3 ways to insert a PDF into PowerPoint presentations.

A man in an office uses his laptop to insert a PDF into a PowerPoint presentation.

Display important PDF documents quickly and easily. Learn two different ways to add PDF files to PowerPoint presentations.

Giving a presentation can be stressful enough — you don’t need to add extra hassle to it. If you have to show a PDF document as part of your presentation, quickly finding the right files can be challenging. Fortunately, there’s a simple solution — you can embed PDFs directly into a Microsoft PowerPoint file and open them with a single click.

Trying to figure out how to insert a PDF into PowerPoint? The insertion process can be a bit convoluted, but we’re here to help. Read on to learn the steps to insert a PDF file into a PowerPoint document.

Why insert a PDF into PowerPoint?

Inserting PDFs into PowerPoint saves your co-worker or classmate from having to open up multiple files at once. This also can be helpful when you’re sharing your screen on a call or want to reduce the number of files that need to be sent to a client or colleague.

Read this guide to learn how to insert a PDF into a PowerPoint document.

Two ways to insert a PDF into a PowerPoint presentation

Once you have a finalized and proofed PDF, follow these steps to insert it into a PowerPoint file:

Inserting image...

  • Open your presentation in PowerPoint and locate the correct slide
  • From the top toolbar, select the Insert tab.
  • In the Text section, select Object.
  • In the Insert Object window, select Create From File, then select Browse to locate your PDF.
  • Select OK to insert the PDF file as an object into the slide.

Congratulations, you’ve now successfully inserted the PDF. Double-click the PDF object to see if it opens in your PDF reader. If it does, your job is done.

Option 2 — convert PDF to PPT.

When you embed a PDF into a PowerPoint presentation, you still have to open it as a separate document. If you’d like to add your PDF directly into the presentation as slides, good news — you can. You just have to first convert your PDF document into a PowerPoint presentation .

Follow these steps to quickly convert your PDF with Adobe Acrobat online services:

  • Navigate to Acrobat online services and launch the PDF to PowerPoint tool.
  • Click the blue button labeled “Select a file” to locate your PDF, or drag and drop it into the converter.
  • Download your fresh PowerPoint presentation.

You can now add the converted PowerPoint slides to an existing PowerPoint presentation by selecting Home > New Slide > Reuse Slides. Locate the converted file and add the displayed slides to your presentation.

Option 3 — insert a PDF into PowerPoint as a picture.

If you are looking to only view the content of one page of a PDF file, you can insert the PDF file into PowerPoint as an image. To do this, follow these instructions:

  • Open the PDF file and display the page you want to insert into PowerPoint.
  • Open PowerPoint and go to the slide where you want to insert the PDF as a picture.
  • Select Insert > Screenshot. Now all of your available windows are presented, including the open PDF file.
  • Select the page you would like to insert from your PDF file into the PowerPoint slide as an image.

Issues opening a PDF in PowerPoint.

If the PDF file refuses to open, it’s most likely because PowerPoint doesn’t know what to do with it. You can fix this issue by assigning an action to the PDF object. Here’s how to do it:

  • Select the PDF object in PowerPoint. You should see a highlight around the object frame.
  • In the Insert tab, select Action from the Links section.
  • In the Action Settings window, select Object Action.
  • Use the dropdown menu to set the action to Activate Contents.
  • Select OK to apply the action.

Now PowerPoint has instructions for what it should do with the PDF file. When you click on the PDF object, PowerPoint will proceed to open it using your default PDF reader.

More resources to work with PowerPoint and PDFs.

Now that you’ve learned how to convert a PDF to a PowerPoint presentation, check out these resources that may come in handy:

  • Export images from PowerPoint .
  • Convert Google Slides to PowerPoint .
  • Convert PowerPoint to Word .

Explore what more you can do with Acrobat online services to convert, edit, and sign PDF files.

presentation slide pdf

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How to Present a PDF like a PowerPoint

how to turn a pdf into a presentation

With Adobe Acrobat Reader, you can present a regular PDF in similar fashion to a PowerPoint presentation.

