Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it. Just a few clicks in the PowerPoint Backstage will do it.

PowerPoint 2013 and 2016

  1. Click the File tab and then click Export (notice that’sExport, notSave As).

    Save a presentation as PDF

  2. Click Create PDF/XPS Document, then click Create PDF/XPS.

  3. In the Publish as PDF or XPS box, choose a location to save the file to. If you want it to have a different name, enter it in the File Name box.

  4. If you want to change what the final PDF file is like, do any of the following:

    • At Optimize for, select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

    • Click Options to set how the presentation will appear as a PDF. For example, you might want the presentation in handouts or notes page form. You might want to include only certain slides from the presentation, or to display more than one slide per page. Click OK when you’re finished, to close the Options box.

  5. Click Publish.

PowerPoint Online

  1. Click the File tab, click Download As, and then click Download as PDF. (The file is converted to PDF, and then a dialog box tells you that it is ready to download.

  2. Click Download. A message bar appears to show you that the downloaded PDF file is ready to save to your computer. (The exact message may vary depending on the web browser you're using.) 

  3. Click Save As, and then a dialog box will appear that allows you to specify where to save the file on your computer.

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