Did You Know? Free PDF Add-in for PowerPoint

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Many people are unaware that Microsoft Office 2007 has a free add-in program for creating PDF files from PowerPoint slide shows, Word documents, etc.

The PDF format is pretty much the web standard for sharing print-oriented documents, when sharing PowerPoint slides or Word documents with the general public or colleagues who have no need to edit the files, use the PDF version. Advantages are that PDF files are smaller than the native file and there is no problem using different versions of MS Office programs.

To install the PDF add-in…

  1. In your browser, go to Microsoft’s 2007 Microsoft Office Add-in: Microsoft Save as PDF or XPS page <http://dhtechnicalserviceslimited.cmail3.com/t/y/l/urjks/qyhjukyk/u>
  2. Follow the instructions for downloading and installing the file.
  3. Create a PDF file…

With your document open.

  1. Click on the Office button.
  2. Click on the right-pointing arrow next to the Save As option.
  3. Click on the ‘PDF or XPS’ option to open the Publish as PDF or XPS dialog box.
  4. By default, the PDF file is saved in the same folder as the original file. You may want to change the location of the file to save it in the folder with your other Web documents. To do this, change the folder location in the ‘Save In’: section.
  5. Enter a new name in the File name box.
  6. OPTIONAL – Click on the Options button to change any of the default settings in four areas: Range, Publish options, Include non-printing information, and PDF options.
    1. For example, in PowerPoint you can use the ‘Notes pages’ option under the Publish options to put a slide show with explanatory notes on the Web. The PDF file will show 1 slide per page with notes displayed beneath the slide (see sample at right). You may also want to change a setting in the Include non-printing information section to help protect your privacy. By default the ‘Document properties’ of title, subject, author, and similar information are included in the PDF file. Use the Help function for more information. Click on the OK button to save Options settings changes.
  7. To create the smallest PDF file, change the ‘Optimise For’ setting to the ‘Minimum Size’ option.
  8. In the Publish as PDF or XPS dialog box, click on the Publish button to save the PDF version.

NOTE: If you want to create PDF files that use Adobe’s security feature to prevent copying of text, create PDF forms, or include other advanced features, you need to buy the Adobe Acrobat software.

Written By: Jeff Revell

Update:

Our very own Ben Lavalley has written a script to automatically install the PDF add-in to all computer managed by your Kaseya install.  I LOVE IT! If anyone implements this, let me know.  I would love to hear about it.

Here it is:

IF True
THEN
Get URL
Parameter 1 : http://download.microsoft.com/download/b/5/3/b5370004-d59d-493f-b005-2299ffca8596/SaveAsPDF.exe
Parameter 2 : #vAgentConfiguration.AgentTempDir#\SaveAsPDF.exe
Parameter 3 : 3
OS Type : 13
Execute File
Parameter 1 : #vAgentConfiguration.AgentTempDir#\SaveAsPDF.exe
Parameter 2 : /quiet /norestart
Parameter 3 : 3
OS Type : 13
ELSE
—–script finish—–

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