Format presentation

  • Under the "Edit" tab, click "Preferences".
  • Under the "Full Screen Navigation" Section, you can loop the presentation by checking the "Loop after last page" option.
  • You can also set the "speed" of the presentation with the "Advance every [ ] seconds" option.
  • It is recommended to leave the "Escape key exits" option checked in order to quit the presentation early.

Present PDF

  • Under the "View" tab, click "Full Screen Mode". This will start the presentation.
  • In order to end the presentation before it's finished, press Esc

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  • Add, change, hide, or delete comments in a presentation Article
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presentation slide pdf

Save PowerPoint presentations as PDF files

When you save presentation as a PDF file it freezes the formatting and layout. People can view the slides even if they don’t have PowerPoint, but they can’t make changes to it.

Select File > Export .

Save a presentation as PDF

Click Create PDF/XPS Document , then click Create PDF/XPS .

In the Publish as PDF or XPS dialog box, choose a location to save the file to. If you want it to have a different name, enter it in the File name box.

Optionally, if you want to change what the final PDF file is like, do any of the following:

At Optimize for , select Standard for higher quality (for example, if you want to print it). Select Minimum size to make the file smaller (for example, if you want to send it as an e-mail attachment).

Click Options to set how the presentation will appear as a PDF. Here are some of the available options:

To save the current slide only as a PDF, under Range , select Current slide .

To save specific slides as PDF, in Slides(s) , enter the slide number range in From and To boxes.

If you don't want to save slides, but instead only save comments, handouts, or Outline view, under Publish what , select an appropriate option. You can also specify the number of slides to appear in Slides per page dropdown box, and modify the order ( Horizontal or Vertical ).

You can choose to include frame slides, hidden slides, comments, ink, non-printing information such as Document properties or Document structure tags, in your PDF by selecting the appropriate options.

Click Publish .

There are two ways to make your PowerPoint for macOS presentation a PDF.

You can save your presentation as a PDF in File > Save As .

You can export your presentation as a PDF file by going to File > Export .

Both methods do the same thing, so you can choose whichever you're more familiar with when you want to create a PDF version of your presentation.

Method 1: Save your presentation as a PDF

Select File > Save As .

presentation slide pdf

Choose the location where you'd like to save your PDF, and then in the File Format menu, choose PDF.

Shows the PDF option in the File Formats list in the Save As dialog in PowerPoint 2016 for Mac.

Method 2: Export your presentation as a PDF

PoweRPoint 2016 for Mac File Export

In the File Format menu, choose PDF.

PowerPoint 2016 for Mac Export PDF

Note:  If you’d like to have more options to customize PDF conversions of presentations in PowerPoint for macOS, let us know by providing us feedback. See  How do I give feedback on Microsoft Office? for more information.

Set the print quality of the PDF

Features such as saving notes, saving slides as handouts, including hidden slides in the PDF, or setting the PDF to a smaller file size aren't available. However, you can set the print quality of a PDF to a higher or lower standard.

Tip:  PowerPoint for macOS doesn't preserve hyperlinks in PDFs but if you save your presentation to OneDrive you can open it in PowerPoint for the web and download as PDF from there. PDF files generated from PowerPoint for the web preserve hyperlinks, are accessible, and also tend to have a smaller file size.

You can set the print quality of the PDF to High , Medium , or Low —depending on your need. By default, the print quality is set to High—which is the optimal choice for printing a PDF. Follow these instructions to set the print quality of the PDF:

Click the PowerPoint menu > Preferences .

In the PowerPoint Preferences dialog box, click General .

Under Print Quality (Paper/PDF) , set the Desired Quality to an option of your choice.

