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How can I set Word 2010 so that save as PDF is a 1 button (or key-stroke) option instead of the default 4-step File > Save & Send > Create PDF/XPS Document > Create PDF/XPS workflow?

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up vote 5 down vote accepted

Hm... What seems to be the problem? I have added "PDF or XPS" command to my Ribbon here at home computer (with Word 2007) and I did exactly the same at my office computer (with Word 2010; though I don't remember, if command was named the same there).

Now, I have an extra button on my Ribbon, showing "PDF or XPS" in tooltip, when I hover mouse over it and when I click it, it opens a Save as dialog, where I can specify file name for a PDF file, that will be created in next step, basing on my currently open DOCX (or other) document.

Is this, what you're looking for and can call a "one step PDF creation"?

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on my computer, "Customize the Quick Access Toolbar > Choose from: All Commands" jumps from "Pause recording" to "Pen" with nary a PDF/XPS in sight. – matt wilkie Sep 17 '12 at 21:23
oh there it is, silly me. It's called "Publish to PDF". – matt wilkie Sep 17 '12 at 21:28
Glad, I could help! No, you're not silly, I recall that I also had some strange problems locating this command, before adding it into Ribbon. All thanks to M$ and their idiotic scheme of naming some things (they just love to complicate fairly easy things!)... – trejder Sep 17 '12 at 21:34

There are two things you need to do.

  1. Create a macro to do what you want
  2. Assign a button to call the macro

Here is the macro

Sub SaveAsPDF()
    With Dialogs(wdDialogFileSaveAs)
        .Format = wdFormatPDF
    End With
End Sub

Paste this into the Normal > NewMacros module of VBA Explorer (Alt+F11).

enter image description here

Now select the drop down arrow of your Quick Access Toolbar and choose More Commands.... Now select Macros from the Choose commands from, select the macro, then add it to the right pane. You can modify the name and icon using the Modify Button at the bottom.

enter image description here

You now have a single button which will bring up the file save dialog (so you can name it) which will safe it to a PDF.

enter image description here

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Read my answer. Do you really need a macro to solve such obvious and simple problem? :] – trejder Sep 17 '12 at 20:49

Also, once you've done that (added to quick menu) if you press ALT it should display what number the command is. You can then press ALT+Number and use the keyboard shortcut. I did what Westcoast recommended, and then when I press ALT it shows as number 4, so I press ALT+4 and it saves as PDF. Marvellous!

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Nice, thanks for the detail on making ribbon customizations keyboard acceptable. – matt wilkie Mar 3 '15 at 18:11

You could do this or another similar process to customize the ribbon - create a new group and add to that...

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While this link may answer the question, it is better to include the essential parts of the answer here and provide the link for reference. Link-only answers can become invalid if the linked page changes. - From Review – Chenmunka Feb 19 at 15:30

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