Convert Multiple Powerpoint Files into PDF with Excel VBA

This article shows how to batch convert Microsoft PowerPoint 2000, 2003, 2007 presentations into PDF file format using Excel VBA program. This is one of the common problem faced by professionals when clients expect files in PDF format and we have the files in PPTX format. It's easy to convert a single file in PDF but cumbersome to convert multiple files manually. In Microsoft Excel we can automate tasks via macro, that's what we will be discussing it in this post.

Prerequisites:
MS Office Add-in: Save as PDF or XPS

This add-in is pre-installed in Office 2010 package. If this add-in is not installed on your computer, download it from the Microsoft site : Download Add-In

(If this link is not working, Google search on "Save as PDF or XPS MS Office" and you'll find the link working)

1. Convert the whole powerpoint file into PDF

The following program creates a PDF file of the whole powerpoint presentation from files in a folder.The PDF files are saved in the same directory where PPT files are stored.

Enter the folder path in cell C3 as shown below :

Option Explicit Dim oPPTApp As PowerPoint.Application Dim oPPTFile As PowerPoint.Presentation Sub Converter() Dim cnt As Integer, currfile As String Dim TrimFile As String, Path As String, FilesInPath As String _ , MyFiles() As String, Fnum As Long Dim CalcMode As Long, LPosition As Long Dim StartTime As Date, EndTime As Date ThisWorkbook.Activate currfile = ActiveWorkbook.Name Windows(currfile).Activate Sheets("Sheet1").Activate StartTime = Timer Path = Range("C3").Text & "\" FilesInPath = Dir(Path & "*.pp*") If FilesInPath = "" Then MsgBox "No files found" Exit Sub End If Fnum = 0 Do While FilesInPath <> "" Fnum = Fnum + 1 ReDim Preserve MyFiles(1 To Fnum) MyFiles(Fnum) = FilesInPath FilesInPath = Dir() Loop With Application CalcMode = .Calculation .Calculation = xlCalculationManual .ScreenUpdating = False .EnableEvents = False End With If Fnum > 0 Then For Fnum = LBound(MyFiles) To UBound(MyFiles) Set oPPTApp = CreateObject("PowerPoint.Application") oPPTApp.Visible = msoTrue On Error Resume Next Set oPPTFile = oPPTApp.Presentations.Open(Path & MyFiles(Fnum)) On Error GoTo 0 If Not oPPTFile Is Nothing Then LPosition = InStr(1, oPPTFile.Name, ".") - 1 TrimFile = Left(oPPTFile.Name, LPosition) On Error Resume Next oPPTFile.ExportAsFixedFormat oPPTFile.Path & "\" & TrimFile & ".pdf", _ ppFixedFormatTypePDF, ppFixedFormatIntentPrint End If oPPTFile.Close Next Fnum End If With Application .ScreenUpdating = True .EnableEvents = True .Calculation = CalcMode End With oPPTApp.Quit Set oPPTFile = Nothing Set oPPTApp = Nothing EndTime = Timer MsgBox " Task succesfully completed in " & Format(EndTime - StartTime, "0.00") & " seconds" End Sub

How to use

Download the workbook  and enter the folder path in cell C3.
And then hit PDF Conversion button.

OR

1. Open Excel . Press Alt + F11 to open the visual basic editor.
2. Go to Tools >> References and check Microsoft Powerpoint Object library
3. Go to Insert >> Module to insert a new module.
4. Paste the above program into the module.
5. Mention the folder path in cell C3.
6. Press Alt + F8 , select "Converter" macro and hit Run button.

2. Convert the specified powerpoint slide into PDF

The following program creates a PDF file of the specified powerpoint slide from presentations in a folder. It displays a prompt in a dialog box to enter the slide number.

