we can't convert powerpoint presentation into pdf file format

• Add, change, hide, or delete comments in a presentation Article
• Share your PowerPoint presentation with others Article
• Save a presentation as a video Article
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• Save PowerPoint presentations as PDF files Article

Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it.

Select File > Export .

Click Create PDF/XPS Document , then click Create PDF/XPS .

In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box.

Optionally, if you want to change what the final PDF file is like, do any of the following:

At Optimize for , select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

Click Options to set how the presentation will appear as a PDF. Here are some of the available options:

To save the current slide only as a PDF, under Range , select Current slide .

To save specific slides as PDF, in Slides(s) , enter the slide number range in From and To boxes.

If you don't want to save slides, but instead only save comments, handouts, or Outline view, under Publish what , select an appropriate option. You can also specify the number of slides to appear in Slides per page dropdown box, and modify the order ( Horizontal or Vertical ).

You can choose to include frame slides, hidden slides, comments, ink, non-printing information such as Document properties or Document structure tags, in your PDF by selecting the appropriate options.

Click Publish .

There are two ways to make your PowerPoint for macOS presentation a PDF.

You can save your presentation as a PDF in File > Save As .

You can export your presentation as a PDF file by going to File > Export .

Both methods do the same thing, so you can choose whichever you're more familiar with when you want to create a PDF version of your presentation.

Method 1: Save your presentation as a PDF

Select File > Save As .

Choose the location where you'd like to save your PDF, and then in the File Format menu, choose PDF.

Method 2: Export your presentation as a PDF

In the File Format menu, choose PDF.

Note:  If you’d like to have more options to customize PDF conversions of presentations in PowerPoint for macOS, let us know by providing us feedback. See  How do I give feedback on Microsoft Office? for more information.

Set the print quality of the PDF

Features such as saving notes, saving slides as handouts, including hidden slides in the PDF, or setting the PDF to a smaller file size aren't available. However, you can set the print quality of a PDF to a higher or lower standard.

Tip:  PowerPoint for macOS doesn't preserve hyperlinks in PDFs but if you save your presentation to OneDrive you can open it in PowerPoint for the web and download as PDF from there. PDF files generated from PowerPoint for the web preserve hyperlinks, are accessible, and also tend to have a smaller file size.

You can set the print quality of the PDF to High , Medium , or Low —depending on your need. By default, the print quality is set to High—which is the optimal choice for printing a PDF. Follow these instructions to set the print quality of the PDF:

Click the PowerPoint menu > Preferences .

In the PowerPoint Preferences dialog box, click General .

Under Print Quality (Paper/PDF) , set the Desired Quality to an option of your choice.

Click the File tab, click Download As , and then click Download as PDF . (The file is converted to PDF, and then a dialog box tells you that it is ready to download.

Click Download . A message bar appears to show you that the downloaded PDF file is ready to save to your computer. (The exact message varies depending on the web browser you're using.) 

Click Save As , and then a dialog box appears that allows you to specify where to save the file on your computer.

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How to Convert a PowerPoint Presentation into a PDF: A Comprehensive Guide

In the fast-paced digital landscape of today, effective communication is vital, and PowerPoint presentations have become a standard medium for sharing ideas, whether in classrooms, boardrooms, or online platforms. However, there are instances where you need to ensure that your presentation retains its formatting and can be viewed consistently across various devices. Converting your PowerPoint presentation to a PDF file is the solution, offering universal accessibility and maintaining the integrity of your content. In this comprehensive guide, we will explore the intricacies of converting a PowerPoint presentation into a PDF, addressing common issues, and introducing advanced solutions.

I. Understanding the Significance of Converting PowerPoint to PDF

Converting a PowerPoint presentation into a PDF format is not merely a technical step; it holds significant implications. PDFs are universally accessible, meaning they can be viewed on any device without the need for specific software. Additionally, PDFs ensure that your content remains intact, irrespective of the platform, operating system, or version of the software used to view it.

II. Step-by-Step Guide to Convert PowerPoint to PDF

1.Utilizing PowerPoint Software：Open your PowerPoint presentation. Click on "File" in the menu bar. Select "Save As" and choose PDF as the format. Converting through PowerPoint software offers a straightforward method, ensuring your presentation's basic elements are preserved.

2.Exploring Online Conversion Tools：Research reliable online conversion platforms. Upload your PowerPoint file. Initiate the conversion process. Online converters are convenient, especially for those without PowerPoint software. However, quality may vary, so it's essential to choose a reputable platform.

III. AI Powerpoint Generators: Revolutionizing Presentation Creation

In recent years, AI-powered tools like those offered by Smallppt.com have revolutionized the way presentations are created. These tools analyze your content, generating visually appealing PowerPoint presentations automatically. While these tools are efficient, ensuring a seamless transition from AI-generated PowerPoint to PDF format requires attention to detail.

1.Addressing Formatting Challenges

AI tools may sometimes present formatting challenges, such as misaligned text or skewed images. Ensuring consistency requires manual intervention to refine the presentation before converting it into a PDF.

2.Preserving Interactivity

Preserving interactive elements like hyperlinks and embedded multimedia is essential. When converting an AI-generated PowerPoint to PDF, these elements need to be tested thoroughly to maintain the presentation's interactive nature.

IV. Troubleshooting Common Conversion Issues

Converting presentations can sometimes lead to problems like distorted images, font inconsistencies, or broken hyperlinks. This section will explore these challenges in detail, providing step-by-step solutions.

