A Tutorial on How to Create PDF Using Microsoft Office
This tutorial will show you how to create PDF using Microsoft Office 2013-2010. The information is taken from the complete Acrobat training titled “Mastering Acrobat Made Easy v.XI.” Acrobat makes it easy to convert Microsoft Office files into PDF files from within the Microsoft Office applications. As was shown in an earlier lesson in the complete tutorial, you don’t need to open Acrobat at all to make use of the PDF conversion feature, thanks to the printer driver that is installed during Acrobat’s installation. In addition, depending on the Adobe Acrobat XI Pro installation configuration used, Adobe Acrobat XI Pro may install the “Acrobat PDFMaker Office COM Addin” into the applications within an existing Microsoft Office installation on the same computer. Note that this “Add-In” is only compatible with Windows versions of Microsoft Office 2003 or later. This supplemental program to the Microsoft Office suite will provide you with an additional “Acrobat” or “Adobe PDF” tab in the Ribbon and a custom “Save as Adobe PDF” command at the left side of the backstage view that appears when you select the “File” tab in the Ribbon within Excel, Outlook, PowerPoint, and Word in Microsoft Office 2013 and 2010. The tools that appear within these custom tabs in the Ribbon provide you with additional tools for creating PDF files within each program. Note that you can still use the “Adobe PDF” printer to create PDF files in all of the Microsoft Office applications, even if there is no custom “Add-in” available for the application, such as Microsoft Access.
If you click the “Acrobat” tab shown in the Ribbon within Excel, PowerPoint, and Word in Microsoft Office 2013 and 2010, you will see several buttons within button groups that you can use to more precisely control the appearance and functionality of the resultant PDF file that is created by each application. This gives you more control than using the “PDF Printer” choice when creating a PDF using these Microsoft Office 2013 or 2010 products. The next few lessons within this chapter will discuss using these buttons to create PDFs within these applications. Note that you will instead see an “Adobe PDF” tab appear within Microsoft Outlook 2013 and 2010. You can use the buttons on this tab to create PDFs from e-mail messages and automate the process used to create PDFs in Outlook. PDF creation in Outlook will also be discussed in a separate lesson as it differs from Excel, PowerPoint, and Word- which share many of the same features when creating PDF documents.
A Video Lesson on How to Create PDF Using Microsoft Office titled “2.12- Creating PDFs Using Microsoft Office” from “Mastering Acrobat Made Easy v.XI.”
Create PDF Using Microsoft Office Within Excel, PowerPoint, and Word
Before creating a PDF, you should set the properties that you want the PDF file to contain using the “Preferences” button within the “Create Adobe PDF” button group on the “Acrobat” tab in the Ribbon within Excel, PowerPoint, or Word 2013-2010. You will examine the preferences you can set for PDF conversion within Excel, PowerPoint, and Word in the next lesson.
When you are ready to create a PDF within PowerPoint or Word 2013-2010, click the “Create PDF” button in the “Create Adobe PDF” button group at the left end of the “Acrobat” tab in the Ribbon to launch the “Save Adobe PDF File As” dialog box. Use this dialog box to select the folder into which you want to save the resultant PDF. You can enter a name for the PDF file into the “File name” field shown. Then click the “Save” button to create a PDF with the given file name within the selected location. This allows you to print the PDF directly from this tab, without needing to click the “File” tab in the Ribbon.
When you are ready to create a PDF within Excel 2013-2010, click the “Create PDF” button in the “Create Adobe PDF” button group at the left end of the “Acrobat” tab in the Ribbon to launch the “Acrobat PDFMaker” dialog box. You use this dialog box to determine what content within the Excel worksheet to create within the PDF file and set the page conversion options. In the “Conversion Range” section, you can select an option button to choose either “Entire Workbook” to convert all sheets within the workbook; “Selection,” to convert only the selected cells within the workbook; or “Sheets” to convert selected worksheets within the workbook. If you choose the “Sheets” option button, then you will see all of the sheets within the workbook shown in the “Sheet in Excel” list. The sheets that are to be included for conversion appear in the “Sheets in PDF” list to the right. You can click on a sheet name in either list and use the “Add,” “Remove,” “Add All,” “Move Up,” and “Move Down” buttons in the “Sheet Selection” and “Arrange” button groups to add, remove, and organize the sheets that appear within the “Sheets in PDF” list.
In the “Conversion Options” section, you can select an option button to choose how the Excel content selected will fit in the PDF pages. You can choose “Actual Size” to convert the Excel content at its actual size; “Fit to paper width,” to scale the content to fit the width of the PDF page; or choose “Fit Worksheet to a single page” to fit the entire worksheet to fit a single PDF page.
After making your conversion option selections, click the “Convert to PDF” button to apply them and launch the “Save Adobe PDF File As” dialog box. Just as when used within PowerPoint and Word, use this dialog box to select the folder into which you want to save the resultant PDF. You can enter a name for the PDF file into the “File name” field shown. Then click the “Save” button to create a PDF with the given file name within the selected location. If you are interested in learning more about Microsoft Office 2013-2010, you may also want to view our complete Microsoft Office training titled “Mastering Microsoft Office Made Easy v.2013-2010.“
A Video Lesson on How to Create PDF Using Microsoft Office Excel, PowerPoint and Word 2013-2010 titled “2.13- Creating PDFs in Excel, PowerPoint, and Word” from “Mastering Acrobat Made Easy v.XI.”
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