Set the print quality of the PDF to High, Medium or Low

Click the File tab, click Download As , and then click Download as PDF . (The file is converted to PDF, and then a dialog box tells you that it is ready to download.

presentation slide pdf

Click Download . A message bar appears to show you that the downloaded PDF file is ready to save to your computer. (The exact message varies depending on the web browser you're using.) 

Click Save As , and then a dialog box appears that allows you to specify where to save the file on your computer.

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Defining initial view as Full Screen mode

Full Screen mode is a property that you can set for PDFs used for presentations. In Full Screen mode, PDF pages fill the entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening views, so that your documents or collections of documents open to a consistent view. In either case, you can add page transitions to enhance the visual effect as the viewer pages through the document.

To control how you navigate a PDF (for example, advancing pages automatically), use the options in the Full Screen panel of the Preferences dialog box. These preferences are specific to a system—not a PDF document—and affect all PDFs that you open on that system. Therefore, if you set up your presentation on a system you control, you can control these preferences.

presentation slide pdf

Define an initial view

When a user opens your PDF document or PDF Portfolio , they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the initial view to Full Screen mode. In Acrobat Pro you can create Action Wizards to change default settings for multiple documents.

After you define the initial view of the PDF, you can add page transitions to selected pages or the entire document.

Acrobat supports page transitions and bullet fly-ins from PowerPoint.

Define the initial view

  • Choose File > Properties.
  • In the Document Properties dialog box, click Initial View.

Select the options that you want, and then select OK. Save and reopen the file to see the effects.

Define the initial view as Full Screen mode

When setting the initial view of a PDF to Full Screen mode, you must define how the document opens.

  • Choose File > Properties.
  • In the Document Properties dialog box, select Initial View.

Choose Page Only from the Navigation Tab menu.

Choose Single Page from the Page Layout menu.

Set Open To Page to the page on which you want to start the presentation.

Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions in the document to provide this functionality.

Initial View options for document properties

The Initial View options in the Document Properties are organized into three areas: Layout And Magnification , Window Options, and User Interface Options .

Layout And Magnification

Determines the appearance of the document.

Two conditions can affect page layout and magnification. 1) Someone has already set an individual PDF to a different initial view in File > Properties. 2) You have the option Restore Last View Settings When Reopening Documents selected in Edit > Preferences > Document category.

Navigation Tab

Determines which panels are displayed in the navigation pane.

Page Layout

Determines how document pages are arranged.

Magnification

Sets the zoom level for the document after it's opened. Default uses the magnification set by the user.

Open To Page

Specifies the page that appears when the document opens.

Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page Display preferences.

Window Options

Determine how the window adjusts in the screen area when a user opens the document. These options apply to the document window itself in relationship to the screen area of the user’s monitor.

Resize Window To Initial Page

Adjusts the document window to fit snugly around the opening page, according to the options that you selected under Document Options.

Center Window On Screen

Positions the window in the center of the screen area.

Open In Full Screen Mode

Maximizes the document window and displays the document without the menu bar, toolbar, or window controls.

Show File Name

Shows the filename in the title bar of the window.

Show Document Title

Shows the document title in the title bar of the window. The document title is obtained from the Description panel of the Document Properties dialog box.

User Interface Options

Determine which parts of the interface—the menu bar, the toolbars, and the window controls—are hidden.

 If you hide the menu bar and toolbars, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions that temporarily hide interface controls while the page is in view. (See Add actions with page thumbnails .)

Add page transitions

You can create an interesting effect that occurs each time a page advances by using page transitions.

You can also set page transitions for a group of documents using the Actions wizard in Acrobat Pro .

Choose Tools > Organize Pages > More > Page Transitions.

presentation slide pdf

In the Set Transitions dialog, choose a transition effect from the Transition menu. These transition effects are the same as effects set in the Full Screen preferences.

  • Choose the direction in which the transition effect occurs. Available options depend on the transition.
  • Choose the speed of the transition effect.
  • Select Auto Flip, and enter the number of seconds between automatic page turning. If you do not select this option, the user turns pages using keyboard commands or the mouse.