1.Addressing Distorted Images: Large images can get compressed during conversion. Optimizing image resolution before conversion is crucial to prevent distortions

2. Handling Font Inconsistencies: Fonts might appear different in PDF due to compatibility issues. Embedding fonts or using standard, universally supported fonts ensures consistency across platforms.

3.Fixing Broken Hyperlinks: Hyperlinks can become inactive during conversion. Manually validating and updating hyperlinks after conversion ensures they direct the audience to the intended resources.

V. Enhancing PDF Presentations for Maximum Impact

A PDF presentation isn't merely a static document; it can be enhanced to engage and captivate the audience effectively.

1. Interactive Navigation. Creating internal links within the PDF allows users to navigate easily, enhancing the user experience.

2. Visual Appeal. Utilizing visually appealing graphics and layouts ensures that your PDF presentation is not only informative but also visually engaging.

3. Concise Content. Condensing your content while retaining essential information ensures your presentation is impactful and easy to digest.

VI. Conclusion

Converting a PowerPoint presentation into a PDF is a fundamental skill in today's digital communication landscape. Whether you opt for traditional methods, online tools, or cutting-edge AI-powered solutions, ensuring a seamless conversion process is vital. By understanding the nuances of each method and addressing potential challenges, you can create PDF presentations that are not only visually appealing but also highly functional, ensuring your message reaches your audience effectively.

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How to save microsoft powerpoint presentations as pdf files.

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If you want to share your presentation with someone that doesn’t have Microsoft PowerPoint, you can save and share the file as a PDF. You can also adjust the way the slides appear on the PDF. Here's how.

When you save a PowerPoint presentation as a PDF file, the layout, format, fonts, and images of the presentation will remain the same. This lets users without access to PowerPoint view the presentation (though they are unable to edit it).

First, open the PowerPoint presentation to be saved as a PDF. Select the “File” tab and then click the “Export” option in the left-hand pane.

You’ll then be at the “Create PDF/XPS Document” tab. Here, select “Create PDF/XPS.”

Related: What Is an XPS File and Why Does Windows Want Me to Print to One?

Window’s File Explorer will appear. Select the location in which you would like to save your new file. You can see that the “Save as type” is now PDF. You can also rename the file as you like.

You may also notice the “Optimize for” options at the bottom-right of the window:

• Standard: This is a high-quality version of the document, ideal for when you only plan to publish it online or print it out.
• Minimum Size: This is a lower-quality version of the document. It’s also suitable for publishing online, but ideal for when you need to send the document as an email attachment, as it reduces the size of the file .

You can also set specific options to adjust how the file appears. To do this, click the “Options” button underneath.

The “Options” window will appear, and you have several options to choose from. Here’s a brief overview of what’s available:

• Range: Export all slides, the current slide, or a selection of slides from your presentation.
• Publish Options: You can choose to export only comments, handouts, or outline view here by selecting the “Publish What” option. You’re also able to dictate how many slides appear on each page, flip the slides horizontally or vertically, or give the slides a frame.
• Include Non-printing Information: Include document properties or structure tags.
• PDF Options: Make the document PDF/_A compliant.

Once you’ve adjusted the options, click “OK.”

Finally, back at Windows File Explorer, click “Publish.”

Your PDF is now ready to share.

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PowerPoint won’t save as a PDF: Causes and Fixes

Within Microsoft PowerPoint , you will find that more often than not, your presentation will save as a PDF. This makes sense, given the nature of a PowerPoint as a read only document for anyone that isn’t creating the presentation.

Sometimes though, you may find yourself unable to save the PowerPoint as a PDF. Chances are, if that is the case, then that is why you are here today, reading this article. Thankfully, the fix to this is very simple, but we will first run through what might cause the issue of your PowerPoint presentation not saving as a PDF.

Chances are, the reason your presentation is not saving as a PDF is because of the saving preferences you have set for your work in the past, or the default permissions and allowances of your device. Again, the issue of saving your PowerPoint as a PDF is very simple, and there are actually two ways to do it that we will explore.

So, in order to save your PowerPoint as a PDF, you need to do one of the following. Either save your file as a PDF when deciding what format to save it as , or conversely, utilise the ‘Export’ function of your PowerPoint options.

As is the case with every blog post we write, do not worry if these sentences alone are not enough detail for you to work with. Not only will we break down each of them into step by step guides, but we will then delve deeper into each process, looking at them in a thorough analysis complete with accompanying screenshots in order to best aid your tutorial.

First, we will talk about saving your presentation as a PDF format.

Step by step: PowerPoint won’t save as a PDF: Causes and Fixes

• Open your PowerPoint presentation.
• From the main screen, click the ‘File’ tab at the top of your application.
• Now, click the ‘Save As’ subsection of your ‘File’ options.
• After choosing where to save your document, make sure you name it something you want to.
• Under where you enter your file name will be a bar headed by ‘Save as type’ will be defaulted as ‘PowerPoint Presentation’.
• Clicking this will open a dropdown menu, from which you should select ‘PDF’.
• In order to open the PowerPoint as a PDF after this, make sure you tick ‘Open file after publishing’.
• Choose between ‘Standard’ or ‘Minimum’ sizing for your PDF. This is explained later on.
• Click ‘Save’ to save your changes.

