Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 11 Saving To PDF
CHAPTER 2 SAVING TO PDF
PDF (Portable Document Format) is a universal file format that
can be viewed by anyone, even if they don’t have the software that
created the file. You can save your Word documents as PDF files.
This enables you to distribute, upload or share your document with
anyone who has a PDF reader (such as Adobe Reader) installed on
their computer. Saving a document as a PDF also ensure that any
formatting and layout are preserved, and can significantly reduce
file size. As such, PDF has become the standard file format for
document distribution, particularly when making documents
available for download from the internet.
In this session you will:
gain an understanding of PDF
learn how to save a document as PDF
learn how to view a PDF.
INFOCUS
WPL_W874
Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 12 Saving To PDF
UNDERSTANDING PDF
One of the great frustrations of computing is
receiving a file and not being able to view or print
it because you have neither the program that
created it nor a program to convert it. Or, the size
of the file is too large to send by email. To enable
files to be shared with anyone, you can save them
as PDF for anyone to view, in exactly the format
and layout you intended, by using a PDF reader.
What Is PDF?
PDF, or Portable Document Format, is a universal file format developed by Adobe Systems for the
purpose of creating a file format that could be viewed by anyone with Adobe Acrobat or Adobe
Reader installed, regardless of whether they had the actual software installed that was used to
create that file, and regardless of whether it was created on a PC or a Mac.
A PDF file will preserve all elements of the document in its entirety in a manageable file size. Save a
document as a PDF file if it is intended for others to view or download from the internet, for example.
PDF has become the standard universal file format for the following reasons.
Reduces file size: PDF files are generally significantly smaller in file size than the original file.
Easy to view: Anyone who has the free Adobe Reader installed on their computer can view a
PDF file. PDF files can be shared, viewed, navigated and printed exactly as intended.
Complete file: PDF files contains all fonts and images so what you see is what you get.
Easy to save: You can save a document as a PDF by selecting PDF from the Save as Type
menu in the Save As dialog box.
Requirements: some organisations, such as commercial printers, specify that you send artwork
and the like in PDF format. This way, the printer (and you) can be sure that what you see is what
you get.
Because data in PDF files cannot be easily changed, PDF is the standard for the secure and reliable
distribution and exchange of electronic documents and forms worldwide. This file format is also ideal
for documents that will be reproduced using commercial printing methods.
Viewing PDF Files
To open and view PDF files (and to complete the exercises in this chapter), you must have the free
Adobe Reader or Adobe Acrobat installed. To check whether you currently have this installed on
your computer, click on Start > All Programs and see whether Adobe Reader is listed. Otherwise,
click on the Start > Control Panel, then click on Programs and click on Programs and Features to
view a list of installed programs.
If you do not have Adobe Reader installed, visit Adobe’s website at www.adobe.com, click on the
link for Get Adobe Reader, and follow the prompts to download and install.
Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 13 Saving To PDF
SAVING A DOCUMENT AS A PDF
Try This Yourself:
Open
File
Before starting this exercise you
MUST open the file W874 Saving
To PDF_1.docx...
Click on the File tab, then click on
Save As to open the Save As
dialog box
Type My PDF in File name,
navigate to the course files folder,
click on the drop arrow for
Save as type and select PDF
(*.pdf)
Ensure that Open file after
publishing is selected
This means that the file will open
in Reader once you click on
[Save]. If your computer doesn’t
have Adobe Reader installed, this
option will not be available...
Ensure that Standard
(publishing online and printing)
is selected in Optimise for
This option will result in a
document with a high print
quality. Select Minimum size
(publishing online) if print quality
is less important than file size...
Click on [Save]
The document will be saved as a
PDF and will open in Reader for
you to view
Click on Close to close
Adobe Reader, then save and
close the document
For Your Reference…
To save a document as a PDF:
1. Click on the File tab, then click on Save As
2. Type a File name, navigate to the desired
folder, then click on the drop arrow for Save
as type and select PDF (*.pdf)
3. Select the settings and click on [Save]
Handy to Know…
You can save only part of your document as
a PDF. To do this, click on [Options] in the
Publish as PDF dialog box and select the
Page range. You can also save a selection
by selecting the desired content before
opening the Publish as PDF dialog box and
then clicking on Selection in Page range.
4
5
If you want to share your document with others,
such as on the internet, and you want to ensure
that it can be viewed by anyone but cannot be
changed, saving your document in PDF may be
the ideal solution. During the save, you can instruct
Word to either optimise the resultant file for normal
use, such as printing, or to ensure that its file size
is as small as possible for Web use.
Microsoft Word 2010 - Level 3
© Watsonia Publishing Page 14 Saving To PDF
VIEWING A PDF FILE
Try This Yourself:
Open
File
Before starting this exercise
make sure you are viewing the
desktop...
Click on Start > All Programs
> Adobe Reader
The blank Adobe Reader
window will open…
Select File > Open to open the
Open dialog box
Navigate to the Course Files
for Word 2010 folder in Look
in
Click on W874 Saving To
PDF_2.pdf then click on
[Open]
Click on Pages in the
panel on the left to open the
Navigation panel
Thumbnails representing the
pages in the document will
appear in this panel. You can
click on them to display the
respective page’s detail in the
document panel on the right…
Click on Close to close the
document and Reader
For Your Reference…
To view a PDF in Adobe Reader:
1. Click on Start > All Programs > Adobe
Reader
2. Select File > Open
3. Navigate to the desired Look in folder
4. Double-click on the file to open
Handy to Know…
When viewing a PDF document in a PDF
reader, you cannot make any changes to the
document. You must make changes to the
original document using the application in
which you created the PDF, such as
Microsoft Word, and then resave the altered
file as a PDF.
4
5
You can only open and view a PDF file if you
have a PDF reader, such as Adobe Reader or
Adobe Acrobat, installed on your computer.
Conversely, there are many PDF readers
available to download from the internet for free
also, if you prefer. In this exercise, you will open a
PDF file in Adobe Reader so that you can view
and work with a PDF document.
