Microsoft Office Tutorials and References
In Depth Information
Sharing Your Work in PDF and Other Formats
To open the Save As dialog box, click File, Save As. Alternatively, press F12. Table 4-6
provides a quick reference chart of keyboard shortcuts for working with the Open and Save As
dialog boxes.
Table 4-6 Keyboard Shortcuts for Opening and Saving Documents
Action
Keyboard Shortcut
Display the Open dialog box
Ctrl+O or Ctrl+F12
Display the Save As dialog box
F12 (or, if the document has not been saved
before, Ctrl+S)
Open the selected folder or file
Enter
Move to the parent of the current
folder
Backspace
Save a document
Ctrl+S
Sharing Your Work in PDF and Other Formats
At times you’ll want to share your document in a format that ensures document fidelity on
a wide variety of computer platforms and in a form that is not easily modified. That is, you
want anybody to be able to view your document and have it look identical to what you’ve
created in Office—and you don’t want them to inadvertently make changes to the
document. Office 2010 supports two such formats:
Adobe Portable Document Format (PDF) is a good format for this purpose because
of its ubiquity. Adobe Reader and other programs that can display PDF files are
available for most versions of Windows, Macintosh, Linux, UNIX, and mobile devices.
The XML Paper Specification (XPS) format has some advantages for sharing
readonly documents (XPS can more closely match the appearance of your original Office
document), but it is not as widely known or supported as PDF. An XPS viewer
program is included with Windows 7 and Windows Vista. Users of Windows XP can get
XPS-viewing capabilities by installing Internet Explorer 8 or a viewer such as the free
one from Microsoft ( w7io.com/10403 ). Other options for Windows as well as for other
operating systems can be found at w7io.com/10404.
Both formats solve the most common problems with document sharing. With most other
formats, if the document recipient doesn’t have the same fonts installed that you used to
create a document, it won’t look the same. Likewise, any linked images will be missing from
the recipient’s document. PDF and XPS formats can include embedded fonts and images to
preserve document fidelity.
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