So, your first step will be to open Microsoft PowerPoint. Of course, you can do this via your shortcut on your computer, but if you can’t seem to find that, and you are using a Windows system, then you can simply search for the application in your navigation bar’s search capacity.

After doing this, there will be a tick box just below the box you just accessed the dropdown menu from. It will say ‘ Open file after publishing ’. Make sure this is ticked, as it will open a PDF of your file after you save the changes. 

So, that is the first process completed in its entirety. Now, we will move to the second idea we discussed earlier, which was going to the ‘Export’ tab of your PowerPoint.

Again, we will offer you a step by step first, before moving on to the detailed explanation.

STEP BY STEP: SAVING A POWERPOINT AS A PDF VIA EXPORT SETTINGS

• Click ‘File’, and then click ‘Export’.
• Opt to click ‘Create PDF/XPS Document’.
• Choose where you want your PDF to be saved to, then click ‘Publish’.

Now , you’ll notice that these steps are far shorter than their predecessors. That is because much more of the optional editing you can do is identical to the above, therefore it is fairly nonsensical to cover it again.

Now, you should look to click the box that reads, ‘ Create PDF/XPS ’ which, funnily enough, can be found under the subheading that reads ‘ Create PDF/XPS Document ’.

Thank you for taking the time to read this blog, I hope you found it as helpful as you wanted it to be! As is the case with every blog post we write, if you encounter any issues or simply wish to share some thoughts you may have, then please don’t hesitate to get in touch with a member of our team.

Michael Fontana

Michael Fontana has been the managing director of telecoms and MSP Optionbox for over a decade and has worked in various telecommunication roles over the last 20 years. Michael has been involved in many exciting projects, such as co-founding telecoms and IT businesses and has now built up a team of more than 15 staff, serving over 300 clients nationwide. With a wealth of experience in IT and a passion for technology, Michael is now helping BTP to produce the highest quality guides on the internet. You can connect with Michael on LinkedIn .

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How to Convert PowerPoint to PDF (Step-by-Step)

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In this article, you will learn how to convert PowerPoint into the PDF file format using Microsoft Office.

You DO NOT need any 3rd party software programs, websites, or add-ins to get the job done.

If you have Microsoft Office (I’m using the Office 365 Subscription), there are three ways to convert PowerPoint into the PDF file format.

• Full page slides
• Handouts (with comments, notes, and/or multiple pages per slide)
• An editable Word document (then convert Word to PDF)

Table of Contents

Why bother converting into the pdf file format.

There are two main benefits for converting PowerPoint into the PDF file format:

Benefit #1: It reduces your file size by as much as one-third, making it easier to share and email your file with your colleagues, bosses, and clients.

Benefit #2: It locks down your PowerPoint presentation and protects your content. That way someone can’t just copy and paste the content of your presentation.

If you want to further protect your PowerPoint presentation, you can alternatively add a password to open your presentation. This forces someone to enter the correct password to be able to view and edit your presentation. To see how to password protect a PowerPoint presentation, read our guide here .

Convert PowerPoint to PDF as full page slides

The fastest (and simplest) way to convert your .ppt or .pptx files into the .pdf format, is through the  Save As dialog box. While you will learn how to print your slides in a variety of different formats as a PDF later in this tutorial, saving your presentation as a PDF is the fastest way to do it.

That said, you can only use this method to save your presentation as full-page slides. If you want to print multiple slides per page or include your speaker notes in your PDF, then you will need to use one of the following methods listed below.

1. Open the Save As dialog box

The fastest way to open the Save As dialog box in PowerPoint is by hitting F12 or Ctrl + Shift + S on your keyboard.

The Save As dialog box gives you a variety of different ways you can save your presentation, including converting it into the PDF file format.

2. Open the Save As Type dropdown

Inside the Save As dialog box, open the Save as type dropdown. By default, your PowerPoint presentation will start as the PowerPoint Presentation file type as you can see in the picture below.

3. Select the PDF file format

Inside the Save As Type dropdown you will see all of the different file types you can save your PowerPoint presentation as. including a PowerPoint template, older versions of PowerPoint, PNG, etc.

Scan through the list and find the PDF file format and select it as pictured below.

One of the options worth noting in the Save As Type dropdown is the PowerPoint Template option. 

Creating a PowerPoint template is a great way to save time by creating the custom layouts you and your team specifically want to use for your pitches and presentation.

That said, before you choose this file type, make sure you set up your PowerPoint slide master correctly, so you have a template worth saving. To see how to create a PowerPoint template from scratch like this, read our guide here .

4. Choose a location and/or rename your PDF

Choose a location on your computer to save your PowerPoint presentation as a PDF. You can also rename the file if you choose.

It is important to note that because the PowerPoint and PDF file types are different, you do not need to worry about overwriting your original PowerPoint presentation with the PDF version of your presentation that you are creating.

If you make no selection, your converted PDF file will save to the last place you saved your presentation with its existing name.

5. Click Save

Once you have made all of the selections above, simply click Save to start the PowerPoint to PDF conversion process.

Once the conversion process is complete, the PDF version of your presentation will open for you to review. This is a great time to look through your PDF to make sure you didn’t lose any of your content.

6 Types of PowerPoint Content That Will Not Convert to a PDF

Because the PDF file format is meant for printing (not presenting graphics), there are six different types of PowerPoint content you will lose in the PDF conversion process.

Below I’ve listed the type of content you will lose, and any workarounds if they exist.

1. PowerPoint Animations

So there is a NEW workaround you can use to get your animations into the PDF file format using some VBA code.

