Have you ever wanted to send a newsletter or company offer to customers or potential client and found that some of the recipients could not open your attachments? Chances are that they were not using the Microsoft Office applications or had very old versions. Don’t let this happen again. Next time use a PDF format.
With many businesses using a variety of software, you cannot always rely on your partners having the same software let alone the same edition of software. Sending workable documents can often result in formatting errors. PDFs are the best solution for sharing documents that need to be printed or do not need to be edited by a partner as they guarantee that the document can be opened and that the formatting will not change. Best of all Microsoft Office 2010 makes saving Word, Excel, and PowerPoint files as PDFs easy. This post will give you a step-by-step guide to saving PDFs.
A PDF file gives you the following three benefits:
1. Your document looks the way you intended on most all computers
2. You have a small file size, which is good for sharing via e-mail
3. Your document is in an industry standard format
If you’re using Word 2010, Excel 2010, PowerPoint 2010, Publisher 2010, Project 2010 and Visio 2010 the procedure is easy.
1. Click the File tab.
2. Click Save As.
3. In the File Name box, enter the name of the file, if you haven’t already.
4. In the Save as type list, click PDF (*.pdf).
a. If you want to see the new file after saving, select the Open file after publishing check box
b. If you’re going to print the document and it needs to be of a high quality, click Standard (publishing online and printing).
c. If it is important to have a small file size and the document is not intended for high quality print, click Minimum size (publishing online).
5. If you want to save only a few pages as PDF, click Options to set the page(s) to be printed. You can also select whether the markup should be printed and other output options. Click OK, once you chosen your settings.
6. Click Save.
The one thing you need to be aware of with PDFs is that they are not meant for editing and are difficult to modify. You should therefore always save a copy of your document and backup in a file type of the application in which you originally produced the work. If any changes are needed, edit them in the original application (ex. Word or Excel), and then save a new PDF version.
With many businesses using a variety of software, you cannot always rely on your partners having the same software let alone the same edition of software. Sending workable documents can often result in formatting errors. PDFs are the best solution for sharing documents that need to be printed or do not need to be edited by a partner as they guarantee that the document can be opened and that the formatting will not change. Best of all Microsoft Office 2010 makes saving Word, Excel, and PowerPoint files as PDFs easy. This post will give you a step-by-step guide to saving PDFs.
A PDF file gives you the following three benefits:
1. Your document looks the way you intended on most all computers
2. You have a small file size, which is good for sharing via e-mail
3. Your document is in an industry standard format
If you’re using Word 2010, Excel 2010, PowerPoint 2010, Publisher 2010, Project 2010 and Visio 2010 the procedure is easy.
1. Click the File tab.
2. Click Save As.
3. In the File Name box, enter the name of the file, if you haven’t already.
4. In the Save as type list, click PDF (*.pdf).
a. If you want to see the new file after saving, select the Open file after publishing check box
b. If you’re going to print the document and it needs to be of a high quality, click Standard (publishing online and printing).
c. If it is important to have a small file size and the document is not intended for high quality print, click Minimum size (publishing online).
5. If you want to save only a few pages as PDF, click Options to set the page(s) to be printed. You can also select whether the markup should be printed and other output options. Click OK, once you chosen your settings.
6. Click Save.
The one thing you need to be aware of with PDFs is that they are not meant for editing and are difficult to modify. You should therefore always save a copy of your document and backup in a file type of the application in which you originally produced the work. If any changes are needed, edit them in the original application (ex. Word or Excel), and then save a new PDF version.
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