Select the Page Range that you want to apply transitions to.

If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions.

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How to save microsoft powerpoint presentations as pdf files.

If your client can't view your presentation because they don't have PowerPoint, send it to them as a PDF.

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Save powerpoint files as pdfs.

If you want to share your presentation with someone that doesn’t have Microsoft PowerPoint, you can save and share the file as a PDF. You can also adjust the way the slides appear on the PDF. Here's how.

When you save a PowerPoint presentation as a PDF file, the layout, format, fonts, and images of the presentation will remain the same. This lets users without access to PowerPoint view the presentation (though they are unable to edit it).

First, open the PowerPoint presentation to be saved as a PDF. Select the “File” tab and then click the “Export” option in the left-hand pane.

You’ll then be at the “Create PDF/XPS Document” tab. Here, select “Create PDF/XPS.”

Related: What Is an XPS File and Why Does Windows Want Me to Print to One?

Window’s File Explorer will appear. Select the location in which you would like to save your new file. You can see that the “Save as type” is now PDF. You can also rename the file as you like.

You may also notice the “Optimize for” options at the bottom-right of the window:

  • Standard: This is a high-quality version of the document, ideal for when you only plan to publish it online or print it out.
  • Minimum Size: This is a lower-quality version of the document. It’s also suitable for publishing online, but ideal for when you need to send the document as an email attachment, as it reduces the size of the file .

You can also set specific options to adjust how the file appears. To do this, click the “Options” button underneath.

The “Options” window will appear, and you have several options to choose from. Here’s a brief overview of what’s available:

  • Range: Export all slides, the current slide, or a selection of slides from your presentation.
  • Publish Options: You can choose to export only comments, handouts, or outline view here by selecting the “Publish What” option. You’re also able to dictate how many slides appear on each page, flip the slides horizontally or vertically, or give the slides a frame.
  • Include Non-printing Information: Include document properties or structure tags.
  • PDF Options: Make the document PDF/_A compliant.

Once you’ve adjusted the options, click “OK.”

Finally, back at Windows File Explorer, click “Publish.”

Your PDF is now ready to share.

How to Save PowerPoint as PDF Files?

How to Save PowerPoint as PDF Files?

Table of Contents

Giving a good presentation can really help you stand out in business meetings. After all, who doesn’t want to make a great first impression on clients or bosses? Using PowerPoint presentations is a common way to communicate in business, whether you’re meeting face-to-face or online.

But sometimes, when we send presentations online, people might not have the right software to open them. That’s why it’s a good idea to turn your PPT into a PDF. This way, everyone can see your presentation, even if they don’t have PowerPoint on their device.

What are the Benefits of Saving PowerPoint Presentation as a PDF? 

There are several benefits to converting your PowerPoint file to PDF:

  • Content and Formatting Security : Saving as a PDF locks your content and formatting in place, preventing unauthorized changes while still allowing others to view the presentation.
  • Universal Compatibility : PDF format ensures that anyone can view your presentation, even if they don’t have Microsoft PowerPoint installed on their device.
  • Cross-Platform Functionality : Whether you’re using a Mac or Windows computer, saving as a PDF ensures compatibility across different operating systems.
  • Easy Sharing : PDFs typically have smaller file sizes, making them convenient for emailing and sharing presentations with others.
  • Accessibility and Convenience : PDFs can be opened on any computer or mobile device, ensuring accessibility for recipients without PowerPoint software.

How to Save PowerPoint as PDF files?

There are 3 methods to Save PowerPoint as PDF files

  • Using the Save As Feature (For presentations without speaker notes)
  • Using the Export Feature (With more control over output)
  • Using Print to PDF (For Presentations with speaker notes)

Method 1: Using the Save As Feature (For presentations without speaker notes)

  • Open your PowerPoint presentation.
  • Click the  File  tab in the top left corner.
  • Select  Save As .
  • In the  Save As  dialogue box, navigate to the location where you want to save your PDF.
  • Click the dropdown menu next to  Save as type .
  • Choose  PDF  from the list of file formats.
  • (Optional) You can rename your file by typing a new name in the  File name  box.
  • Click  Save .