On his blog, Neil Mitchell has written a macro you can install to convert your PowerPoint animations into the PDF file format.  See details on Neil’s blog here .

On the flip side, if you don’t install that macro, all of your PowerPoint animations will be removed when you convert PowerPoint to PDF.

This means that all your animated objects will be left where they are on your slide. It doesn’t matter what type of animation you had applied to them either (appear, disappear or motion path effect).

For example, if you have a list of bullet points with the Appear Animation effect applied to them, your bullets will just appear (as they are) without the animations applied to them.

Thankfully, you will not lose your bullet points.

2. Off-slide content

All off-slide content including your speaker notes, comments, formatting guides and/or graphics outside of your slide space are removed when you save your presentation as a PDF. For example, all of the content to the right of slide in the picture below counts as off-slide content as it is not on the slide itself. As such, it will be removed.

If you have off-slide content that you don’t want removed, make sure to sweep through your presentation and move it onto your slide before you save your presentation as a PDF.

3. Slide transitions and special effects

All slide transitions and timings are removed in the PDF file format.

If you need to keep your transitions and other other effects, you will want to use a different method for protecting your presentation.

4. Zoom transitions

The PDF file format does support hyperlinks, and because Zoom Transitions are a fancy form of hyperlinks, the links between your slides will properly convert to the PDF file format.

That said, the Zoom Transition effect will not convert to the PDF file format. Only the hyperlink between the slides you are Zooming between.

To learn all about hyperlinking in PowerPoint (including zoom transition),  see our guide here .

5. Zoom Transitions

If you have the Microsoft Office 365 Subscription, any 3D models will automatically be converted into a static picture.

As a side note, this is a great way to reduce your PowerPoint file size. Simply swap out any 3D models with static photos. To learn 6 different ways to compress your PowerPoint presentations,  read our article here .

6. Videos, audio and other media file types

All media files in your presentation will be converted into static pictures. The static image will either be the first frame of your video or the the poster frame you set for your video.

On top of that, any audio files, narrations and other media files will be removed from your presentation. The PDF file format is not a media rich format.

Converting Speaker Notes and Multiple Slides per Page into the PDF file format

To convert your speaker notes into the PDF file format or print your presentation with multiple slides per page, you’ll need to use the Microsoft Print to PDF printer and adjust your print layout.

The following steps assume that you have already added speaker notes to your presentation and have properly set up your Notes Master and/or your Handout Master . To learn all about how to add and format your speaker notes in PowerPoint, read our guide here .

To expand your knowledge and learn more about printing multiple slides per page in PowerPoint, read our guide here .

1. Open the Print dialog box

The fastest way to open the Print dialog box is using the Ctrl + P keyboard shortcut.

If you don’t like keyboard shortcuts, you can alternatively:

• Click the File tab
• Select Print in the backstage view

If you want to expand your knowledge and learn the top 25 PowerPoint shortcuts that will save you time, read our guide here .

2. Select the Microsoft Print to PDF printer

Inside the Print dialog box, open the Printer dropdown and select the Microsoft Print to PDF printer.

The Microsoft Office Suite includes this Microsoft Print to PDF printer so that you can quickly and easily turn any Microsoft Office document into the PDF file format. You do not need to buy any third-party software or applications to do this.

3. Select the correct Notes Page or Handout layout

Next make the proper layout selection based on how you want your PDF presentation to look.

If you want your Speaker Notes below your slide, you will want to select the Notes Pages layout (picture on the left). If you want to print multiple slides per page, select the appropriate Handouts layout (picture on the right).

4. Click Print

After making any other final printing adjustments or customizations, click Print .

5. Choose a location and name for your PDF

Inside the  Save As Print Output dialog box, select a location on your computer to save your PDF and name the file.

While you can just print to your desktop, I recommend saving the PDF in the appropriate client or project folder so you do not forget where it is. You also do not need to worry about your PDF overwriting your original PowerPoint presentation as the PowerPoint and PDF file types are different.

6. Click Save

Although we are printing your presentation as a PDF with speaker notes or multiple slides per page, the final step is to click Save (not print).

This saves your presentation in the PDF file format with your speaker notes below your slides.

Final Thoughts

So those are the two different ways you can convert PowerPoint into the PDF file format, natively within the Microsoft Office program.

If you plan on converitng your presentation into the PDF file format, remember that not all types of PowerPoint content will properly convert. In this case, make sure you build your presentation with the conversion process in mind, avoiding things like animations, videos or special effects that cannot be translated into the PDF file format.

You can use these same techniques to convert your other office documents into the PDF file format too.

If you enjoyed this tutorial, you can learn more about our free PowerPoint training courses and other helpful presentation resources here .

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How To Save Powerpoint as PDF With Notes

May 1, 2023 by Hung Nguyen

A reliable method to save a PowerPoint presentation as a PDF document with all its notes attached.

When you convert a PowerPoint file to PDF format, only the slides will be exported. However, if you want to include any notes you’ve added onto each slide, you’ll need to “Print” the PowerPoint file as a PDF. This way, all your added notes will be included below each corresponding slide.

How To Save Powerpoint as PDF With Notes Included

Open your PowerPoint presentation.

Click “File,” then “Print.”

Go to the “Show Details” section.

Choose “Notes” from the “Layout” dropdown.

Choose “Save as PDF” from the “PDF” dropdown, and click “Save.”

