Word to PDF Conversion: Create Flawless Documents Every Time

You've spent hours perfecting that Word document. The fonts are just right. The images are perfectly placed. The formatting is chef's kiss.

Then you convert it to PDF and... everything shifts. Fonts change. Images move. Your beautiful document looks like it went through a blender.

We've all been there. Let's fix it.

Why Convert Word to PDF?

Before we dive into the "how," let's cover the "why":

Universal Compatibility

• PDFs look the same on every device
• No "I can't open this" emails
• Mac, Windows, phone, tablet—all identical

Document Integrity

• Nobody can accidentally edit your work
• Formatting locked in place
• Professional appearance guaranteed

Smaller File Sizes

• PDFs often compress better than Word docs
• Easier to email
• Faster to share

Professional Standard

• Clients expect PDFs
• Legal documents require them
• Contracts, proposals, reports—all PDF

Print-Ready

• What you see is what prints
• No surprises at the printer
• Consistent across devices

The Most Common Formatting Problems (And How to Avoid Them)

Problem 1: Fonts Change to Something Ugly

What happens: Your carefully chosen Calibri or custom font becomes Times New Roman or worse.

Why it happens: The font isn't embedded in the PDF, so the viewer's device substitutes whatever it has.

The fix: Embed your fonts.

In Microsoft Word:

1. Go to File → Options → Save
2. Check "Embed fonts in the file"
3. Check "Embed only the characters used in the document" (keeps file smaller)
4. Save as PDF

Not all fonts can be embedded (licensing restrictions), but most standard fonts work fine.

Pro tip: Stick to common fonts like Arial, Calibri, Times New Roman, or Georgia. They're on virtually every device, so even without embedding, you're safer.

Problem 2: Images Get Blurry or Compressed

What happens: Your crisp 1080p images turn into pixelated mush.

Why it happens: Word's default PDF export compresses images to reduce file size.

The fix: Change the compression settings.

In Microsoft Word:

1. Go to File → Options → Advanced
2. Find "Image Size and Quality"
3. Set Default resolution to 330 PPI (or "Do not compress images")
4. Then save as PDF

Want the best quality? Use "Do not compress images in file"—but your PDF will be larger.

Problem 3: Text Boxes and Objects Move

What happens: That perfectly positioned text box decides to take a vacation to the bottom of the page.

Why it happens: Text wrapping and anchor settings don't always translate cleanly.

The fix: Lock your objects.

1. Right-click the text box or image
2. Select Size and Position (or More Layout Options)
3. Under Position, check "Lock anchor"
4. Set positioning to "Absolute" rather than relative

This pins elements in place during conversion.

Problem 4: Margins and Spacing Change

What happens: Your carefully balanced margins get slightly off, causing text to reflow.

Why it happens: Rounding differences between Word and PDF rendering.

The fix: This is rare with modern Word versions, but if it happens:

• Avoid margins smaller than 0.5 inches
• Use standard paper sizes (Letter, A4)
• Don't push text too close to edges

Problem 5: Headers and Footers Disappear

What happens: Page numbers and headers vanish into thin air.

Why it happens: Usually a preview issue, not an actual problem. Sometimes linked headers disconnect.

The fix:

• Check "Different First Page" settings
• Ensure headers/footers aren't linked to sections with deleted content
• Preview the PDF after conversion, not in Word's preview

Problem 6: Hyperlinks Stop Working

What happens: Your clickable links become plain text.

Why it happens: Some conversion methods strip hyperlinks.

The fix: Use "Save as PDF" (not "Print to PDF"). The Save As method preserves hyperlinks. Print to PDF often doesn't.

