Microsoft Office Reference Guide

Mar 26, 2004

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Microsoft Office 2007 has a nifty new features which enables you to output from a number of the programs in either PDF or XPS format.

Portable Document Format (PDF) PDF is a fixed-layout electronic file format that preserves document formatting and enables file sharing. The PDF 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. The PDF format is also useful for documents that will be reproduced by using commercial printing methods.

XML Paper Specification (XPS) XPS is a fixed-layout 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.

The only problem is that the Add In is not part of the suite itself and must be downloaded and installed separately. Here is the link.

System Requirements are as follows, the supported Operating Systems are: Windows Server 2003; Windows XP Service Pack 2

This download works with the following Office programs:

Microsoft Office Access 2007
Microsoft Office Excel 2007
Microsoft Office InfoPath 2007
Microsoft Office OneNote 2007
Microsoft Office PowerPoint 2007
Microsoft Office Publisher 2007
Microsoft Office Visio 2007
Microsoft Office Word 2007

Installing the add-in puts it in any of the above programs that are part of your Office installation.

In an update on PowerPoint, I covered Cliff Atkinson’s concept of "Beyond Bullet Points" of moving the bullets to the Notes pages.

Atkinson loves the idea of outputting to PDF for his handouts, and by putting the bullet information into the Notes panel, he makes his slides more expressive and dynamic, less distracting to the audience, but he maintains accountability for details.

All a presenter needs to say is that the technical material is in the PDFs, while he can concentrate on making the message he delivers in the actual presentation as powerful as possible.

Figure 1247

To output PowerPoint Notes or any Office document to PDF or XPS, you use the Office Button (shown here in PowerPoint 2007).

Figure 1248

Select from a drop down menu whether to Publish to PDF or XPS. In terms of PowerPoint, you would use the Options dialog box to select to print Notes pages. Minimum Size (Publishing Online) options let you compress your images and keep file sizes down. If you want good print quality you would also want to output a version in Standard Publishing to make sure everything is sharp.

Figure 1249

Publish to PDF gives you a nice handout document with the notes panel below the slides. After the conversion, Office opens the document in your default PDF Reader, generally Acrobat. If you have the full version of Acrobat you could also edit the document; otherwise return to the Office application that created the document, make changes, and rerun the conversion.

Figure 1250

Publish to XPS has with similar options and simply involves choosing the other output option from the drop down menu.

Figure 1251

The additional options let you choose which slides and in what format — to follow Beyond Bullet Points we’ll choose Notes pages. But this time they will not go to a print document but instead be posted in a series of web pages.

Figure 1252

The final output provides a web page that can be viewed in IE with the notes below the slide(s). While we could output PowerPoint in HTML or convert it to Flash this gives us a quick and dirty way to simply display our notes.

Figure 1253

Not all of the new Office programs have the button shown in the screenshot above. Visio, OneNote and Publisher still have a File menu which after the add in is installed will have a Publish as PDF or XPS option. In InfoPath the option is called Export to.

Any way you slice it this option provides significant interoperability with other file formats in widespread use online and in other venues.

Doubtless Adobe and other proponents will quibble about the fidelity of the Microsoft versions of PDF, and others will find fault with the XPS versions, but at least in Office 2007 there is a good start to making the proprietary Office file formats somewhat compatible to their main competitors

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