Method 2: Using the Export Feature (With more control over output)

1. Open your PowerPoint presentation.

2. Click the  File  tab.

3. Select  Export .

4. In the  Export  menu, click either:

  • Create PDF/XPS Document  (This offers more options for customization)
  • Change File Type  >  PDF  (This is a quicker option with fewer customization choices)

5. For “Create PDF/XPS Document” :

A  Publish as PDF or XPS  dialogue box will appear. Choose a location to save your file and a filename (similar to steps 4-7 in Method 1).

You can customize the output using the following options:

  • Optimize for : Choose between “Standard” (better quality) or “Minimum size” (smaller file size).
  • Publish what : Select which slides you want to include (all, current slide, or a custom range).
  • Publish handouts : Choose how many slides you want per page.
  • Click  Publish  when finished customizing.

6. For “Change File Type” > “PDF” :

  • A simplified dialogue box will appear. Choose a location and filename (similar to steps 4-7 in Method 1).
  • This method offers limited customization options.
  • Click  Save  to proceed.

Method 3: Using Print to PDF (For Presentations with speaker notes)

  • Click the  File  tab.
  • Select  Print .
  • In the  Printer  settings, select  Microsoft Print to PDF . Note:  If you don’t see “Microsoft Print to PDF” as an option, you may need to install it. You can usually find it through your Windows settings or by searching online for the latest version.
  • In the  Print Layout  section, select “Notes pages”
  • Click  Print .
  • In the  Save As  dialogue box, choose a location and filename for your PDF.

How To Save PowerPoint As PDF on MacOS? 

There are two main methods to save your PowerPoint presentation as a PDF on macOS using Microsoft PowerPoint:

Method 1: Save As

  • Click on the “File” menu in the top menu bar.
  • Select “Save As…” from the dropdown menu.
  • In the “Save As” window, choose a location to save your PDF.
  • Important Step:  In the “File format” dropdown menu, select “PDF” (*.pdf).
  • Optionally, you can give your PDF a different name in the “File name” box.
  • Click “Save” and your presentation will be converted to a PDF file.

Method 2: Export

  • Select “Export…” from the dropdown menu.
  • In the “Export” window, click on the “File Format” menu.
  • Choose “PDF” from the list of file formats.
  • Click “Save” and your presentation will be exported as a PDF file.

Closing Thoughts

We hope this guide has equipped you with the knowledge to effortlessly convert your PowerPoint presentations into PDFs. By following these simple steps, you can ensure your presentations are accessible and flawlessly formatted for anyone to view, regardless of their device or software. Now go forth and share your presentations with confidence!

Frequently Asked Questions

Are there any limitations to using pdfs.

While PDFs offer many benefits, they may not be suitable for collaborative editing like PowerPoint files.

Can I add hyperlinks to a PDF?

Yes, you can add hyperlinks to a PDF using PDF editing software.

Will converting to PDF affect the quality of my images and graphics?

No, converting to PDF should not affect the quality of your images or graphics.

Can I edit a PDF after saving my PowerPoint as PDF?

Yes, you can edit a PDF using specialized software like Adobe Acrobat or online PDF editors.

Can I control how the notes appear in the PDF?

Yes, using the “Export as PDF” method allows more control. With “Handouts,” you can choose how many slides appear per page with notes next to them. With “Notes,” each slide and its corresponding notes will be on separate pages.

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Generate presentations in minutes

We humans make the world move, but we need to sleep, rest and so on. What if there were someone available 24/7 for you? It’s time to get out of your comfort zone and ask the AI presentation maker to give you a hand. The possibilities are endless : you choose the topic, the tone and the style, and the AI will do the rest. Now we’re talking!

