How to convert to PDF in Office

Summary

This guide helps you troubleshoot and resolve: How to convert to PDF in Office. Follow the steps below to fix the issue.

Common Causes

Overview

PDFs preserve document formatting and ensure files can be viewed on any device without requiring the original Office application. This guide covers converting Word, Excel, PowerPoint and Outlook items to PDF using Microsoft 365, Office 2021, Office 2019 and Office 2016. It includes Australian small business context for converting BAS statements, invoices, contracts and other ATO-related documents.

Supported Office Versions

The steps in this article apply to:

• Microsoft 365 Apps for business
• Office 2021
• Office 2019
• Office 2016

Office versions prior to 2010 require the free “Save as PDF” add-in from Microsoft and are not covered in detail here.

Method 1: Save As PDF (Word, Excel, PowerPoint)

Use this method in Microsoft 365, Office 2021, Office 2019 and Office 2016.

In Word

1. Open your document.
2. Go to File → Save As.
3. Choose your save location, such as OneDrive, SharePoint or a local folder.
4. In “Save as type”, select PDF (*.pdf).
5. Click Options to configure PDF/A compliance, accessibility tagging or page range if required.
6. Click Save.

In Excel

1. Open your spreadsheet.
2. Go to File → Save As.
3. Choose your save location.
4. In “Save as type”, select PDF (*.pdf).
5. Click Options to select specific worksheets, optimise for print or web, or set page setup.
6. Click Save.

In PowerPoint

1. Open your presentation.
2. Go to File → Save As.
3. Choose your save location.
4. In “Save as type”, select PDF (*.pdf).
5. Click Options to choose slides, handouts or notes pages, and to include or exclude hidden slides.
6. Click Save.

Method 2: Export (Word, Excel, PowerPoint)

Use this method when you need more control over optimisation and publishing settings.

1. Go to File → Export.
2. Click Create PDF/XPS Document.
3. Click Create PDF/XPS.
4. Choose the location and filename.
5. Select Standard for publishing online and printing, or Minimum size to minimise file size.
6. Click Publish.

Method 3: Save As Using Keyboard Shortcut

The F12 shortcut opens Save As in Word, Excel and PowerPoint on Windows. It does not work consistently across all Office applications or versions, so use the menu method if the shortcut does not respond.

1. With the document open, press F12.
2. In “Save as type”, select PDF (*.pdf).
3. Click Save.

Method 4: Outlook – Save Email as PDF

Modern Microsoft 365 and Office versions support printing to PDF directly from Outlook. There is no native “Save as PDF” button in the Outlook ribbon, but the Print to PDF method works reliably.

Print to PDF

Ensure the “Microsoft Print to PDF” printer is enabled in Windows Features before starting.

1. Open the email in Outlook.
2. Press Ctrl + P.
3. From the printer dropdown, select Microsoft Print to PDF.
4. Click Print.
5. Choose the save location and filename, then click Save.

Office on the Web

Word, Excel and PowerPoint Online

1. Open your document in Office on the Web.
2. Go to File → Save As → Download as PDF.
3. Alternatively, go to File → Print and select Save as PDF from the printer options.

Saving to OneDrive and SharePoint

Small businesses using Microsoft 365 can save PDFs directly to OneDrive or SharePoint during the Save As process. This is useful for sharing invoices, contracts and BAS statements with team members or external accountants.

1. In the Save As dialog, select OneDrive – [Your Organisation] or your SharePoint site.
2. Navigate to the target folder.
3. Enter the filename and select PDF (*.pdf) as the file type.
4. Click Save.

Once saved, use the Share button in OneDrive or SharePoint to generate a secure link rather than emailing large PDF attachments.

Batch Conversion

Office does not include a native batch conversion feature for multiple files. To convert many documents at once, consider:

• Power Automate: Create a flow to convert files in a SharePoint or OneDrive folder to PDF.
• Third-party tools: Use reputable desktop batch PDF converters for local folders.

Password Protection for PDF Output

Office does not apply password protection directly during the Save as PDF process. To encrypt a PDF:

1. Save the document as PDF using one of the methods above.
2. Open the PDF in Microsoft Edge or Adobe Acrobat.
3. Use the print or protection feature to save a password-encrypted copy.

Alternatively, apply password protection to the source Office file before converting via File → Info → Protect Document → Encrypt with Password, then save as PDF. Note that this encrypts the source file; the resulting PDF may still require separate encryption depending on your viewer.

Troubleshooting

Quick Reference

Australia-Specific Small Business Context

Australian small businesses often convert the following documents to PDF for compliance and record-keeping:

• BAS statements: Save as PDF/A where possible for long-term ATO record retention.
• Invoices: Convert to PDF before emailing to clients to preserve formatting and prevent accidental edits.
• Contracts and agreements: Use PDF to maintain layout, then apply password protection if the document contains sensitive terms.
• Business letterhead: Ensure your PDF uses A4 page size, which is the Australian standard, rather than US Letter.

Need Help?

If you encounter any of the following, Open a Ticket:

• PDF option doesn’t appear in your version of Office.
• PDFs aren’t opening correctly.
• You need batch conversion for many files.
• You require assistance with OneDrive or SharePoint integration.

Still Having Issues?