How to Convert Microsoft PowerPoint to PDF

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Converting Microsoft PowerPoint presentations to PDF is easy and allows you to share your slides with anyone, even if they don’t have PowerPoint installed. PDF files are compact, cross-platform, and can be viewed on any device.

Why Convert PPT to PDF

Here are some of the main reasons you may want to save your PowerPoint as a PDF:

  • Portability – PDF files look exactly the same on any platform or device. You don’t have to worry about formatting changes between operating systems.
  • Sharing – Anyone can view a PDF, even if they don’t have Office installed. This makes PDF great for sharing slides with clients and colleagues.
  • Compact File Size – PDF files are typically much smaller than PPTX files, especially if images are compressed. This makes them easier to email and share online.
  • Security – Password protection and digital rights management can be applied to PDF files to restrict access and prevent unauthorized copying.
  • Printing – PDF files can be opened and printed from any device or operating system. Fonts, images, graphics and layout remain intact when printing PDFs.

Convert PowerPoint to PDF on Windows

The easiest way to convert PPT to PDF on Windows is by using PowerPoint’s built-in export function:

  1. Open your PowerPoint presentation
  2. Click File > Export > Create PDF/XPS Document
  3. In the dialog box, choose a location and enter a file name
  4. Click Publish to convert the PPT to a PDF

You can also print slides directly to the Microsoft Print to PDF printer if available.

Convert PowerPoint to PDF on Mac

To convert presentations to PDF on Mac, use these steps:

  1. Open the PowerPoint file
  2. Click File > Export To then choose PDF
  3. Select a location to save the converted PDF
  4. Click Save

The PDF will be generated from the PPTX file automatically.

Online PowerPoint to PDF Converters

If you don’t have PowerPoint installed, you can use free online tools to convert PPT files:

  • Adobe Acrobat – Adobe’s online PPT to PDF converter is fast, free, and easy to use with no signup required.
  • SmallPDF – Drag and drop PPT files to convert to PDF. You get a limited number of conversions per day before needing to signup.
  • PDF2Go – Simple PDF converter with no limits on uploads or conversions. Just select and upload PPT files to convert them to PDF.
  • ILovePDF – Intuitive interface and unlimited, free PPT to PDF conversions with no loss of quality.

PowerPoint to PDF Conversion Settings

When saving or exporting PowerPoint slides as PDF, there are a few settings you can adjust:

Image Quality

Higher resolution images result in larger PDF file sizes. Choose an appropriate resolution for your needs:

  • Standard (150 ppi) – Good for screen viewing and web sharing. Smaller file size.
  • High (220 ppi) – Suitable for printing. Larger file size due to higher resolution images.

Font Embedding

Embed all fonts to ensure consistent text appearance across devices:

  • Embed TrueType fonts – Embed commonly used fonts like Arial to avoid font substitution.
  • Embed OpenType fonts – Embed printer and screen fonts for precise text layout.

Hyperlinks

Choose whether to preserve hyperlinks from your presentation:

  • Convert hyperlinks – Converts PPT hyperlinks so they remain clickable in the PDF.
  • Do not convert hyperlinks – Hyperlinks will not be clickable but text remains.

Comments and Notes

Include speaker notes and slide comments:

  • Comments and ink annotations – Converts slide notes and text box comments to the PDF.
  • Speaker notes – Includes a separate speaker notes section in the generated PDF.

Slide Range

Export a custom slide range instead of the full presentation:

  • All – Exports every slide from the PowerPoint deck.
  • Current slide – Only exports the slide you have selected.
  • Custom range – Specify a custom slide range to export, like “1-5, 7, 9-12”.

Secure and Compress PDFs

After converting your PowerPoint to PDF, use Adobe Acrobat to add security and compress the file size:

  • Add Password Protection – Restrict access to authorized viewers only.
  • Enable Digital Rights – Control printing, editing and content copying.
  • Reduce Size – Compress images and downsample resolution to reduce file size.
  • Optimize Scans – Enhance and compress large scan images embedded in the PDF.

Conclusion

Whether you want to share presentations without Office, enable printing across devices or simply reduce file size, converting PPT to PDF is quick and easy.

PowerPoint’s built-in PDF export offers the most control over conversion settings. For occasional conversions, free online PDF converters provide a simple solution without any software installs.

Be sure to optimize and secure your PDF files before distribution to control access and maintain print quality. Compressing images and scans can also reduce file size dramatically compared to native PPTX files.

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