Save or convert to PDF or XPS in Project desktop - Office Support (microsoft.com)
You can use the Office programs to save or convert your files to PDFs so that you can share them or print them using commercial printers. And you won’t need any other software or add-ins.
Use PDF format when you want a file that:
Looks the same on most computers.
Has a smaller file size.
Complies with an industry format.
Examples include resumes, legal documents, newsletters, files that are intended to be read (not edited) and printed, and files that are intended for professional printing.
Important: Many programs, including Microsoft Word, have the ability to open and edit PDF files. Simply sharing something as a PDF is not sufficient to guarantee the recipient can't edit the file.
To export or save as PDF, in your Office file, on the File menu, click Export or Save As.
Choose File > Export > Create PDF/XPS.
If the properties of your Word document contains information that you do not want included in the PDF, in the Publish as PDF or XPS window, choose Options. Then select Document and clear Document properties. Set any other options you want and choose OK.
For more information about document properties, see View or change the properties for an Office 2016 file.
In Publish as PDF or XPS, navigate to where you want to save the file. Also, modify the file name if you want a different name.
Click Publish.
More about PDF options
To make a PDF file from only some of the pages in your document, choose an option under Page range.
To include tracked changes in the PDF, under Publish what, select Document showing markup. Otherwise, make sure Document is selected.
To create a set of bookmarks in the PDF file, select Create bookmarks using. Then, choose Headings or, if you added bookmarks to your document, Word Bookmarks.
If you want to include document properties in the PDF, make sure Document properties is selected.
To make the document easier for screen-reading software to read, select Document structure tags for accessibility.
ISO 19005-1 compliant (PDF/A) This option outputs the PDF document as version 1.7 PDF, which is an archiving standard. PDF/A helps to insure that a document will look the same when it’s opened later on a different computer.
Bitmap text when fonts may not be embedded If fonts can't be embedded into the document, the PDF uses bitmap images of the text so that the PDF looks the same as the original document. If this option isn’t selected and the file uses a font that can't be embedded, then the PDF reader might substitute another font.
Encrypt the document with a password To restrict access so only people with the password can open the PDF, select this option. When you click OK, Word opens the Encrypt PDF Document box, where you can type and re-enter a password.
Open and copy content from a PDF with Word
You can copy any content you want from a PDF by opening it in Word.
Go to File > Open and browse to the PDF file. Word opens the PDF content in a new file. You can copy any content you want from it, including images and diagrams.
Portable Document Format (PDF) preserves document formatting and enables file sharing. When the PDF format file is viewed online or printed, it retains the format that you intended. The PDF format is also useful for documents that will be reproduced using commercial printing methods. PDF is accepted as a valid format by many agencies and organizations, and viewers are available on a wider variety of platforms than XPS.
XML Paper Specification (XPS) is an electronic file format that preserves document formatting and enables file sharing. The XPS format ensures that when the file is viewed online or printed, it retains exactly the format that you intended, and that data in the file cannot be easily changed.
Important: Most modern web browsers can open and display a PDF file. If you have an older operating system, however, you may need a PDF reader installed on your device such as the Acrobat Reader, available from Adobe Systems.