How to print and save a PPT as a PDF, with all its notes attached

Including your notes will still allow you to adjust the paper size, slide range to save, and all the standard options included within Microsoft PowerPoint. Watch out for the size and number of slides each page will display and use the preview tool to make sure all your notes are visible.

How To Save Powerpoint as PDF Without Notes

If you don’t have any notes or don’t need them, you can simply convert the PowerPoint file to a PDF document. Microsoft Office allows this directly from the file itself. If you don’t have access to costly software, Smallpdf offers the most popular online tool to convert PPT to PDF without the need for Adobe Acrobat and such.

• Go to the PPT to PDF tool to get started.
• Drag your PowerPoint in to create a PDF.
• The tool should process the file instantly.
• Download your new PDF file.

Saving PPT to PDF, hassle free

Our platform can do a lot more than convert to PDF. After saving the document to PDF format, you can also use our service to convert all the slides per page to other formats, such as JPG, Excel, or Word. If your file is particularly large, you can use our compression tool to reduce the size of your file.

When we turn PowerPoints into PDFs, each PDF page will contain identical data and formatting to each original slide. To top it off, you can even present each of these PDF files as if it were a presentation by going full screen. Check out our guide on how to Present a PDF like a PPT to find out more.

How To Save a Powerpoint With Notes To Other Formats

You can combine the two processes described above to do this. First, use Microsoft PowerPoint to open your file and print it as a PDF document with all the notes included. Then, go to Smallpdf’s PDF Converter and convert the slides saved in PDF format to Word or Excel. If you need to convert to JPG, try our PDF to JPG converter.

Need to make more changes to your PDF? Make sure to check out our 20+ PDF tools that will help you perfect your documents:

• Compress - Shrink your PDFs to an email-ready size
• Protect - Add a password to your PDF.
• eSign - Create and request signatures.
• Merge - Combine multiple PDFs into one.

Hope you found this article helpful and good luck with your presentations!

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How To Save PowerPoint as PDF

Learn the simple and effective steps to convert your powerpoint presentations into pdf format with notes included.

Jessica Behrens

February/22/2024

Converting PowerPoint presentations to PDF format offers several benefits. Firstly, PDF files are universally compatible across various devices, ensuring no loss in formatting or quality. They are also typically smaller in file size compared to their PowerPoint counterparts, making them easier to share and distribute. Additionally, printing handouts and notes becomes more straightforward when using the PDF format.

Why Convert PowerPoint to PDF?

Saving powerpoint as pdf on windows and mac.

On Windows:

• Open PowerPoint: Start by opening your PowerPoint presentation.
• File Menu: Navigate to the File menu and select Export.
• Create PDF/XPS Document: Choose this option and then hit the 'Create PDF/XPS' button.
• Save Location: Pick a location to save your PDF file.
• Publish: After confirming the file name and settings, click 'Publish'.
• Open Presentation: Launch the PowerPoint file you wish to convert.
• Export To PDF: From the File menu, select 'Export To' and then choose PDF.
• Save File: Choose where to save your new PDF and confirm the file name.
• Convert: Click 'Save' to begin the conversion process.

Customizing the Export to PDF

Export Options:

• Choose what to export (slides, handouts, notes pages, or an outline).
• Select specific slides for conversion.
• Adjust image quality settings for the PDF.

Embedding Fonts:

• On Windows: Go to File; Export; Create PDF/XPS Document, click Options, and check 'Embed fonts in the file'.
• On Mac: Select File; Export To; PDF, click Options, and check 'Embed font information'.

Saving and Printing PowerPoint with Notes

• Open Presentation: Start with your PowerPoint file opened.
• Save As PDF with Notes: Go to File - Save As, select PDF from the dropdown, and under Options, choose 'Notes pages'.
• Printing Options: To print your presentation with notes, go to File - Print, select 'Notes Pages' under Settings, and choose 'Print'.

Converting PowerPoint presentations to PDF with notes is a valuable skill for professionals and students alike. It ensures your presentations are easily shareable and retain their intended format across different platforms. By following these steps, you can quickly transform your PowerPoint files into versatile, high-quality PDFs.

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How To Save PowerPoint Presentations As PDF Files

Published: August 20, 2023

Benefits of Saving PowerPoint Presentations as PDF Files

When it comes to sharing and distributing PowerPoint presentations, converting them into PDF files offers numerous advantages. Here are some key benefits of saving PowerPoint presentations as PDF files:

• Preserved Formatting: One of the major advantages of saving a PowerPoint presentation as a PDF file is that it preserves the formatting and layout of the original document. This ensures that your presentation appears exactly as you intended, regardless of the device or software used to open it.
• Universal Compatibility: PDF files are universally compatible and can be easily opened on any device, including desktop computers, laptops, tablets, and smartphones. This makes it convenient for recipients to access and view your presentation without worrying about compatibility issues.
• Security: PDF files offer enhanced security options, allowing you to secure your presentation and restrict access or editing capabilities. You can password protect the PDF file, preventing unauthorized users from making changes or copying content from your presentation.
• Smaller File Size: Converting a PowerPoint presentation into a PDF file often results in a smaller file size compared to the original presentation file. This makes it easier and quicker to send the file via email or upload it to online platforms without experiencing any file size limitations.
• Embed Multimedia: PDF files offer the ability to embed multimedia elements, such as audio or video, into your presentation. This allows you to create interactive and engaging presentations while still ensuring compatibility across different devices and platforms.
• Easier Printing: PDF files provide a standardized format for printing, ensuring that your presentation maintains its layout and design when printed. This is particularly useful if you need to distribute hard copies of your presentation to clients, colleagues, or attendees of a live event.

