Friday, September 23, 2011

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Steps to Save Documents as PDF File and as XPS File

There are many factors to consider when selecting a file format for a document imaging system. The following are some of the advantages of going for PDF format.

The Software To View PDF Files Is Freeware: A huge benefit of PDF files is that they can be retrieved, viewed and printed with freeware called Adobe Acrobat Reader.

PDF Files Meet Legal Document Requirements: For an imaged electronic document to be admissible in any legal situations like in a court of law, it must be kept in a file format that can not be altered without leaving an electronic footprint.

PDF Files Can Be Used Across Platforms: A PDF File is a document format that represents a document in a manner independent of the hardware, operating system and application software used to create the document.

What is XPS Then:

The XML Paper Specification (XPS) format is basically an electronic representation of digital documents based on XML. It is a paginated fixed-layout format that retains the look and feel of your electronic documents. As a form of electronic paper, the XPS format provides a way in which you can easily create, share, print and save digital documents.

Follow the below steps to save a document as a PDF file or an XPS file.

Steps to Save Documents as PDF File and as XPS File

  • 1. In any of your Office Application, In the left pane of the Backstage view, click Save As. In the Save As dialog box, browse to the folder in which you want to save the document, and enter a file name. Then in the Save as type list, click PDF (.pdf).

(or) In the left pane of the Save & Send page of the Backstage view, click Create PDF/XPS Document.

Then in the right pane, click the Create PDF/XPS button.

In the Publish as PDF or XPS dialog box, browse to the folder in which you want to save the document, and enter a file name.

  • In the Optimize for area, click Standard to generate a larger, higher-quality file or Minimum size to generate a smaller, lower-quality file. Then click Options.
  • In the Options dialog box, select the document content you want to include in the file, and then click OK.
  • In the Save As dialog box, click Save. (Or ) In the Publish as PDF or XPS dialog box, click Publish.

Steps To save a document in a specific format

  • 1. In the left pane of the Backstage view, click Save As.
  • 2. In the Save As dialog box, browse to the folder in which you want to save the document. Enter a file name, select a file format, and then click Save. (Or)

In the left pane of the Save & Send page of the Backstage view, click Change File Type.

In the right pane of the Save & Send page, in the Document File Types or Other File Types list, click the file format in which you want to save the document.

  • 3. Click the Save As button.
  • 4. In the Save As dialog box, browse to the folder in which you want to save the document. Enter a file name, select a file format, and then click Save.

Although XPS Documents can be easily created once you have the right software installed, just like the PDF, the XPS format is a difficult-to-handle format.

Interacting with an XPS Document is difficult because the format is primarily focused upon document fidelity, data accuracy, file size and compression schemes, elements that are important to generating high quality print output. Thus, XPS Documents can neither be manipulated nor edited easily, and can only be viewed on computer systems that have an XPS Viewer installed. As such, an XPS file is ultimately a final document format ideal for publishing, archiving and transmitting.

The format is now available and accessible from within all Windows applications. Of course, one of the keys benefits of the XPS Document is this integration into Windows operating systems, which makes XPS Documents easy to deploy. This allows all end users to take advantage of XPS technology and the document format simply by upgrading their software.

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About bench3 -

Haja Peer Mohamed H, Software Engineer by profession, Author, Founder and CEO of "bench3" you can connect with me on Twitter , Facebook and also onGoogle+

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