Applies To: Excel 2016 Word 2016 PowerPoint 2016 OneNote 2016

You can use the Office programs to save or convert your files to PDFs so that you can share them or print them using commercial printers. And you won’t need any other software or add-ins.


Word 2013 and Word 2016

  1. Choose File > Export > Create PDF/XPS.

  2. If the properties of your Word document contains information that you do not want included in the PDF, in the Publish as PDF or XPS window, choose Options. Then select Document and clear Document properties. Set any other options you want and choose OK.

  3. In Publish as PDF or XPS, navigate to where you want to save the file. Also, modify the file name if you want a different name.

  4. Click Publish.

More about PDF options

  • To make a PDF file from only some of the pages in your document, choose an option under Page range.

  • To include tracked changes in the PDF, under Publish what, select Document showing markup. Otherwise, make sure Document is selected.

  • To create a set of bookmarks in the PDF file, select Create bookmarks using. Then, choose Headingsor, if you added bookmarks to your document, Word Bookmarks.

  • If you want to include document properties in the PDF, make sure Document properties is selected.

  • To make the document easier for screen-reading software to read, select Document structure tags for accessibility.

  • ISO 19005-1 compliant (PDF/A) This option outputs the PDF document as version 1.7 PDF, which is an archiving standard. PDF/A helps to insure that a document will look the same when it’s opened later on a different computer.

  • Bitmap text when fonts may not be embedded If fonts can't be embedded into the document, the PDF uses bitmap images of the text so that the PDF looks the same as the original document. If this option isn’t selected and the file uses a font that can't be embedded, then the PDF reader might substitute another font.

  • Encrypt the document with a password To restrict access so only people with the password can open the PDF, select this option. When you click OK, Word opens the Encrypt PDF Document box, where you can type and re-enter a password.

Open and copy content from a PDF with Word

You can copy any content you want from a PDF by opening it in Word.

Go to File > Open and browse to the PDF file. Word opens the PDF content in a new file. You can copy any content you want from it, including images and diagrams.

Word 2010

This information also applies to Microsoft Word Starter 2010.

  1. Click the File tab.

  2. Click Save As.
    To see the Save As dialog box in Word 2013 and Word 2016, you have to choose a location and folder.

  3. In the File Name box, enter a name for the file, if you haven't already.

  4. In the Save as type list, click PDF (*.pdf).

    • If you want the file to open in the selected format after saving, select the Open file after publishingcheck box.

    • If the document requires high print quality, click Standard (publishing online and printing).

    • If the file size is more important than print quality, click Minimum size (publishing online).

  5. Click Options to set the page to be printed, to choose whether markup should be printed, and to select output options. Click OK when finished.

  6. Click Save.

Portable Document Format (PDF)    preserves document formatting and enables file sharing. When the PDF format file is viewed online or printed, it retains the format that you intended. The PDF format is also useful for documents that will be reproduced using commercial printing methods. PDF is accepted as a valid format by many agencies and organizations, and viewers are available on a wider variety of platforms than XPS.