By saving your PowerPoint presentations as PDF files, you can take advantage of these benefits and ensure that your audience can access, view, and print your presentations with ease, no matter which device or software they are using.

How to Save a PowerPoint Presentation as a PDF File on Windows

If you are using a Windows computer, you can easily save a PowerPoint presentation as a PDF file by following these simple steps:

• Open the PowerPoint presentation you want to save as a PDF.
• Click on the “File” tab located in the top-left corner of the screen.
• From the dropdown menu, select “Save As.”
• Choose a location on your computer where you want to save the PDF file.
• In the “Save As” dialog box, navigate to the “Save as type” dropdown menu and select “PDF (*.pdf)”.
• Click the “Save” button to convert and save the PowerPoint presentation as a PDF file.

Upon completion, you will have a PDF file of your PowerPoint presentation that can be easily shared, printed, or viewed on any device. It’s worth noting that the conversion to PDF may take a few moments, depending on the size of your presentation.

By following these steps, you can ensure that your PowerPoint presentation is in a format that can be accessed and viewed by anyone, regardless of the software or operating system they are using.

How to Save a PowerPoint Presentation as a PDF File on Mac

If you are using a Mac computer, saving a PowerPoint presentation as a PDF file is a straightforward process. Here’s how you can do it:

• Click on the “File” menu located in the top-left corner of the screen.
• From the dropdown menu, select “Save As”.
• Choose a location on your Mac where you want to save the PDF file.
• In the “Save As” dialog box, click on the “Format” dropdown menu.
• Select “PDF” as the format option.

After completing these steps, your PowerPoint presentation will be saved as a PDF file on your Mac. This file can now be easily shared, printed, or viewed on any device, ensuring compatibility and consistent formatting.

It’s important to note that the conversion process may take a few moments, especially for larger presentations. Once the conversion is complete, you can locate the PDF file in the designated location on your Mac.

By following these simple steps, you can quickly convert your PowerPoint presentations into PDF files, making them easily accessible to others, regardless of the operating system or software they are using.

How to Save a PowerPoint Presentation as a PDF File on PowerPoint Online

If you are using PowerPoint Online, the web-based version of PowerPoint, you can also save your presentations as PDF files. Here’s how you can do it:

• Open the PowerPoint presentation you want to save as a PDF on PowerPoint Online.
• Click on the “File” tab located in the upper-left corner of the screen.
• In the sidebar that appears, click on the “Save As” option.
• Choose a location where you want to save the PDF file.
• Click on the “Save as PDF” option in the dropdown menu.

After following these steps, your PowerPoint presentation will be saved as a PDF file on PowerPoint Online. You can now download the PDF file or share it with others.

PowerPoint Online ensures that the formatting and layout of your presentation are preserved in the PDF format. This means that recipients will be able to view the presentation exactly as you intended, regardless of the device or software they are using.

By using PowerPoint Online, you can conveniently save your presentations as PDF files directly from your web browser, without the need to install any additional software. This makes it easier to collaborate and share your presentations with others, regardless of their location or the devices they are using.

Additional Tips for Saving PowerPoint Presentations as PDF Files

When saving PowerPoint presentations as PDF files, it’s important to keep in mind a few additional tips to ensure the best results. Consider the following tips:

• Check for Compatibility: Before saving your presentation as a PDF, double-check that all fonts, images, and multimedia elements are compatible with the PDF format. This will help avoid any issues with missing or distorted elements in the final PDF file.
• Optimize Images: If your presentation contains high-resolution images, consider optimizing them before saving as a PDF. By compressing the images, you can reduce the overall file size of the PDF without compromising image quality.
• Set the Print Quality: Adjust the print quality settings before saving as a PDF. If you require high-quality prints, choose a higher print quality option. However, for online sharing or screen viewing, a lower print quality option can help reduce the file size.
• Create Bookmarks: To enhance navigation within the PDF file, consider adding bookmarks. Bookmarks allow readers to jump directly to specific sections or slides within the presentation, making it easier for them to access relevant information.
• Provide Alt Text: To ensure accessibility, add alt text to images and graphics in your PowerPoint presentation before saving as a PDF. This will ensure that individuals using screen readers can understand the content and context of the visuals.
• Review the PDF File: After saving your presentation as a PDF, take the time to review the document to ensure that everything appears as intended. Check for any formatting issues, missing elements, or other discrepancies that may have occurred during the conversion process.

By keeping these tips in mind, you can optimize the quality, accessibility, and compatibility of your PowerPoint presentations when saving them as PDF files. This will ensure that your audience has a smooth and seamless viewing experience.

FAQs about Saving PowerPoint Presentations as PDF Files

Here are some frequently asked questions about saving PowerPoint presentations as PDF files:

• Can I edit the PDF file after saving it?

No, the PDF file is a static format, and the content cannot be edited directly. However, you can make changes to your original PowerPoint presentation and save it as a new PDF file.

• Do PDF files retain animations and transitions from the original presentation?

No, PDF files do not support animations and transitions from PowerPoint presentations. The PDF will display static images of the slides and the content without any animations.

• Can I convert password-protected PowerPoint presentations to PDF?

