How to convert to PDF in Office
Summary
This guide helps you troubleshoot and resolve: How to convert to PDF in Office. Follow the steps below to fix the issue.
Quick Tip: Need immediate assistance? 💻 Open a Ticket
Common Causes
Overview
PDFs preserve formatting and can be viewed on any device. Here’s how to convert Word, Excel, PowerPoint and Outlook items to PDF.
Method 1: Save As PDF (All Office Apps)
In Word
- Open your document.
- Go to File → Save As.
- Choose where to save.
- In “Save as type”, select PDF (*.pdf).
- Click Save.
In Excel
- Open your spreadsheet.
- Go to File → Save As.
- Choose the location.
- In “Save as type”, select PDF (*.pdf).
- Click Save.
In PowerPoint
- Open your presentation.
- Go to File → Save As.
- Choose the location.
- In “Save as type”, select PDF (*.pdf).
- Click Save.
Note: For Office versions prior to 2010 you must install the free “Save as PDF” add‑in from Microsoft.
Method 2: Export (Supported Office Apps)
- Go to File → Export.
- Click Create PDF/XPS Document.
- Click Create PDF/XPS.
- Choose the location and filename.
- Click Publish.
Method 3: Quick Save as PDF
Use the keyboard shortcut:
- Press
F12to open Save As. - Change “Save as type” to PDF.
- Press
Enter.
Method 4: Outlook – Save Email as PDF
Outlook does not provide a native “Save as PDF” option. Use the Print to PDF method instead:
Print to PDF
Ensure the “Microsoft Print to PDF” printer is enabled in Windows Features.
- Press
Ctrl + P. - Select Microsoft Print to PDF as the printer.
- Click Print.
Web (Office on the Web)
Word, Excel and PowerPoint Online
- Open your document.
- Go to File → Download as.
- Select PDF.
Tips
- Hyperlinks: They stay clickable in PDFs – useful for document collaboration issues.
- Form fields: May need flattening for editing restrictions.
- Large files: PDF generation may take longer.
- Password protection: Add via File → Info → Encrypt.
- Optimise file size: When saving, choose “Standard (publishing online and printing)” or “Minimum size (publishing online)” as required.
Troubleshooting
| Issue | Solution |
|---|---|
| “Save as PDF” not an option | Update Office to the latest version or resolve any Office apps activation issues. |
| Images missing | Embed them: File → Options → Advanced → Image settings. |
| PDF too large | Use the “Optimise for” setting during save or reduce image resolution. |
| Can’t open PDF | Install a PDF viewer such as Adobe Reader or use Microsoft Edge. |
Quick Reference
| App | Best Method |
|---|---|
| Word | File → Save As → PDF |
| Excel | File → Export → Create PDF |
| PowerPoint | File → Save As → PDF |
| Outlook | Print to PDF |
Need Help?
If you encounter any of the following, Open a Ticket:
- PDF option doesn’t appear in your version of Office.
- PDFs aren’t opening correctly.
- You need batch conversion for many files.
Still Having Issues?
Need more help? If the issue persists after trying these steps, please open a support ticket and our team will assist you.
💻 Open a Ticket
💻 Open a Ticket