Customize your AI-generated presentation online

Alright, your robotic pal has generated a presentation for you. But, for the time being, AIs can’t read minds, so it’s likely that you’ll want to modify the slides. Please do! We didn’t forget about those time constraints you’re facing, so thanks to the editing tools provided by one of our sister projects —shoutouts to Wepik — you can make changes on the fly without resorting to other programs or software. Add text, choose your own colors, rearrange elements, it’s up to you! Oh, and since we are a big family, you’ll be able to access many resources from big names, that is, Freepik and Flaticon . That means having a lot of images and icons at your disposal!

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How does it work?

Think of your topic.

First things first, you’ll be talking about something in particular, right? A business meeting, a new medical breakthrough, the weather, your favorite songs, a basketball game, a pink elephant you saw last Sunday—you name it. Just type it out and let the AI know what the topic is.

Choose your preferred style and tone

They say that variety is the spice of life. That’s why we let you choose between different design styles, including doodle, simple, abstract, geometric, and elegant . What about the tone? Several of them: fun, creative, casual, professional, and formal. Each one will give you something unique, so which way of impressing your audience will it be this time? Mix and match!

Make any desired changes

You’ve got freshly generated slides. Oh, you wish they were in a different color? That text box would look better if it were placed on the right side? Run the online editor and use the tools to have the slides exactly your way.

Download the final result for free

Yes, just as envisioned those slides deserve to be on your storage device at once! You can export the presentation in .pdf format and download it for free . Can’t wait to show it to your best friend because you think they will love it? Generate a shareable link!

What is an AI-generated presentation?

It’s exactly “what it says on the cover”. AIs, or artificial intelligences, are in constant evolution, and they are now able to generate presentations in a short time, based on inputs from the user. This technology allows you to get a satisfactory presentation much faster by doing a big chunk of the work.

Can I customize the presentation generated by the AI?

Of course! That’s the point! Slidesgo is all for customization since day one, so you’ll be able to make any changes to presentations generated by the AI. We humans are irreplaceable, after all! Thanks to the online editor, you can do whatever modifications you may need, without having to install any software. Colors, text, images, icons, placement, the final decision concerning all of the elements is up to you.

Can I add my own images?

Absolutely. That’s a basic function, and we made sure to have it available. Would it make sense to have a portfolio template generated by an AI without a single picture of your own work? In any case, we also offer the possibility of asking the AI to generate images for you via prompts. Additionally, you can also check out the integrated gallery of images from Freepik and use them. If making an impression is your goal, you’ll have an easy time!

Is this new functionality free? As in “free of charge”? Do you mean it?

Yes, it is, and we mean it. We even asked our buddies at Wepik, who are the ones hosting this AI presentation maker, and they told us “yup, it’s on the house”.

Are there more presentation designs available?

From time to time, we’ll be adding more designs. The cool thing is that you’ll have at your disposal a lot of content from Freepik and Flaticon when using the AI presentation maker. Oh, and just as a reminder, if you feel like you want to do things yourself and don’t want to rely on an AI, you’re on Slidesgo, the leading website when it comes to presentation templates. We have thousands of them, and counting!.

How can I download my presentation?

The easiest way is to click on “Download” to get your presentation in .pdf format. But there are other options! You can click on “Present” to enter the presenter view and start presenting right away! There’s also the “Share” option, which gives you a shareable link. This way, any friend, relative, colleague—anyone, really—will be able to access your presentation in a moment.

Discover more content

This is just the beginning! Slidesgo has thousands of customizable templates for Google Slides and PowerPoint. Our designers have created them with much care and love, and the variety of topics, themes and styles is, how to put it, immense! We also have a blog, in which we post articles for those who want to find inspiration or need to learn a bit more about Google Slides or PowerPoint. Do you have kids? We’ve got a section dedicated to printable coloring pages! Have a look around and make the most of our site!

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