How to Save a PowerPoint as a PDF (Slides, Handouts or Notes)
A PDF opens on any device, looks the same everywhere, and can't be accidentally edited. It's the right format for sending slides after a talk. PowerPoint makes one in a few clicks, and the options let you choose between full slides, a compact handout, or pages with your notes.
Quick reference
| What you want | How |
|---|---|
| Quick PDF of all slides | File → Save As → type PDF |
| Choose what's included | File → Export → Create PDF/XPS → Options |
| Several slides per page | Options → Publish what: Handouts |
| Include your notes | Options → Publish what: Notes pages |
| Smaller file | Minimum size (publishing online) |
1. The quick way
1. File → Save As (or Save a Copy).
2. Choose where to save it.
3. Change Save as type to PDF.
4. Click Save.
2. Choose where to save it.
3. Change Save as type to PDF.
4. Click Save.
Every slide becomes one page, hidden slides included.
2. The way with options
File → Export → Create PDF/XPS Document → Create PDF/XPS, then click Options before saving:
• Range — all slides, the current slide, a selection, or a range such as 3–10.
• Publish what — Slides (one per page), Handouts (choose 2, 3, 4, 6 or 9 per page), Notes pages (slide on top, your notes beneath) or Outline view (text only).
• Frame slides — a thin border round each slide. Helps on white backgrounds.
• Include hidden slides — untick to leave them out.
• Include comments — untick before sending to a client.
• Publish what — Slides (one per page), Handouts (choose 2, 3, 4, 6 or 9 per page), Notes pages (slide on top, your notes beneath) or Outline view (text only).
• Frame slides — a thin border round each slide. Helps on white backgrounds.
• Include hidden slides — untick to leave them out.
• Include comments — untick before sending to a client.
3. Handouts people can write on
Choose Handouts → 3 slides per page. Each page has three small slides down the left and ruled lines on the right for notes. It's the classic conference handout.
4. Keep the file small
At the bottom of the Save dialog, choose Minimum size (publishing online) instead of Standard. Pictures are compressed and the file is often a third of the size. For a big deck, also run File → Info → Compress Media and Picture Format → Compress Pictures first.
5. Links and animations
Hyperlinks still work in the PDF. Animations and transitions don't — each slide appears as it looks at the end of its animations. If a slide reveals bullets one by one and you want the PDF to show the build-up, duplicate the slide with fewer bullets on each copy.
Troubleshooting
The PDF has blank pages. Hidden slides, or slides that are empty. Untick Include hidden slides in Options.
The fonts look different. The font isn't embedded. Tick ISO 19005-1 compliant (PDF/A) in Options, which forces fonts to be embedded.
I need the PDF in landscape for handouts. Handouts print in portrait by default. Set the orientation in File → Print → Handouts → Portrait/Landscape and print to PDF instead.
Wrapping up
File → Save As → PDF for a quick copy. Export → Options when you want handouts, notes pages or hidden slides left out. Pick Minimum size for anything going by email.
