PDF File Creation in Office 2007 - Updated Information

The process of creating PDF files from an Office 2007 document/file has changed with this version. You can still create PDF files from any of the applications (Access, Excel, PowerPoint or Word), but the process you follow and any special options available to you when creating PDF files from within Office 2007 applications will depend heavily on the version of Adobe Acrobat you have installed (if any):

With Adobe Acrobat Standard or Professional Installed:

Note: It is not necessary to download and install the free Save As PDF plug-in available from Microsoft for Office 2007 if you have any version of Adobe Acrobat installed.
Acrobat 7 or Earlier:

If you have installed Office 2007, and you have an Acrobat version prior to Adobe Acrobat 8 Professional installed as well, you will not have the additional Adobe PDFMaker (a special macro with added powerful options) add-in capabilities available from within the Office 2007 applications.
You can still create PDF files from any Office 2007 application using your earlier Acrobat version - simply Print the file to the Adobe PDF print driver: 

  1. Click the Office button in the top-left corner of the Office Ribbon
  2. Highlight the Print menu
  3. Click the Print option from the fly-out menu that appears to the right
  4. From the Name: or Printer Name: option in the Print dialog box, select “Adobe PDF”
  5. Click the Preferences, Setup, or Properties button to change any settings for the Adobe PDF print driver
  6. Click the Print or OK button to create the PDF file
  7. Navigate to the location where you want to store the PDF file, enter a name in the File name: text box, then click the Save button

Acrobat 8 or later:
If you have installed Office 2007, and you also have installed Adobe Acrobat 8 you will not have the Acrobat tab on the Office Ribbon which makes additional PDF creation options available from within Office 2007 applications until you have updated your Acrobat 8 version.
You must install a free update patch from Adobe to update Acrobat 8 Professional to version 8.1.0 or higher.

  1. In Acrobat 8, click Help, and then click “About Acrobat 8 Professional .  . .” to check the version currently installed
  2. Click “Check for Updates” to download and install the latest available update patches

If you have version 8.1.0 or later installed, you can open any Office 2007 application, then click the Acrobat tab on the Office Ribbon to access options for creating and working with PDF files from within that application.
Word Screen Shot
The Office Ribbon with the Added Acrobat Tab

  1. Click the Preferences button on the Acrobat tab on the Office Ribbon to access several additional PDF creation options for greater control over the finished PDF file
  2. After setting the desired Preferences, click the Create PDF button to create the PDF file

Without Acrobat Standard or Professional Installed:

Microsoft has the free Save As PDF add-in for Office 2007 that allows you to create PDF files from any Office 2007 application:

  1. To download and install the add-in, visit http://www.microsoft.com/downloads/details.aspx?FamilyId=F1FC413C-6D89-4F15-991B
    -63B07BA5F2E5&displaylang=en
  2. Once the add-in is installed, open the Office 2007 file to be converted
  3. Click the large Office button in the top, left corner of the Office 2007 application window
  4. Highlight Save As, then click PDF
  5. In the Save As dialog box, choose PDF (*.pdf) from the Save as type: drop-down list
  6. Click the Standard option if you intend to print the PDF file, click the Minimum size option if you will send the PDF file electronically or publish it online (smallest file size produced)
  7. Click Options to select additional options specific to the Office 2007 application you have open
  8. Click Save to create the PDF file

You can also install and use the Save As PDF add-in if you have Adobe Acrobat Standard or Professional installed on your computer; however, you will have greater control over the PDF file created if you use the Print method outlined above.
More information about compatibility issues between Office 2007 and Adobe Acrobat Standard and Professional is available from Adobe at http://www.adobe.com/cfusion/knowledgebase/index.cfm?id=333670