Save As or convert a publication to .pdf or .xps using Publisher

Applies To
Publisher for Microsoft 365 Publisher 2021 Publisher 2019 Publisher 2016 Publisher 2013 Publisher 2010

Important

After October 2026, Microsoft Publisher will no longer be supported. Microsoft 365 subscribers will no longer have access. Learn more about Publisher retirement.

If you created a publication that you want to share with others who don't have Publisher, you can save it as a PDF (Portable Document Format) or XPS (XML Paper Specification) file. Commercial printers often prefer to receive a PDF file for printing.

Save your publication in PDF or XPS format

Choose PDF if you want to save your publication in a format that can be easily shared and is used by many commercial printers. Choose XPS if you want to save your publication with even greater compression than PDF format. Read more about PDF and XPS formats.

  1. Click File > Export > Create PDF/XPS Document > Create PDF/XPS.
    Create PDF/XPS button on the Export tab in Word 2016.
  2. For File name, type a name for the publication.
  3. For Save as type, select either PDF or X PS Document.
  4. Click Options and choose the publish option best for online or print viewing of your publication:
    Minimum Size Use this option for online viewing as a single page
    Standard Use this option for online distribution such as email when a recipient might print the publication on a desktop printer
    High Quality Printing Use this option for either desktop or copy shop printing
    Commercial Press This option creates the largest and highest quality files for commercial printing
    Publish Options
  5. Click OK, and click Publish.

About PDF and XPS formats

Both file formats are designed to provide read-only documents with optimal printing qualities. They also embed all needed fonts, preserve metadata, and can include hyperlinks.

The recipients need the appropriate viewer for the file format before they can view your files.

Note

These formats provide a way for others to view your publication only. The resulting files cannot be changed in Publisher.

File format Advantages Notes
PDF (.pdf)
  • Saves CMYK, spot color, and process color, as well as spot color in CMYK and PANTONE® — the formats that are preferred by commercial printers.
  • Provides high-quality printable documents.
  • Includes alternative text for images or imaged text.
  • Embeds all needed fonts into a file before printing.
  • Provides searchable text and hyperlinks.
  • Preserves any metadata that is associated with the file.
 Needs Adobe Acrobat Reader.
XPS (.xps)
  • Provides Information Rights Management so the file owner controls who can open the file. Recipients who have not been granted rights cannot view the XPS file.
  • Provides high-quality printable documents.
  • Includes alternative text for images or imaged text.
  • Embeds all needed fonts into a file before printing.
  • Provides searchable text and hyperlinks.
  • Preserves any metadata that is associated with the file.
 Needs the correct viewer, available as a downloadable add-in from Microsoft.