PowerPoint 2007 Presentations as PDF Files

Save a PDF Copy of Your Presentation for Email, Review, or Print Purposes

Saving your PowerPoint 2007 document as a PDF file is a quick way to produce a PowerPoint 2007 presentation that is ready for printing or emailing. It retains all the formatting you applied, whether or not the viewing computer has those particular fonts, styles or themes installed on their computer.

A PDF file of your PowerPoint presentation is strictly for printing, emailing, or reading for review. No animationstransitions, or sounds are activated in a PDF formatted document, and PDF files are not easily editable without special additional software.

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Download and Install the PDF Add-in Program

Save PowerPoint 2007 in PDF format
© Wendy Russell

The ability to save your presentation in PDF format is not part of the initial install of the PowerPoint 2007 program. You must download the  Microsoft Office 2007 add-in and install it on your computer. This add-in activates the Save as PDF feature in all Microsoft Office 2007 products on your computer.

How to Save as a PDF File

After you install the PDF add-in program, you can save a PowerPoint 2007 file as a PDF.

  1. Open a PowerPoint presentation.
  2. Click on the Office button in the top-left corner of the PowerPoint 2007 screen.
  3. Hover your mouse over Save As until the pop-up menu appears.
  4. Click on PDF to open the Publish as PDF or XPS dialog box. You need to optimize the PDF and apply any options before you save the PDF.
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Optimize a PowerPoint 2007 File

PowerPoint 2007 Publish as PDF or XPS dialog box
© Wendy Russell

To optimize the PDF:

  1. In the Publish as PDF or XPS dialog box, select a folder to save the PDF file and type a name for the new file in the File name text box.
  2. If you want the file to open immediately after saving, check the box for this purpose.
  3. In the Optimizefor a section, make a choice: Select Standard if your file needs to be printed at high quality. Choose Minimum size for a smaller size PDF that has a lower print quality but smaller size, so it is preferable for emailing. 
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Options for PowerPoint 2007 PDF Files

PowerPoint 2007 PDF options
© Wendy Russell

Click on the Options button to see the different options available for printing.

  1. Choose the range of slides for the PDF file. You may choose to create this PDF file with the current slide, specific slides, or all of the slides.
  2. Choose to publish whole slides, handout pages, notes pages, or an outline view of all the slides. If you make a choice, there are secondary choices as well.
  3. Make other selections in the option choices if desired.
  4. Click OK when you have selected all the options.
  5. Click Publish when you return to the previous screen.