In the era of globalization and remote collaboration, we increasingly need to share presentations with people using different systems and devices. In such situations, universal formats such as PDF or PPTX are the most practical because they are supported on many platforms.

When working with various documents, you probably often wonder how to save a file as PDF. This format is very convenient – for reading, presenting, sending by e-mail or printing. Learn how to save a document to PDF, or how to convert a file to PDF, e.g. from dwg, doc or docx format.

Why do you need to convert files into PDFs?

Office allows you to save files in PDF or convert them to this format. Why are PDF documents so popular? They are usually small in size. They also display the same way on everyone’s computers, tablets and smartphones, and even on websites.

No image in the document will move or lose its original quality, and text formatting will remain unchanged. PDFs also look very professional – they are used, among others, for: for e-book publication. The universality of reading and the lack of risk of the document “falling apart” are the greatest advantages of PDF files.

PDF accessibility

It is also worth paying attention to accessibility. Some file formats are better suited to people with different needs, such as those who are visually or hearing impaired. For example, the PDF format allows you to add alternative descriptions for images and text, which can be helpful for people who use screen readers.

For both beginners and advanced users, understanding the variety of file formats is crucial to using the tool effectively. It offers a wide range of options that can be tailored to your specific needs, from simple presentations to advanced projects with large amounts of data and multimedia elements. 

Choosing the right format is therefore both a technical and strategic issue that affects the final effect and functionality of the presentation.

How to save a document in PDF? Use appropriate programs

SwifDoo PDF for Windows is a professional and recommended program for creating and editing PDF files. With its powerful PDF converters, you have numerous options to choose from, including transforming almost any document into PDF.

An alternative to SwifDoo PDF converter is its free online file converters – you can easily find them by entering this phrase in the search engine.

When is it worth saving a presentation as PDF?

When sending a presentation to a colleague, we are not sure what version of the software he has or whether he has PowerPoint installed.

It is also crucial that when saving a presentation to a PDF file , we block the possibility of editing such a presentation. Thanks to this, we can be sure that no one will make any unwanted changes to the prepared material.

If we want to share the presentation in printed form during our speech, it is also worth using the option of saving to a PDF file. This will make printing more efficient and ensure that fonts and images print correctly. 

It is also worth remembering that when exporting a presentation to PDF, in addition to the slides, we can also save supporting materials, e.g. notes for the slides. Such additional printed materials can be a great help and convenience for us during the presentation.

Please note that a presentation saved as a PDF file will not contain any animations or transitions between the slides that we have prepared in PowerPoint.

Also please remember that saving a presentation as a slide show does not protect the presentation against unwanted editing by third parties. To block the ability to edit your presentation, export it as a video or PDF format. 

In the latter case, all animations will be disabled and the slides will be saved as consecutive pages. The PDF file will be smaller in kilobytes and will be convenient for sending via email.


After reading the article, saving a file in PDF or converting other types of documents to this format should be clear to you. This skill will come in handy whether you work in an office, prepare homework, or need to change a file for private use.

After saving it to PDF, you can freely print it, forward it, use it when presenting your own idea, and even post it on a website. And without fear of losing quality or changing the structure of the document.

Due to the variety of options available, saving your presentation in the appropriate format may seem complicated. However, understanding the characteristics and limitations of each format is crucial to effectively using the tools PowerPoint offers.

The final choice of recording format will depend on many factors, such as the type and purpose of the presentation, audience expectations, as well as specific technical and security requirements.

Richard is an experienced tech journalist and blogger who is passionate about new and emerging technologies. He provides insightful and engaging content for Connection Cafe and is committed to staying up-to-date on the latest trends and developments.