel and PowerPoint.  This is a handy feature as emailing documents as PDF attachments seems to be the de facto standard these days. 

While the concepts are the same in Office 2007 and Office 2010, the details of how you use the command is bit different in the two versions.

Office 2007
To access the Save as PDF command:
1. Office button, Save As, PDF or XPS (sixth command on the list)

Notes:
• The Office button is the large round button at the top left of the window
• The option is not available when you first install Office; you need to run an add-in on the Microsoft web site before the feature is available.
• When you point to the Save As command, if the sixth entry does not say PDF or XPS, click on the sixth entry and it will take you to the page on the Microsoft web site where you can download and run the add-in.  It only takes a couple of minutes to down load and run.
• You can run the add-in from Word, Excel or PowerPoint.  It will update all three programs. 
• If you use this option frequently, right-click on the PDF or XPS command and select, Add to Quick Access Toolbar. 

Office 2010
To access the Create PDF command:
1. File tab, Save & Send command, Create PDF/XPS Document
2. Click on the Create PDF/XPS button

Notes:
• In Office 2010 you cannot right-click on a button on the File tab to add it to the Quick Access Toolbar.
• To add a button on the File tab to the Quick Access Toolbar(QAT), right-click on the QAT and select Customize.  In the Options dialog box, at the top left, select File tab from the Choose Commands from drop down list.  Add the Publish as PDF or XPS command to the Quick Access Toolbar.

Any questions, please let me know.

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