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 Print, and then click Print to PDF.

  2. You can change the Destination by clicking Save as PDF under Local Destinations in the pop-up window.

  3. Click Save, then you can decide to save the presentation anywhere on your local machine.

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