The Adobe Portable Document is a widespread standard that ensures the recipient will see the file the same way you did. PDF is standard format that is device independent. It allows you to send files that everyone can read and that can’t be edited. The full Adobe product is comprehensive and expensive. An alternative is to use a PDF Print Driver to produce PDF documents.
One such product can be obtained at no charge from http://www.cutepdf.com/Products/CutePDF/writer.asp
Download CUTEPDF Writer and Converter. Install the Converter first then CUTEPDF. You will now have a new driver and may choose it to create a PDF file. You will see a Save As dialog box to specify the name of the PDF file.
If you have the newest MS Office 2007 you can click Save as, then "Find Add-Ins for other File Formats" from any MS Office program. An Office Help menu will open and it will contain a link to the download page. The Microsoft Genuine Office validation will be invoked to ensure you have a properly licensed product on the PC you are downloading too. This requires that you use Internet Explorer and Allow an ActiveX to be installed. After your license is validated you will be returned to the download page and can download and install. Installing this update once applies to all Office products. You can then Save As in PDF or Microsoft's XPS format (competition to PDF). PDF is much more widely available than XPS.
The advantage of the PDF Print Driver is that it works with any product.