After a document has been written in MS Office, the goal is to convert it to PDF format. The biggest advantage is that a PDF cements the look. This means that the PDF basically looks the same on every computer and the formatting, image arrangements and other elements no longer change.
How do I save a PDF file in Word?
Creating a PDF formatted file is very easy, this tutorial shows you how to create the PDF document with a few mouse clicks. In this example we assume that your text is already written and formatted, as in this screen shot:
First we click on the File tab at the top left.
Note: Alternatively, simply press the F12 key
Here we select the Save As option from the left menu
Under the item Save as we select the storage location – in our example the folder Documents. Alternatively, we can press the green plus symbol and add further locations if we do not like the suggestions.
We see the Save As dialogue box. In the File name field we enter a meaningful name. It can also be the same document title as the Word file. In the field File type we click on the grey field (see red arrow).
A selection of possible file types opens, among which the term PDF can also be found. We select PDF with one click.
Finally, we confirm by clicking on Save.
And this is the result: our document as a PDF file.
PDF with password
Word offers the possibility to protect a PDF file with a password against unauthorised access. To set up a password, we click on the Tools option in the Save As dialogue box before using the (see step 4 above).
A menu opens and we select the item General Options with one click.
The General Options dialogue box opens. In the Password to open field we enter the desired password. Word distinguishes between two permissions here: should a later user only be allowed to read the document or also be allowed to edit it. For the latter, we create a password in the field Password to change.
We confirm our entries with OK.
The size or data volume of a PDF is an important criterion. For example, application documents often cannot be submitted if they exceed a certain size. Another example is e-mail apps that do not want to send files that are too large. PDF files are often smaller than Word files because elements such as images are compressed or information that is useless for presentation in a PDF is thrown overboard.
Word offers the possibility to further limit the size of a PDF with a few clicks by compressing the inserted images even more (at the expense of the image quality). To set the compression rate, we click on the Tools option in the Save-under dialogue box as in the example above.
In the following menu we select Compress images.
Then we have the choice. We check Delete cropped image areas and select a quality level in the Destination output category. The e-mail option compresses the images comparatively strongly and reduces the storage requirements of the file all the more.
To confirm, we click on OK.
The more images there are in the document, the higher the savings potential. But be careful: If high image quality is important, too much compression should be avoided.