How to Save PowerPoint 2010 Presentations as PDF Files

Generate a PowerPoint 2010 PDF for Sharing or Printing

Bar chart build of multi colored rods
Erik Dreyer / Getty Images

Unlike with PowerPoint 2007, there is no need to download an additional add-in for PowerPoint 2010  to create PDF files. The PDF capability is included in the software. Saving your PowerPoint 2010 document as a PDF file is a quick way to produce a PowerPoint 2010 presentation that is ready for printing, reviewing, or emailing.

The PDF retains all the formatting you apply, whether or not the viewing computer has those particular fonts, styles or themes installed on their computer. This is a secure way to forward your presentation to someone, as it prohibits editing.

Note: Creating a PDF file of your PowerPoint 2010 presentation is strictly for printing or emailing for review. No animations, transitions or sounds are activated in a PDF formatted document, and PDF files are not easily editable without special additional software.

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Save PowerPoint 2010 Presentations in PDF Format

Save PowerPoint 2010 presentations as PDF files
Save PowerPoint 2010 presentations as PDF files. © Wendy Russell

To save a PowerPoint 2010 in PDF Format:

  1. Open the PowerPoint presentation:
  2. Choose File > Save & Send > Create PDF/XPS Document.
  3. Under the Create a PDF/XPS Document section, click on the Create PDF/XPS button.
  4. The Publish as PDF/XPS dialog box opens. At this point, you optimize the file and select any options you want.
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Optimizing a PowerPoint 2010 PDF File

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

To optimize a PowerPoint 2010 PDF file:

  1. In the Publish as PDF or XPS dialog box, select a folder to hold the saved 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 appropriate box.
  3. In the​ Optimize for a section, make a choice. Choose Standard for a high-resolution PDF suitable for printing. Choose Minimum size for a smaller file size that is better for emailing.
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Formatting Options for PowerPoint 2010 PDF Files

PowerPoint 2007 PDF options
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 a 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. After 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 to generate the PDF.