Exporting a Word document to a PDF or XPS format is an essential skill that you should acquire to professionally and securely share your documents. PDF files are particularly useful as they preserve the layout and formatting of your document, making it look exactly as you intended. Here's how you can successfully accomplish this step by step.
Key Takeaways
- Exporting to PDF/XPS preserves the layout and formatting.
- There are various file types you can choose from.
- Exporting is an intuitive and straightforward process.
Step-by-Step Guide
To export a Word document to PDF or XPS format, follow these simple steps:
Step 1: Open File and Choose Export First, open the Word document you want to export. To start the export process, click on "File" at the top left corner of the screen. There you will find the option to Export.
Step 2: Understand Export Options When exporting, you can choose in which file format you want to save your document. Word 2016 automatically suggests exporting it as a PDF or XPS. These formats offer the advantage of keeping the data contained within them immutable, and the layout and image formatting remain the same.
Step 3: Choose File Format You have the option to choose from various file formats. By default, "PDF" or "XPS" is suggested. However, if you want to keep the original Word document in .docx format, you can also customize this. Simply click on the dropdown list and select the desired format.
Step 4: Additional File Formats In addition to the PDF format, there is also the option to convert to older Word formats that only carry the .doc extension or template formats (.dotx). Additionally, you can even save your document in the OpenOffice format if necessary.
Step 5: Preserve Formatting It is important to note that when saving in other formats such as .txt or rtf, many formatting options may be lost. However, basic formatting such as font and line spacing will remain intact. Therefore, this option should only be considered if you are sure you do not need the formatting.
Step 6: Save Document as Webpage Another option is to save the document as a webpage. However, this is not recommended as Word is not optimal for creating webpages. You should only consider this in exceptional cases.
Step 7: Completion of Export Process After selecting your desired option, click on "Save As". In the dialog box that opens, you will see the format options again. Select your desired option and click "Save" to complete the export. Your document is now saved in the chosen format and ready for use.
Summary
Exporting a Word document to PDF or XPS format is a simple and quick process that offers significant benefits. You preserve the layout and formatting of your document, enhancing security as changes cannot be made. Thanks to the clear step-by-step guide, you can now easily choose your desired format and export your document.
Frequently Asked Questions
How do I export a Word document to a PDF format?You click on "File," then "Export," and choose the PDF format.
Why should I save my document as a PDF?PDF files preserve the layout and formatting and are less susceptible to changes.
Can I save my Word document as a webpage?Yes, that is possible, but not recommended as Word is not optimal for creating webpages.
Are there other formats I can choose?Yes, you can also choose older Word formats, XPS, or OpenOffice formats.
What happens to my formatting when I export to a text format?When exporting to a text format, many formatting options may be lost, but basic formatting such as font and line spacing will be retained.
