Microsoft Office Tutorials and References
In Depth Information
Topic C: Sharing and securing documents
Publishing documents in the PDF and XPS file formats
If you’re creating a document to be shared with other users, consider that some
members of your intended audience might not have Word 2010 or Word 2007. If they
don’t, they might not be able to open a document saved in the .docx file format. For
documents that will primarily be read and printed, such as résumés or newsletters, you
can save them in a fixed-layout format. This type of file format preserves a document’s
appearance and makes it easier to share files with people who don’t have Word.
Two fixed-layout electronic file formats are PDF and XPS. PDF stands for Portable
Document Format; Adobe Systems developed this format and released the first version
of it in 1992. PDF documents can be read in Adobe Reader, which can be downloaded
for free from Adobe’s Web site. XPS stands for XML Paper Specification; this format
was developed by Microsoft. The XPS Viewer comes with Windows Vista and
Windows 7 and is available for Windows XP and Windows Server 2003.
The PDF and XPS formats preserve a document’s formatting and ensure that the
document’s data cannot easily be changed. These formats are useful for viewing a
document online or in print. The PDF format is also useful for documents that will be
printed using commercial printing methods.
To save a document in the PDF or XPS file format:
1 With the document open in Word 2010, open the Save As dialog box.
2 Enter a name for the file.
3 From the Save as type list, select either PDF or XPS Document.
4 Click Save.
C-3: Publishing a file as an XPS document
1 Click the File tab
2 Click Save As
3 In the File name box, enter
To specify the file format to be used.
From the Save as type list, select
Verify that Open file after
publishing is checked
To save the document and open it in the XPS
Viewer. This viewer enables other users to read
and print the document, independently of Word.
4 Scroll through the document
The document’s formatting has been preserved.
5 Close the viewer
Click the Close button in the upper-right corner
of the window.
Close the Word document
Don’t save changes.