How to Save a Microsoft Publisher File as a Pdf?

Last Updated: Feb 5, 2024 by

Microsoft Publisher is a popular desktop publishing software that allows users to create professional-looking documents, such as brochures, flyers, and newsletters. However, when it comes to sharing these documents with others, it can be a bit tricky. Not everyone has access to Publisher, and sending the file in its original format may cause formatting issues. That’s where converting the file to a PDF comes in handy. In this article, we will discuss how to save a Microsoft Publisher file as a PDF.

Why Convert to PDF?

Before we dive into the steps, let’s first understand why converting a Publisher file to PDF is beneficial. PDF stands for Portable Document Format, and as the name suggests, it is a file format that can be easily shared and opened on any device without losing its formatting. This makes it the perfect format for sharing documents with others, especially if they do not have Publisher installed on their computer.

Step 1: Export as PDF

The first step to saving a Publisher file as a PDF is to export it. Open the Publisher file you want to convert and go to the “File” tab in the top left corner. From the drop-down menu, select “Export” and then click on “Create PDF/XPS Document.”

Step 2: Choose a Location

A pop-up window will appear, prompting you to choose a location to save the PDF file. Select the folder where you want to save the file and click on “Publish.”

Step 3: Adjust Settings

Another window will appear, allowing you to adjust the settings for the PDF file. Here, you can choose the quality of the file, whether to include hyperlinks, and whether to embed fonts. Once you have made your desired changes, click on “Publish” to save the file.

Step 4: Check the PDF File

Once the file is saved, go to the location where you saved it and open it to check if everything looks as it should. If you are satisfied with the result, you can now share the PDF file with others.

Alternative Method: Print to PDF

If you do not have the option to export as a PDF in Publisher, you can also print the file as a PDF. Open the Publisher file and go to the “File” tab. From the drop-down menu, select “Print.” In the print settings, choose “Microsoft Print to PDF” as your printer and click on “Print.” This will save the file as a PDF in the location of your choice.


If you encounter any issues while converting your Publisher file to PDF, here are a few troubleshooting tips:

  • Make sure you have the latest version of Publisher installed.
  • Check if your computer has a PDF printer installed. If not, you can download one for free.
  • If the file contains fonts that are not available on the recipient’s computer, make sure to embed them in the PDF file.
  • If the file contains hyperlinks, make sure to check the “Include hyperlinks” option in the settings.


Converting a Microsoft Publisher file to PDF is a simple process that can save you a lot of hassle when sharing documents with others. By following these steps, you can easily export your file as a PDF and ensure that it retains its formatting on any device. Have you tried converting a Publisher file to PDF before? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.