From the Kenosha News on 2-17-08

You can save your document as a PDF in Microsoft Word 2007

      Creating a PDF (portable document format) document used to require the full version Adobe Acrobat software – not just the free reader.  In my December 18, 2005 article available on-line at http://www.sabbarpublications.com/newsarchive/news12-18-05.html, I explain PDFs and tell about free software to create them.  Now, with Microsoft Office 2007, the ability to create PDFs is built-in… almost.

      If you’d like to create PDFs from your Word or Excel documents and you have Office 2007, follow the instructions below to activate that capability.  You will need to be connected to the internet to do this since it downloads an add-in from Microsoft.com 

  1. Open the document you want to convert to a PDF in MS Word 2007.
  2. Click on the Office button and float over Save As
  3. Click “Find add-ins for other file formats.”  Wait a moment while a Help screen opens.
  4. Click “Install and use the Publish as PDF or XPS add-in from Microsoft
  5. Click “Microsoft Save as PDF or XPS add-in for 2007 Microsoft Office programs”
  6. You may get be prompted to try a beta version of a download center.  You can make your own decision here, but I clicked “No.”
  7. At this point, you’re on the Microsoft Download Center page.  Click the Continue button to verify that your copy of MS Office is genuine.  If the validator detects a “problem” with your software installation, you will not be allowed to continue.  Wait…
  8. Click the Download button.
  9. When prompted to Save or Run, click the Run button.
  10. If prompted, click Run again.
  11. Click to check the box to accept the terms and conditions set out by Microsoft.  Click Continue.
  12. The installer window will open and show a progress bar, which will repeat about three times and take a minute or two.  Click OK when complete.
  13. Close the Download Center browser window and the Help window.  Click in your MS Word document window.
  14. Click on the Office button and float over Save As
  15. Click PDF or XPS (an option that didn’t exist before!)
  16. The default file type is PDF.  Select the location in which to save your document and give it a name.  If you’re going to put your document on-line or document size is an issue for other reasons, you may want to click the circle below for “Minimum Size.”  If you’re mostly going to print the document, keep the “Standard” option.
  17. The document will take some time to save and may open Adobe Acrobat Reader to show you the document.  You can view and print or just close it.  You will still have your original MS Word document.

Note that once you install the PDF/XPS add-in in MS Word, the option will also be available in MS Excel and PowerPoint to save those documents as PDFs.  Also note that if you need to make a change to one of your documents, you’ll need to make it in the original .doc or .xls document and re-save it as a PDF.

By Carol Sabbar from the Kenosha News on 2-17-08