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For sharing or printing a Microsoft Publisher publication, export it as a PDF unless the recipient specifically needs XPS or a printer requests another format. In Publisher, use File > Export > Create PDF/XPS Document > Create PDF/XPS, choose a publishing-quality option for the destination, and publish. The resulting file is for viewing and printing—not continued editing in Publisher.
Choose an export format and quality setting
PDF is the practical default for sending a publication by email, sharing it online, or preparing it for a printer. Microsoft describes PDF as easy to share and commonly used by commercial printers. Choose the quality setting according to how the file will be used, then confirm requirements with the print provider: a setting does not guarantee that a particular printer will accept the file.
| Use | Starting point in Publisher | What to consider |
|---|---|---|
| Online sharing or email | Minimum Size for online viewing; Standard for email and possible desktop printing | Minimum Size prioritizes a smaller file. Standard is a general-purpose choice when printing may be needed. |
| Desktop or copy-shop printing | High Quality Printing | Check the provider’s file specifications before exporting. |
| Commercial press | Commercial Press | Publisher describes this as its largest, highest-quality output option. Ask the printer whether it meets its specifications. |
| Alternative fixed-layout document | XPS | The recipient needs an appropriate XPS viewer. |
PDF and XPS preserve a fixed layout for viewing and printing, and Microsoft says they can include embedded fonts, metadata, and hyperlinks. The PDF feature list also includes searchable text, alternative text, and support for CMYK and spot/process color. Font embedding is not guaranteed in every case: when a font cannot be embedded, the export may reference it instead, and the viewer’s computer may substitute another font.
Neither PDF nor XPS is an editable Publisher working file. Microsoft describes both as read-only formats for viewing and printing: Publisher export guidance.
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Export a Publisher publication
Newer Publisher versions
- Open the publication and select File > Export > Create PDF/XPS Document > Create PDF/XPS.
- Enter a file name and choose PDF or XPS as the file type.
- Select Options and choose the publishing setting suited to the intended use, such as Standard for email or High Quality Printing for desktop printing.
- Select Publish and review the exported file before sharing or sending it to a printer.
Older versions and Save As
In older Publisher versions, choose File > Publish as PDF or XPS. Microsoft also documents creating a PDF through the Save As dialog. Labels and available options can vary by Publisher version.
For the version-specific workflow and explanations of its options, see Microsoft’s export instructions.
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Keep an editable copy and plan for Publisher’s retirement
Exporting a PDF gives you a shareable view-and-print copy; it does not preserve a publication as an editable Publisher file. Keep the original .pub files while you still have access to Publisher, and decide separately how to handle future edits. Microsoft recommends converting existing publications before October 1, 2026.
Microsoft’s retirement guidance distinguishes these dates:
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- Flawless 4K@60Hz Video with HDMI: Delivers exceptional clarity and smoothness with its 4K@60Hz HDMI port, making it ideal for high-definition presentations and entertainment. (Note: Only the HDMI port supports video projection; the USB-C port is for data transfer only.)
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- October 1, 2026: Microsoft 365 subscribers will no longer be able to access Publisher.
- October 13, 2026: Support ends for perpetual Publisher, corresponding to the end of support for Office LTSC 2021 and Consumer Office 2021. Microsoft says perpetual versions can still be installed and used after this date, but they will be unsupported.
These dates and consequences are stated on Microsoft’s Publisher retirement page.
Export a large archive
For multiple files, Microsoft provides an example PowerShell script that can export a specified file, a directory, or nested directories. It requires a working, licensed Publisher installation. The sample reports errors and does not overwrite an existing output file with the same name; Microsoft advises modifying and testing it for the specific task. Follow the script and its setup notes on Microsoft’s retirement and conversion guidance.
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- Please Note: To reach 10Gbps speed, keep the cable under 3.3 ft. For USB A Male to USB C adapters, try flipping the USB C connector. USB C Male to USB A adapters support bidirectional 10Gbps transfer within 3.3 ft
What if you need to edit the publication later?
Opening a PDF in Word creates a Word document optimized for text editing, not necessarily a faithful reconstruction of the original Publisher layout. Microsoft cautions that layout can vary, particularly for PDFs with many graphics. Third-party tools may offer direct conversion, but their capabilities and quality vary, and Microsoft does not support them. Preserve the original Publisher file if future layout edits matter; do not treat a PDF export as an editable replacement.
See Microsoft’s guidance on opening PDFs in Word and Publisher file conversion.
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