Save a file as a pdf

The Portable Document Format (PDF) file format was designed to ensure that fonts and formatting look the same even when viewed on different types of devices. Thus many platforms and people will prefer or even require you to submit files as PDFs.

• Most software packages allow you to save or export files as PDFs.
• You can also print to PDF from any software that allows printing.

Below are instructions current at the time this article was written. If your application isn’t listed below, do a web search for the app name and “save as PDF” for the most up-to-date instructions.

Microsoft Office/Office 365 (Word, Excel, PowerPoint)

1. Click File.
2. Choose Save as PDF.
3. Click More Options and then Options. In the window that appears make sure the check boxes for Document Properties and Document Structure Tags for Accessibility are checked.
4. Choose where to save the file, edit the filename (optional), and click Save.

Apple iWork (Pages, Numbers, Keynote)

1. Open the file in the appropriate iWork app.
2. Click File.
3. Choose Export to…
4. Choose PDF.
5. Set export options by clicking Advanced Options and making sure Accessibility is set to on. 
6. Enter a filename, choose where to save, and click Export.

Google Suite (Drive, Docs, Sheets, Slides)

1. Open the file in the appropriate Google app.
2. Click File.
3. Choose Download as…
4. Choose PDF.
5. Depending on your browser settings, the PDF will download to your default folder (such as Downloads) folder or show a dialog window prompting you to choose where to save it.

LibreOffice (Writer, Calc, Impress, Draw)

1. Click File.
2. Choose Export.
3. Choose Export as PDF.
4. Under the General tab make sure Universal Accessibility PDF/UA and Tagged PDF (add document structure) are selected.
5. Click Export.

Print to PDF 

Please note that creating a PDF through this method creates an inaccessible version of the PDF, and the PDF will need to be remediated using the steps outlined in Adobe Acrobat: Make PDFs Accessible.

Windows ()

1. Click File.
2. Choose Print.
3. Choose Adobe PDF from the list of available printers.
4. Click Print.
5. Enter a filename, choose where you wish to save it, and click Save.

macOS ()

1. Click File.
2. Choose Print.
3. Choose Save as Adobe PDF from the list of available printers.
4. Customize settings if needed (uncommon) and click Continue.
5. Enter a filename, choose where you wish to save, and click Save.

Questions?

If you have any additional questions or problems, don't hesitate to reach out to the Help Desk!

Phone: 610-526-7440 | Library and Help Desk hours
Email: help@brynmawr.edu | Service catalog
Location: Canaday Library 1st floor