How to Set the Default PDF Size Option When Exporting from Word
Question details
The user wants to establish a permanent default choice between 'Standard' and 'Minimum size' when exporting Word documents to PDF.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Exporting documents to PDF format frequently and wanting to bypass the manual selection of optimization size every time.
- Observed behavior
- Word resets the PDF optimization preference for each export, failing to provide a built-in toggle to remember the user's choice permanently.
Ensure you have saved your current document and enable the Developer tab in Word, as you will need to create a brief VBA macro to modify this default behavior.
Create a VBA Macro to Fix the Default PDF Export Size
Since Word lacks a native settings toggle to lock the PDF size preference, utilizing a macro with the ExportAsFixedFormat method is the most reliable solution.
By assigning a short VBA script to your Quick Access Toolbar, you can instantly export your current document to PDF using your preferred optimization setting—either 'Standard' for high print quality or 'Minimum size' for email and web publishing.
Go to File > Options > Customize Ribbon. In the right-hand pane, check the box next to 'Developer' and click OK.
Navigate to the Developer tab on your ribbon and click 'Visual Basic', or simply press Alt + F11 on your keyboard.
In the Visual Basic Editor, click 'Insert' from the top menu and select 'Module' to open a blank coding window.
Paste a VBA script using the Document.ExportAsFixedFormat method. To set 'Minimum size' as default, ensure the OptimizeFor parameter is set to wdExportOptimizeForOnScreen. For 'Standard', use wdExportOptimizeForPrint.
Close the editor, then go to File > Options > Quick Access Toolbar. Choose 'Macros' from the 'Choose commands from' dropdown, select your new PDF export macro, and click 'Add' to place it on your toolbar for one-click access.
Easily Export and Compress PDFs with WPS Office
If writing and managing VBA macros seems too complicated, consider using WPS Office. Its built-in PDF export tool comes with a highly intuitive interface that allows you to seamlessly select your output size, adjust image qualities, and generate PDFs without any coding.
- 1. Open your document in WPS Writer: Launch WPS Office, open WPS Writer, and load the document you wish to convert.
- 2. Access the PDF Export tool: Click on the 'Menu' button in the top-left corner or go to the 'Tools' tab, then select 'Export to PDF'.
- 3. Customize and export: In the export dialog box, choose your desired save path and output quality (Standard or compressed), then click 'Export' to generate your file.
Frequently Asked Questions
Why doesn't Microsoft Word remember my PDF size choice?
Microsoft Word resets the PDF optimization setting to its factory default each time you restart the application or initiate a new export session, because it lacks a persistent global setting in its Options menu for this specific feature.
Can I use a keyboard shortcut instead of a toolbar button for the macro?
Yes. You can assign a keyboard shortcut to your VBA macro by navigating to File > Options > Customize Ribbon, clicking 'Customize' next to Keyboard shortcuts, selecting 'Macros', and assigning your preferred key combination.
Will using the ExportAsFixedFormat macro overwrite existing PDF files?
By default, if a PDF with the exact same name already exists in the destination folder, the VBA macro will overwrite it without prompting. You can modify the VBA code to include a Save As dialog prompt if you want to avoid accidental overwrites.
