Saving a Word document as PDF: The complete guide

Saving a Word document as a PDF is an essential skill that everyone should master. Whether you are sending a cover letter, sharing a report with colleagues, or want to keep a document in a universally readable format, a PDF is often the best choice. In this in-depth guide we explain step by step how to do this easily.

Why save a Word document as PDF?

Before we get to the practical steps, it is important to understand why PDF has become such a popular file format.

Benefits of PDF files

PDF stands for Portable Document Format, which describes a document format you can take anywhere. This format was developed by Adobe and has several important benefits:

Universal readability: A PDF looks exactly the same on any computer, tablet or smartphone. That is different from Word documents, where the layout can shift if the recipient uses a different version of Word or doesn't have certain fonts installed.

Security: PDF files can be protected with a password, so only authorized people can open or edit the document.

Professional look: For official documents such as cover letters, quotes or contracts, you are often expected to send a PDF. This looks more professional than an editable Word file.

Smaller file size: In many cases a PDF is smaller than the original Word document, especially for documents with lots of images.

Method 1: Save as PDF from the File menu

This is the most common and easiest method to save your Word document as a PDF.

Step-by-step instructions

Step 1: Open the Word document you want to convert to PDF. Check that all changes have been saved.

Step 2: Click the File tab at the top left of the screen. This opens a new screen with several options.

Step 3: In the menu on the left, click Save As. In newer versions of Word this may also be called Save a Copy.

Step 4: Choose the location where you want to save the file. This can be your computer, OneDrive, or another location.

Step 5: A dialog box now appears. At the bottom you see an option called Save as type or File type. Click the drop-down menu.

Step 6: Scroll through the list and select PDF (*.pdf).Step 7: Give your file a clear name in theFile name field.Step 8: Click theSave button. Your document is now saved as a PDF!

Method 2: Export to PDF

Word also offers a dedicated export feature that gives you extra options for creating PDF files.

How does exporting work?Step 1: Open your Word document and clickFile in the menu bar.Step 2: ClickExport in the menu on the left.Step 3: Select the optionCreate PDF/XPS Document.Step 4: Click the largeCreate PDF/XPS button.Step 5: A new window opens where you can enter the file name and choose the save location.Step 6: Note theOptimize for option at the bottom of the window. Here you can choose between:

-Standard: Best quality, suitable for printing -Minimum size: Smaller file size, suitable for publishing onlineStep 7: ClickPublish to create the PDF.

Method 3: Print to PDF

A third method is using the print feature to create a PDF. This works on virtually any computer with Windows 10 or newer.

The print method explainedStep 1: Open your document in Word.Step 2: Press the key combinationCtrl + P or go toFile and clickPrint.Step 3: In the printer selection you see several options. SelectMicrosoft Print to PDF orPDF printer.Step 4: ClickPrint.Step 5: Choose a location and file name for your PDF and clickSave.

This method is handy because it also works from programs other than Word, such as your web browser or an image editor.

Advanced options when saving as PDF

When you create a PDF, several extra options are available that can help you get the perfect result.

Quality settings

When exporting to PDF, you can clickOptions for more settings:

-Page range: Choose which pages you want to include in the PDF -Create bookmarks: Handy for long documents with a table of contents -Document properties: Adds metadata such as author and title -Document structure tags for accessibility: Makes the PDF easier to read for screen readers

Tips for the best PDF qualityCheck your document first: Go through your document and check that all text, images and tables are formatted correctly before you create the PDF.Use standard fonts: If you want your document to look the same everywhere, use common fonts such as Arial, Times New Roman or Calibri.Compress images: If your PDF gets too large, you can compress the images in Word viaFile > Options > Advanced > Image Size and Quality.

Common problems and solutions

Sometimes saving as a PDF doesn't go entirely smoothly. Here are some common problems and how to solve them.

The layout looks different

If your PDF looks different from your Word document, this may be caused by special fonts. Try printing the document to a PDF printer first, or replace the fonts with standard fonts.

The PDF is too large

Large images can make your PDF unnecessarily large. When exporting, chooseMinimum size instead ofStandard, or compress the images in Word before you create the PDF.

Make sure the hyperlink option is checked in the export options. Go toOptions when exporting and check thatCreate bookmarks with hyperlinks is selected.

Opening and checking the PDF

After creating your PDF, it is wise to check it before you send the document.

Opening the PDF in a reader

Double-click your PDF file to open it. Windows opens PDF files in Microsoft Edge by default. You can also install Adobe Acrobat Reader for more features.

Check the following points:

  • Are all pages in the right order?
  • Is the text easy to read?
  • Are the images sharp?
  • Do any hyperlinks work?

Frequently asked questions

Can I convert a PDF back to Word?

Yes, that is possible. In newer versions of Word you can open a PDF viaFile > Open and Word will try to convert the document. Keep in mind that the layout is not always carried over perfectly, especially for complex documents with lots of images or tables.

Is it free to save Word documents as PDF?

Absolutely! Saving as PDF is a standard feature in Microsoft Word and costs nothing extra. The Microsoft Print to PDF feature in Windows is also completely free to use.

Can I merge multiple Word documents into one PDF?

You can't do this directly in Word, but you can first merge the Word documents into one document and then save it as a PDF. There are also free online tools that let you merge multiple PDF files.

Is my original Word document kept?

Yes, when you save as PDF, Word creates a copy of your document in PDF format. Your original Word file (.docx) stays in place and can still be edited. You then have two files: the editable Word document and the PDF version.