Yes, you can convert password-protected PowerPoint presentations to PDF files. However, the PDF file will retain the same password protection, requiring users to enter the password to access the content.

• What if my PowerPoint presentation has hyperlinks?

Hyperlinks within the PowerPoint presentation will be preserved in the PDF file. Users can click on the hyperlinks in the PDF to navigate to external websites or other slides within the presentation.

• Can I save individual slides as separate PDF files?

Yes, you have the option to save individual slides as separate PDF files. In PowerPoint, you can choose to save a range of slides or use the “Save As” function to save each slide as an independent PDF file.

• Can I convert a PDF back to a PowerPoint presentation?

While it is technically possible to convert a PDF back to a PowerPoint presentation, the process may not always result in the original formatting and layout. It is usually more efficient to make changes in the original PowerPoint file rather than converting from PDF.

These are some common questions that arise when saving PowerPoint presentations as PDF files. By understanding these factors, you can make informed decisions and effectively share your presentations in PDF format.

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Convert PPT to PDF without Changing Font | 3 Methods

Professionals or students definitely need PDFs of their presentations. However, the fonts are usually changed during the data transformation, negatively affecting the presentation's look and ease of reading. Font consistency is essential to maintaining the slides' design and professional aspects. Luckily, it is possible to convert PPT to PDF without changing font online and offline. Keep reading to learn more.

Why Does the Font Change When Converting PPT to PDF?

When converting PowerPoint presentations to PDF, one common problem is that the font frequently changes. This can be for several reasons, such as the exported PDF differing in appearance from the presentation. Flaws of this nature can be minimized if one understands why they arise during the conversion process in the first place. Here are the primary factors contributing to font changes: Here are the primary factors contributing to font changes:

• Changes in font preparation and integration with other programs.
• Strings containing font folders incorrectly embedded in PowerPoint.
• PDF reader automatically uses the default font instead of the fonts designed for the project.
• During conversion, the system does not support certain font types for publication.
• The system is replacing unsupported fonts with the nearest metric fonts.
• Licensing downloadable fonts means licensing downloadable fonts, which needs improvement and leads to compatibility problems.
• Some fonts are not allowed or visible in some PDF viewers, where they are replaced during conversion.

Way 1. Convert PPT to PDF without Changing Font via SwifDoo PDF

SwifDoo PDF is a highly professional tool that is created to manage PDF conversion processes efficiently.

Benefits of SwifDoo PDF

SwifDoo PDF provides a good-looking and functional panel and powerful tools for converting PDFs . It guarantees the production of high-quality output with less effort. it is most suitable for users who want to have their fonts converted from one format to another without significant quality changes.

Some other features include:

• Split pages, merge PDFs, compress PDFs, and other files.
• Use passwords to reduce the risks of other individuals' cuttings and modify the program.
• SwifDoo AI allows users to summarize documents, translate text, rewrite, and even proofread PDF documents.
• With the help of SwifDoo PDF, one can efficiently utilize PDF documents at the workplace to increase work efficiency.

Now, let's see how to use SwifDoo PDF. Download the tool and follow us.

1. Open SwifDoo PDF > Go to the top toolbar, click Convert > Next, select Office to PDF .

2. Add all the PowerPoint documents to convert them > Select a location.

3. Click on the Start option.

After the conversion, you can view the PDF by clicking the Open File button. If necessary, you can edit the PDF to make it even better. Select Edit or Annotation from the two menus to display the options.

Following these steps, you can easily convert a PowerPoint to a PDF without changing the font, ensuring your presentation looks precisely as intended. Swifdoo PDF allows you to convert PPT to PDF without losing the quality ! To enjoy all features, click to get the 7-day free trial.

Check this guide if you want to present the PDF like a PowerPoint:

How to Present A PDF Like A PowerPoint | 3 Solutions

Want to know how to present a PDF like a PowerPoint? This guide will show you 3 ways to present PDF in full screen for presentation.

Way 2. Convert PPT to PDF without Changing Font with Microsoft PowerPoint

Microsoft PowerPoint offers robust features to export presentations to PDFs while maintaining the original fonts. Using PowerPoint ensures compatibility and preserves animations, transitions, and fonts. It is a convenient option for users who are already familiar with the software and do not want to install additional tools.

Microsoft PowerPoint is appropriate if you do not plan to edit PDFs. It helps regulate the size of the PDF file you want to create. Nonetheless, such benefits will be associated with higher file size, and smaller files will imply file quality loss.

1. Open your PPT file in Microsoft PowerPoint.  Click the  File menu at the top left corner of the screen .

2. Choose Export , Create PDF/XPS Document , and click Create PDF/XPS . Save the file.

3. Click on the change beside the Publish as PDF or XPS box, give the file a new name, and choose the location. Click Options to adjust other settings.

4. Click Publish .

By embedding fonts in the file, PowerPoint ensures that the fonts used in the presentation are preserved in the converted PDF, maintaining the original design and layout.

Way 3. Convert PPT to PDF without Changing Font with Online Converter

Online converters offer a convenient way to convert PPT to PDF without changing font, especially if you prefer not to install additional software. Online tools are accessible from any device and do not require software installations. They are an excellent option for quick conversions and users needing a solution.

If you do not wish to download the software, other online tools will help you finish the conversion. However, uploading sensitive or proprietary presentation files carries risks.

