PDF is the universal file format that looks the same on every device. Whether you're sharing an invoice, a resume or a report, with PDF you can be sure the formatting stays intact. In this guide you'll learn all the free methods for creating PDFs.

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Creating a PDF on Windows (Print to PDF)

Windows 10 and 11 have a built-in PDF printer:

  1. Open the file you want to convert
  2. Press Ctrl + P (or go to File > Print)
  3. Choose Microsoft Print to PDF as the printer
  4. Click Print
  5. Choose a location and file name
  6. Click Save

Works with: All programs that can print (Word, Excel, web pages, images, etc.)

Creating a PDF on a Mac

On macOS, PDF export is built into every program:

  1. Open the file
  2. Go to File > Export as PDF (or Print)
  3. With Print: click PDF > Save as PDF at the bottom left
  4. Choose a location and file name
  5. Click Save

Tip: With Preview you can also combine several images into one PDF.

Creating a PDF from a Word/Excel document

Microsoft Office has direct PDF export:

In Word/Excel:

  1. Go to File > Export
  2. Click Create PDF/XPS Document
  3. Choose a location and options (standard or minimum size)
  4. Click Publish

Faster: Go to File > Save As and choose PDF as the file type.

Free online PDF tools

Don't want to install software? Use these free websites:

Note: Don't upload confidential documents to online tools!

Creating a PDF on a smartphone

iPhone/iPad:

  1. Open the file or photo
  2. Tap Share
  3. Scroll down and tap Print
  4. Zoom in on the preview with two fingers
  5. This opens the PDF, which you can share or save

Android:

  1. Open the file
  2. Tap Share or the menu (three dots)
  3. Choose Print
  4. Select Save as PDF
  5. Tap the PDF icon to save

Frequently asked questions (FAQ)

Which method gives the best quality? Exporting directly from the program (such as Word > Export) gives the best quality. Print to PDF is also fine for most purposes.

Can I combine multiple files into one PDF? Yes! Use online tools such as ILovePDF or SmallPDF to merge PDFs. On a Mac you can also do this with Preview.

How do I make the PDF smaller? Choose a lower quality when exporting, or use an online compression tool such as ILovePDF or SmallPDF.

Is Microsoft Print to PDF safe? Yes, it's an official Windows feature. Your files stay local on your computer.

Can I edit a PDF again? To a limited extent. For full editing you need Adobe Acrobat Pro or an online editor. Word can open and edit some PDFs.

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