Saving Microsoft 365 documents as PDFs is essential for sharing files that look consistent across all devices and can't be easily edited. This guide covers how to export Word, Excel, and PowerPoint files to PDF format using desktop apps, web versions, and mobile apps.
Why Save as PDF?
- Universal compatibility - PDFs open on any device without Microsoft Office
- Formatting preservation - Fonts, layouts, and images stay exactly as designed
- Professional standard - Required for contracts, proposals, and official documents
- Security options - PDFs can be password-protected and restricted from editing
Microsoft Word: Save as PDF
Method 1: Save As (Desktop App - Recommended)
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- Open your document in Microsoft Word
- Click **File** in the top menu
- Select **Save As** (or **Save a Copy** in newer versions)
- Choose your save location
- In the **Save as type** dropdown, select **PDF (*.pdf)**
- Click **Options** to customize:
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Page range (all pages or specific pages)
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Include or exclude comments and markup
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Create bookmarks from headings
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Encrypt with password
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Click Save
Method 2: Export (Desktop App)
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- Click **File** > **Export**
- Select **Create PDF/XPS Document**
- Click **Create PDF/XPS**
- Choose location, adjust options if needed, and click **Publish**
Method 3: Word Online (Web Version)
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- Open your document at [office.com](https://office.com)
- Click **File** > **Save As**
- Select **Download as PDF**
- The PDF will download to your browser's default folder
Keyboard Shortcut: Press F12 to quickly open the Save As dialog in desktop Word.
Microsoft Excel: Save as PDF
Method 1: Save As (Desktop App)
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- Open your spreadsheet in Microsoft Excel
- Click **File** > **Save As**
- Select your save location
- Change **Save as type** to **PDF (*.pdf)**
- Click **Options** to configure:
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Selection - Only selected cells
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Active sheet(s) - Current sheet only
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Entire workbook - All sheets in one PDF
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Click Save
Method 2: Print to PDF (Better Control)
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- Press **Ctrl+P** to open Print dialog
- Select **Microsoft Print to PDF** as the printer
- Adjust settings:
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Print Active Sheets, Entire Workbook, or Selection
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Page orientation (Portrait/Landscape)
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Scaling options
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Click Print and choose save location
Excel Online (Web Version)
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- Open your spreadsheet at [office.com](https://office.com)
- Click **File** > **Export**
- Select **Download as PDF**
Pro Tip: Before exporting, go to Page Layout tab and click Print Area > Set Print Area to define exactly which cells appear in the PDF.
Microsoft PowerPoint: Save as PDF
Method 1: Save As (Desktop App)
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- Open your presentation in PowerPoint
- Click **File** > **Save As**
- Choose your save location
- Select **PDF (*.pdf)** from the format dropdown
- Click **Options** to customize:
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Range: All slides, current slide, or custom range
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Publish what: Slides, Handouts, Notes pages, or Outline view
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Include hidden slides (optional)
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Frame slides (adds border)
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Choose Standard (print quality) or Minimum size (web/email)
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Click Save
Method 2: Export (Desktop App)
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- Click **File** > **Export**
- Select **Create PDF/XPS Document**
- Click **Create PDF/XPS**
- Configure options and click **Publish**
PowerPoint Online (Web Version)
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- Open your presentation at [office.com](https://office.com)
- Click **File** > **Download As**
- Select **Download as PDF**
Mobile Apps (iOS and Android)
Word, Excel, or PowerPoint Mobile
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- Open your document in the respective app
- Tap the three-dot menu (**...**) in the top right
- Select **Share** or **Export**
- Choose **Send a Copy**
- Select **PDF** as the format
- Choose how to share or save the file
Troubleshooting Common Issues
PDF shows wrong fonts
If fonts appear different in the PDF, the font may not be embedded. Use standard fonts like Calibri, Arial, or Times New Roman. In Word, go to File > Options > Save and check Embed fonts in the file.
Excel PDF is blank or missing data
Check that you've selected the correct sheets before saving. Also verify the Print Area is set correctly under Page Layout > Print Area. Preview the print layout with Ctrl+P before saving.
PowerPoint animations don't appear in PDF
PDFs are static documents and cannot display animations or transitions. Each animation step will appear as its final state. If you need to preserve animations, consider exporting as a video (File > Export > Create a Video) instead.
Hyperlinks not working in PDF
Ensure you're using the Save As or Export method rather than Print to PDF. The print method sometimes strips hyperlinks. In Word, check that Create bookmarks using Headings is enabled in the Options dialog.
File size too large
Compress images before export: select an image, go to Picture Format > Compress Pictures, and choose a lower resolution. In PowerPoint, selecting Minimum size when saving also helps reduce file size.
Quick Reference: Keyboard Shortcuts
- F12 - Open Save As dialog (all Office apps)
- Ctrl+P - Open Print dialog (use Microsoft Print to PDF)
- Ctrl+S - Quick save (original format only)
- Alt+F - Open File menu
Related Resources
Need help with other Microsoft 365 tasks? Check out our related guides: