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SAVING YOUR DOCUMENT IN PDF FORMAT

5/8/2013

How to save a Microsoft Word 2010 Document as a Portable Document Format (PDF) file A simple guide demonstrating the actions you need to complete to quickly and efficiently save your Word document as a PDF file. By Bethany Marriott.


Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

TABLE OF CONTENTS INTRODUCTION................................................................................................................................. PAGE 2 GETTING TO KNOW MICROSOFT WORD 2010 ................................................................................. PAGE 2 Information for users operating older versions of Microsoft Word ................................................................Page 2 Some Basics ..........................................................................................................................................................Page 3 Main Menu......................................................................................................................................................Page 3 WHAT IS A PDF FILE?......................................................................................................................... PAGE 4 Pros & Cons ................................................................................................................................................................Page 2 Adobe Reader Software ...................................................................................................................................Page 3 OPTIONS FOR CONVERTING TO PDF ............................................................................................... PAGE 5 Option One – Save as ............................................................................................................................................Page 5 Option Two – Create PDF/XPS (Includes Publishing Information) .............................................................Page 6

© Bethany Marriott 2013

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Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

INTRODUCTION With all the available technology and document options available these days it can sometimes be a little bit tricky to accomplish tasks that you’re not entirely sure how to do. That’s why simple help manuals such as this are around to help you in the most straight forward way possible, allowing you to have peace of mind in knowing how to keep up with technology. Note- If printed in black and white; colour coded shape references on images may not show as well.

GETTING TO KNOW MICROSOFT WORD 2010 Microsoft Word 2010 is a popular word processing program that allows a wide range of users to create and edit documents of all sorts and shapes ranging from personal letters to important business emails and so much more. It’s important to know that the default format of a Word document is .Doc or .Docx; this format allows other programs to register the file as a Word document and if able will open all design elements you have included in your document. Saving your document as other formats can either increase or decrease the compatibility with other programs so it’s important to know which file format is necessary for your situation.

Information for users operating older versions of Microsoft Word As mentioned above Microsoft word 2010 has an inbuilt feature that allows saving as a PDF file. Sadly this isn’t the case for older versions such as Microsoft word 2007. If you happen to be running Microsoft Word 2007 you will be required to access the internet and download the ‘saveaspdf’ add-on for Microsoft Word 2007 before this manual will be of any help to you. This download is available from Microsoft.com.

© Bethany Marriott 2013

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Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

GETTING TO KNOW MICROSOFT WORD 2010 - CONTINUED Some Basics When you first open up a blank document in Word along the top menu there will be an assortment of different icons to the right of a small Word logo. This will be called your ‘Quick access Toolbar.’ If you left click on the little drop down menu to the right of this little bar you can edit what shows up in this menu by selecting the options you wish to see (Active options show up with a small tick, simply left click them again to deselect). The default options will show as a Save icon (floppy Disc), an undo icon (arrow curving to the left) and a redo icon (arrow curving to the right.) You can modify these options anyway you like to make using Word more efficient.

Main Menu Moving on to just below the quick access toolbar you should notice that there is 8 separate tabs next to each other named File, Home, Insert, Page Layout, References, Mailing, Review and View. All of these give you various editing and formatting options but the most relevant to us today is the ‘File’ Menu. The contents of this menu allow you to do various things such as open your desired documents.

© Bethany Marriott 2013

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Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

WHAT IS A PDF FILE? A Portable Document Format file (.PDF) is a file format invented by Adobe (http://www.adobe.com/au/) to make digital documents widely compatible with any computer that has free Adobe Reader software or equivalent to view PDF’s. Over 20 years Adobe has perfected PDF’s in the way that they are now designed to look as a document would printed, but with the ability to contain clickable links, video and audio. Pros

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PDF file content can’t easily be changed. Saving as a PDF removes template boundary lines. Preserves fonts, formatting and images. Multiple free viewers are available on the web.

Cons

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Best used for finished copies of documents as they are hard to edit. A PDF viewer is hard to obtain if you’re unable to access Internet

Adobe Reader Software

Before you download Adobe reader this box should be blank.

There is a range of free software available online to read PDF’s and it is becoming more common for programs to automatically have it. But, if you find you can’t open a PDF file then this is your computer telling you that you don’t have the necessary program to open it. In which case if you have access to internet connection you can go here: http://get.adobe.com/reader/ Adobe reader is completely free but make sure to be careful when you click the option as when you opt to download you should uncheck the option to “Yes, download McAffee Security Scan Plus” before progressing. © Bethany Marriott 2013

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Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

OPTIONS FOR CONVERTING TO PDF Now that you have the necessary software for viewing a PDF, it’s my job to let you know that there is a variety of different third party software that you can install to convert a document to PDF; but with the release of Microsoft Office 2010 it’s been made ten times easier with the feature in-built. So no extra software downloading is required if you’re operating Word 2010. It is possible to convert your document in 3 different ways when using Word 2010 so keep reading and I’ll explain the main two of these. The option I’m leaving out is just a longer version of the first option.

Option One – Save as First; make sure your original document is saved in a normal spot just as a .doc file. This means that later on if you wish to edit the document further it will be easier for you to alter the .doc file and then make it a PDF again by using the knowledge you will gain from the following steps. If you remember in the section titled “Getting to Know Microsoft Office 2010” I showed an image of where you access file options. If you’ve found this option, and you’re positive you have an original .doc file saved in a safe spot, simply move your mouse down to the “Save As” option and left click it. After you’ve selected the save as option a box will pop up like normal asking you where you would like to save your document. From this point all you have to do is select the destination where you wish to save your PDF then select the drop down list under the name of your document to the right of “Save as type.” After this simply select ‘PDF’ from the drop down list (there are a couple options to do with publishing the pdf, these are explained towards the end of this guide on page 6) and then save your document in the required location. Navigate yourself to the document and voila! You have a document saved as a PDF.

© Bethany Marriott 2013

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Saving your document in PDF Format

Saving your document in PDF Format H O W T O S AV E A M I C R O S O F T W O R D 2 0 1 0 D O C U M E N T A S A P O R TA B L E D O C U M E N T F O RM AT ( P D F ) F I L E

OPTIONS FOR CONVERTING TO PDF – CONTINUED Option Two – Create PDF/XPS Again, make sure your original document is saved in a normal spot just as a .doc file. The second option available to convert your document to PDF is to use the other inbuilt method in Word 2010. To access this feature, all you have to do is select the file options (like discussed earlier in this guide) and then move your mouse down to ‘Save & Send.’ The first menu that pops up will show you options for sending your document via email but we need to move your mouse down to the ‘Create PDF/XPS Document’ option under the ‘File types’ title. Now, to the right of ‘Create PDF/XPS Document’, a variety of information about what saving as a PDF does to your document is listed as bullet points, under these is a button called ‘Create PDF/XPS’. After clicking the button named Create PDF/XPS your normal save box will pop up and the bottom half will look like this image. If you read the information you’ll see that it is saving as a PDF and that it is going to open the PDF when it has finished ‘publishing’. You can deselect this option if you don’t wish the file to open after you publish it. The next options are in relation to what you will be using your document for, if your document is purely for uploading and downloading online, select minimum size as it reduces the size of the entire document, making it smaller and quicker to download. If you’re planning on printing the document, just select Standard and then Publish. And that brings us to an end; you now know how to convert your documents to a PDF file! © Bethany Marriott 2013

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