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Changing the file type and converting to Adobe PDF

From: Excel 2010 New Features

Video: Changing the file type and converting to Adobe PDF

In this movie, I'll show you the new way that Excel can save to other formats, and also a new and easier way of creating an Adobe PDF. So let's go over here to the File tab. Then over here, we want to choose Save & Send, and over here in this column under File Types, choose Change File Type. Now we've got all these different file types that we can choose. If you want to save back, and we covered this in the Versions movie, you can save back a version. But let's say you are working with somebody who is using OpenOffice - and OpenOffice uses the ODS file format - or maybe you want to choose comma- delimited, or you want to change this into tab-delimited, whatever it is, all you have to do is double-click it and then go and change the file.

Changing the file type and converting to Adobe PDF

In this movie, I'll show you the new way that Excel can save to other formats, and also a new and easier way of creating an Adobe PDF. So let's go over here to the File tab. Then over here, we want to choose Save & Send, and over here in this column under File Types, choose Change File Type. Now we've got all these different file types that we can choose. If you want to save back, and we covered this in the Versions movie, you can save back a version. But let's say you are working with somebody who is using OpenOffice - and OpenOffice uses the ODS file format - or maybe you want to choose comma- delimited, or you want to change this into tab-delimited, whatever it is, all you have to do is double-click it and then go and change the file.

And we don't really have to do that. So I am just going to cancel that. Let's go back into the File tab, back to Save & Send, and again Change File Type if you want to do a different way, let's say you want to save to a file format that you don't see here, you can choose Save as Another File Type, either double-clicking it or click Save As, either way. Now this brings you into the good old Save As dialog box. You would use it there just if you say, gee, I am really sure what I want to save it as. If you know from the beginning that you want to do a Save As, it's probably easier just to press the F12 key.

When you press the F12 key, immediately you're in the Save As dialog box. But let's go back to the File tab. We will talk about PDFs. Everybody loves PDFs. So let's go down here to Save & Send. If you want to create a PDF out of this workbook, you go here to Save & Send and Create PDF/XPS Document. Don't worry about what XPS is. Here is what's also really neat is you don't have to have Adobe Acrobat installed on your computer. You can create the PDF right from Excel. Excel has its own built-in PDF creation.

So just click Create PDF. Give it a name. I'll keep the same name here, 01_06_ converting, and here it's giving us a three letter extension of PDF. If you want to choose some options, you go in here Options. So some various options you can choose; most of these are self-explanatory. You can print All pages or just selected pages. You can print the Active sheet, just whatever you have selected or the whole workbook, Ignore print areas. And under non-printing information, you can choose, we were talking about properties; you can print them are not.

Structure tags for accessibility that's specific structure for people who have physical difficulty using the computer. Here are some PDF options, which you can safely ignore. I am just going to click OK or Cancel, because we don't really need to change anything in here. Here is our file name. Click Publish. This is now going to create a PDF, and it's going to open in either we have Adobe Acrobat on this machine - on yours you might just have the Adobe Reader; either way it's fine. There is the spreadsheet. It opens up in Adobe Acrobat or Adobe Reader.

That's really all there is to it. Creating PDFs has never been easier, and it works the same way in all of the other Office programs as it does in Excel.

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Excel 2010 New Features

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Bob Flisser
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