Bits and Bytes

Sending a document as a PDF or XPS attachment enables you to share your files in a paginated, finished format that others can view no matter what type of computer system they may be using. PDF stands for Portable Document Format and was developed by Adobe Systems Incorporated; XPS stands for XML Paper Specification, and it is a new XML-based, cross-platform document format specification that enables users to create, share, print, and archive finished, formatted documents easily.

 The ability to create pdf and xps file from MS Office (Word, Excel, PowerPoint) documents has been included as a (free) part of the Microsoft Office Suite 2007 and later. This pdf file was created in the manner described below from a Word document.  

First, see if this feature is already installed (Microsoft Office version 2007 and later)

FOR EXAMPLE, IN WORD

 1. Click the Microsoft Office Button,  point to the arrow next to Save As, and then click PDF or XPS. 

2. In the File Name list, type or select a name for the document. 

3. In the Save as type list, click PDF. 

4. If you want to open the file immediately after saving it, select the Open file after publishing check box. This check box is available only if you have a PDF reader installed on your computer. 

5. Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:

•  If the document requires high print quality, click Standard (publishing online and printing).  
• If the print quality is less important than file size, click Minimum size (publishing online).

 6. Click Options to set the page range to be printed, to choose whether markup should be printed, and to select the output options. (Find links to more information on these options in the See Also section.) Click OK.

 7. Click Publish.

 If you want to make changes to the PDF after saving it, return to your original 2007 Microsoft Office system file in which you created it and save the file as PDF again. To learn more, see Learn about PDF and XPS file formats.

IF the feature is not installed: (NO “PDF or XPS” option in the “Save As”)

You can download a free, add-in utility from Microsoft that enables you to share your files in PDF and XPS formats.

http://www.microsoft.com/downloads/en/details.aspx?FamilyID=4d951911-3e7e-4ae6-b059-a2e79ed87041