Teach-Me-IT Series – Creating PDF Files Using MS-Word

Categories Teach-Me-IT

As it is one of my goals to ensure that I share with you knowledge using this medium, today, I want to tell you how you can create PDF files using Microsoft Office Word.

What is PDF?
PDF (Portable Document Format) is a file format invented by Adobe Systems to retain the graphical essence of a file which contains text and/or images. Therefore, PDF files are electronic formats of a printed page produced in word processing or graphic design applications. They can be read online or offline using the Adobe Reader, which can be a standalone software or as a plug-in available to most browsers. The advantage of having your document printed as a PDF is that they retain the same format with which you have created them and have a small file size which is easily shared online or carried about in removable storage devices.

Adobe Reader is a free PDF viewer which can be downloaded using this link: Download Adobe Reader

One thing you must understand is that there are a lot of applications that can create and read PDF files. Adobe Acrobat, the application software owned by Adobe Systems, can be used to create, manipulate, manage and print PDF files. Other application software asides Microsoft Office can also create PDF files but that isn’t the purpose of this subject.

Another thing to put in mind again is that PDFs aren’t entirely uneditable. If you have Adobe Acrobat, for instance with a couple of permissions (i.e. if the document was protected), you will be able to edit PDF files. With that settled, let’s move on.

Making Your First PDF
Microsoft has made it easy to create PDF files without having to install a third party plug-in as it is with its previous versions. To create PDF files using Microsoft Office Word 2010 and above, follow these steps:

  • Launch Microsoft Office Word 2010 from your startup menu or from the icon on your desktop, open the file you wish to create into a PDF file.
  • Click on the File tab on the Ribbon (The Ribbon is the long panel atop your open document)
  • Click on Save & Send – Create PDF/XPS Document
  • That will open up a side panel to which you can click on Create PDF/XPS Document icon.
  • A dialog box opens; input the filename you desire and change the Save As Type to PDF.
  • To the right is option for optimization: Choose “Standard” if your priority is to have quality prints but select “Minimum size” if you want your documents created with minimum size. This creates a file that’s easily downloadable in a browser, if you are to upload it online.
  • Next is “Options.” You can choose what pages to be printed and define other output options as you deem fit. If you don’t understand much of what is displayed, leave the settings as it is.
  • Click Save.

If you are using Microsoft Office Word 2007 or any of the lower versions, you will need to download a plug-in that will enable you to perform this feat. I recommend PDF995. PDF995 enables you to create PDF documents by using the print command. The program is a freeware and easy to use:

  • Launch Microsoft Office Word 2007 (or any one installed on your computer)
    Open the file that you wish to create into a PDF
  • Click on the Office button at the top left of the program window and select print
  • From the print dialog box, select PDF995 as the printer name, click on the button for Properties and use the settings as they suit you.
  • Click OK and type in your desired name for the file you want to create.
  • Click Save.

Note that you can only achieve results from the instructions above until you have downloaded and installed PDF995.
Click here to download the PDF995 printer driver

Please leave a comment if you have any questions. Don’t forget to recommend this page to your friends by using the sharing buttons!

Watch out for more posts on the Teach-Me-IT Series. Catch you later 😉

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