Option Explicit Dim oPPTApp As PowerPoint.Application Dim oPPTFile As PowerPoint.Presentation Dim sld As Slide Sub Converter() Dim currfile As String, TrimFile As String _ , Path As String, FilesInPath As String _ , MyFiles() As String, Fnum As Long Dim CalcMode As Long, LPosition As Long Dim StartTime As Date, EndTime As Date Dim SlidePos As Variant ThisWorkbook.Activate currfile = ActiveWorkbook.Name Windows(currfile).Activate Sheets("Sheet1").Activate StartTime = Timer Path = Range("C3").Text & "\" SlidePos = InputBox("Enter slide number") Select Case StrPtr(SlidePos) Case 0 MsgBox "Task Aborted" Exit Sub End Select FilesInPath = Dir(Path & "*.pp*") If FilesInPath = "" Then MsgBox "No files found" Exit Sub End If Fnum = 0 Do While FilesInPath <> "" Fnum = Fnum + 1 ReDim Preserve MyFiles(1 To Fnum) MyFiles(Fnum) = FilesInPath FilesInPath = Dir() Loop With Application CalcMode = .Calculation .Calculation = xlCalculationManual .ScreenUpdating = False .EnableEvents = False End With If Fnum > 0 Then For Fnum = LBound(MyFiles) To UBound(MyFiles) Set oPPTApp = CreateObject("PowerPoint.Application") oPPTApp.Visible = msoTrue On Error Resume Next Set oPPTFile = oPPTApp.Presentations.Open(Path & MyFiles(Fnum)) On Error GoTo 0 If Not oPPTFile Is Nothing Then LPosition = InStr(1, oPPTFile.Name, ".") - 1 TrimFile = Left(oPPTFile.Name, LPosition) On Error Resume Next oPPTFile.Slides.Range(SlidePos).Select oPPTFile.ExportAsFixedFormat oPPTFile.Path & "\" & TrimFile & ".pdf", ppFixedFormatTypePDF, RangeType:=ppPrintSelection End If oPPTFile.Close Next Fnum End If With Application .ScreenUpdating = True .EnableEvents = True .Calculation = CalcMode End With oPPTApp.Quit Set oPPTFile = Nothing Set oPPTApp = Nothing EndTime = Timer MsgBox " Task succesfully completed in " & Format(EndTime - StartTime, "0.00") & " seconds" End Sub

How to use

Download the workbook  and enter the folder path in cell C3.
And then hit PDF Conversion button. After that it will prompt you to enter a slide number. 

OR

1. Open Excel . Press Alt + F11 to open the visual basic editor.
2. Go to Tools >> References and check Microsoft Powerpoint Object library
3. Go to Insert >> Module to insert a new module.
4. Paste the above program into the module.
5. Mention the folder path in cell C3.
6. Press Alt + F8 , select "Converter" macro and hit Run button.

3. Convert each slide as a seperate PDF file

The following program creates a PDF file of each slide from the presentations in a folder.

Dim oPPTApp As PowerPoint.Application Dim oPPTFile As PowerPoint.Presentation Dim oPPTSlide As PowerPoint.Slide Sub Converter() Dim currfile As String, TrimFile As String _ , Path As String, FilesInPath As String _ , MyFiles() As String, Fnum As Long Dim i, CalcMode As Long, LPosition As Long Dim StartTime As Date, EndTime As Date ThisWorkbook.Activate currfile = ActiveWorkbook.Name Windows(currfile).Activate Sheets("Sheet1").Activate StartTime = Timer Path = Range("C3").Text & "\" FilesInPath = Dir(Path & "*.pp*") If FilesInPath = "" Then MsgBox "No files found" Exit Sub End If Fnum = 0 Do While FilesInPath <> "" Fnum = Fnum + 1 ReDim Preserve MyFiles(1 To Fnum) MyFiles(Fnum) = FilesInPath FilesInPath = Dir() Loop With Application CalcMode = .Calculation .Calculation = xlCalculationManual .ScreenUpdating = False .EnableEvents = False End With If Fnum > 0 Then For Fnum = LBound(MyFiles) To UBound(MyFiles) Set oPPTApp = CreateObject("PowerPoint.Application") oPPTApp.Visible = msoTrue On Error Resume Next Set oPPTFile = oPPTApp.Presentations.Open(Path & MyFiles(Fnum)) On Error GoTo 0 If Not oPPTFile Is Nothing Then LPosition = InStr(1, oPPTFile.Name, ".") - 1 TrimFile = Left(oPPTFile.Name, LPosition) On Error Resume Next For Each oPPTSlide In oPPTFile.Slides OutputPath = TrimFile & "-" & oPPTSlide.Name oPPTSlide.Select oPPTFile.ExportAsFixedFormat oPPTFile.Path & "\" & OutputPath & ".pdf", _ ppFixedFormatTypePDF, RangeType:=ppPrintSelection Next oPPTSlide oPPTFile.Close End If Next Fnum End If With Application .ScreenUpdating = True .EnableEvents = True .Calculation = CalcMode End With oPPTApp.Quit Set oPPTFile = Nothing Set oPPTApp = Nothing EndTime = Timer MsgBox " Task succesfully completed in " & Format(EndTime - StartTime, "0.00") & " seconds" End Sub

How to use

Download the workbook  and enter the folder path in cell C3.
And then hit PDF Conversion button.

OR

1. Open Excel . Press Alt + F11 to open the visual basic editor.
2. Go to Tools >> References and check Microsoft Powerpoint Object library
3. Go to Insert >> Module to insert a new module.
4. Paste the above program into the module.
5. Mention the folder path in cell C3.
6. Press Alt + F8 , select "Converter" macro and hit Run button.

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Deepanshu founded ListenData with a simple objective - Make analytics easy to understand and follow. He has over 10 years of experience in data science. During his tenure, he has worked with global clients in various domains like Banking, Insurance, Private Equity, Telecom and Human Resource.

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