1. Visit a reliable online converter like Smallpdf.

2. Upload your PPT file: Click the Choose File button and select your presentation.

3. Convert the file: Click Convert  to start the process.

4. Download the PDF: Once the conversion is complete, download the PDF file

Most online converters include fonts during the conversion phase so that the final PDF will resemble the presentation's look. You can use Smallpdf and similar online converters to convert PowerPoint to PDF without changing the font online.

Additional Tips for Ensuring Font Preservation

Besides using the above methods, here are some additional tips to ensure fonts remain unchanged during conversion:

▶️ Use Standard Fonts: It is advisable to stick to common fonts that are most likely to be included in the document when printed and are bound to be supported on most platforms.

▶️ Embed Fonts in PowerPoint: Just before converting the file, ensure that the PowerPoint has the fonts used in it embedded by going like this: "File," then select "Options," then "Save," and finally check the "Embed fonts in the file."

▶️ Update Software: To maximize the benefits afforded by font-related features, it is recommended that the most recent version of PowerPoint and the selected PDF conversion tool be used.

▶️ Check PDF Settings: When you are in your PDF conversion options, you will see settings that say something about the fonts. Ensure that they are active.

Bottom Line

Converting PPT to PDF without altering the font is crucial, especially for those with strict guidelines on the layout of their presentation. Whether you engage SwifDoo PDF, Microsoft PowerPoint, or an online converter, specific procedures will help maintain the fonts.

For that reason, select the most appropriate PPT to PDF converter to facilitate your work and the availability of resources. Do not allow changes in the fonts to destroy the face value of your presentations. If you also want to edit the PDF after conversion, try SwifDoo PDF!

Lena has been in the editing industry for 8 years. She is familiar with a variety of products that can make things easier, such as PDF tools, video recording software, iOS location changer, etc. She enjoys sharing her knowledge with users to help them solve problems in their work and life. In her spare time, she likes to play with her cat.

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Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it.

Select File > Export .

Click Create PDF/XPS Document , then click Create PDF/XPS .

In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box.

Optionally, if you want to change what the final PDF file is like, do any of the following:

At Optimize for , select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

Click Options to set how the presentation will appear as a PDF. Here are some of the available options:

To save the current slide only as a PDF, under Range , select Current slide .

To save specific slides as PDF, in Slides(s) , enter the slide number range in From and To boxes.

If you don't want to save slides, but instead only save comments, handouts, or Outline view, under Publish what , select an appropriate option. You can also specify the number of slides to appear in Slides per page dropdown box, and modify the order ( Horizontal or Vertical ).

You can choose to include frame slides, hidden slides, comments, ink, non-printing information such as Document properties or Document structure tags, in your PDF by selecting the appropriate options.

Click Publish .

There are two ways to make your PowerPoint for macOS presentation a PDF.

You can save your presentation as a PDF in File > Save As .

You can export your presentation as a PDF file by going to File > Export .

Both methods do the same thing, so you can choose whichever you're more familiar with when you want to create a PDF version of your presentation.

Method 1: Save your presentation as a PDF

Select File > Save As .

Choose the location where you'd like to save your PDF, and then in the File Format menu, choose PDF.

Method 2: Export your presentation as a PDF

In the File Format menu, choose PDF.

Note:  If you’d like to have more options to customize PDF conversions of presentations in PowerPoint for macOS, let us know by providing us feedback. See  How do I give feedback on Microsoft Office? for more information.

Set the print quality of the PDF

Features such as saving notes, saving slides as handouts, including hidden slides in the PDF, or setting the PDF to a smaller file size aren't available. However, you can set the print quality of a PDF to a higher or lower standard.

Tip:  PowerPoint for macOS doesn't preserve hyperlinks in PDFs but if you save your presentation to OneDrive you can open it in PowerPoint for the web and download as PDF from there. PDF files generated from PowerPoint for the web preserve hyperlinks, are accessible, and also tend to have a smaller file size.

You can set the print quality of the PDF to High , Medium , or Low —depending on your need. By default, the print quality is set to High—which is the optimal choice for printing a PDF. Follow these instructions to set the print quality of the PDF:

Click the PowerPoint menu > Preferences .

In the PowerPoint Preferences dialog box, click General .

Under Print Quality (Paper/PDF) , set the Desired Quality to an option of your choice.

Click the File tab, click Download As , and then click Download as PDF . (The file is converted to PDF, and then a dialog box tells you that it is ready to download.

Click Download . A message bar appears to show you that the downloaded PDF file is ready to save to your computer. (The exact message varies depending on the web browser you're using.) 

Click Save As , and then a dialog box appears that allows you to specify where to save the file on your computer.

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Convert Pdf To PowerPoint

Convert pdf to powerpoint with this easy to use and fast pdf converter. you can convert a pdf to powerpoint, choosing either ppt or pptx. turn your documents into presentation with this online tool..

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Learn how to embed the fonts in your presentations or documents and share them with others

How to Efficiently Use the PDF2Go Chrome Extension

The article explains how to efficiently use the PDF2Go chrome extension

How to Insert a PDF Into a PowerPoint

Add a PDF to your PowerPoint presentation – either as an object or as an image.

Dictionary & File Formats

PDF is short for Portable Document Format. PDF documents can contain formatted text, different fonts, hyperlinks, images, and even media such as sounds and videos.

A JPG (or extended JPEG, Joint Photographic Experts Group file) is an image file format.

OCR is short for Optical Character Recognition. This process is used to recognize the visual representation of text, for example in an image.

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