How to Convert Word to PDF: Three Methods

Method 1: Microsoft Word's Built-in Export (Best for Most)

For Word on Windows:

1. Open your document
2. Click File → Save As (or Export)
3. Choose location
4. Select "PDF (*.pdf)" from the dropdown
5. Click Options for extra settings:
   • Document shows bookmarks (or not)
   • Create PDF/A for archival
   • Bitmap text if fonts can't embed
6. Click Save

For Word on Mac:

1. Open your document
2. Click File → Save As
3. Choose PDF from format dropdown
4. Click Export

Pros:

• Built-in, no extra software
• Preserves most formatting
• Maintains hyperlinks and bookmarks

Cons:

• Some advanced layouts might shift
• Older Word versions have quirks

Method 2: Online Converters (Quick and Easy)

Use our Word to PDF converter:

1. Go to PDF Smaller's Word to PDF Tool
2. Upload your .docx or .doc file
3. Click Convert
4. Download your PDF

Pros:

• Works on any device
• No software to install
• Your document stays private (browser-based)

Cons:

• Need internet connection
• Very large documents might take a moment

When to use: You're on someone else's computer, don't have Word installed, or want a quick conversion without fiddling with settings.

Method 3: Print to PDF (Last Resort)

Windows:

1. Open document in Word
2. Press Ctrl + P (Print)
3. Select "Microsoft Print to PDF" as printer
4. Click Print
5. Choose save location

Mac:

1. Open document in Word
2. Press Cmd + P (Print)
3. Click PDF dropdown (bottom left)
4. Select "Save as PDF"

Pros:

• Works with any application
• Simple process

Cons:

• Loses hyperlinks
• Can flatten formatting
• Not ideal for interactive PDFs

Use this when: Nothing else works, or you specifically want a "flattened" document without clickable elements.

Advanced Tips for Perfect Conversions

Tip 1: Use Styles Consistently

Word's built-in styles (Heading 1, Heading 2, Body Text, etc.) convert more reliably than manual formatting.

Why? Styles create a consistent document structure that PDF converters understand. Random font changes mid-paragraph confuse things.

Do this:

• Use Heading styles for headings
• Use Body Text style for paragraphs
• Modify styles instead of individual text

Tip 2: Check Page Breaks Before Converting

Soft page breaks (automatic) can shift during conversion. Hard page breaks (Ctrl + Enter) stay put.

Before converting:

1. Press Ctrl + Shift + 8 to show formatting marks
2. Check that page breaks are where you want them
3. Replace soft breaks with hard breaks where critical

Tip 3: Simplify Complex Layouts

The fancier your layout, the more likely something breaks.

High-risk elements:

• Text boxes overlapping other content
• Tables with merged cells and images
• Multiple columns with floating objects
• Shapes with text wrapping

If conversion fails:

• Simplify the layout
• Use tables instead of text boxes for positioning
• Group objects together before converting

Tip 4: Embed vs. Subset Fonts

When embedding fonts, you have two options:

Embed all characters: Larger file, complete font included Embed subset (used characters only): Smaller file, only characters in your document

Use full embedding when:

• Document might be edited later (rare for PDFs)
• You need every character available

Use subset (default) when:

• Document is final
• File size matters
• 99% of the time, this is the right choice

Tip 5: Create PDF/A for Archival

PDF/A is a special format designed for long-term preservation. All fonts are embedded, no external dependencies.

When to use PDF/A:

• Legal documents
• Government submissions
• Long-term records
• When told "must be PDF/A"

In Word: File → Save As → PDF → Options → Check "PDF/A compliant"

Or use our PDF to PDF/A converter after the fact.

Checking Your PDF After Conversion

Always verify. Trust no one. Not even Word.

After converting, open the PDF and check:

1. Visual inspection

• Flip through every page
• Look for shifted elements
• Check images are clear

2. Font check

• Does text look right?
• Any obvious substitutions?
• Is spacing consistent?

3. Hyperlinks

• Click a few links
• Do they go to the right place?
• Any broken links?

4. Print preview

• Try print preview (even if not printing)
• Check margins match expectations
• Verify nothing is cut off

5. File size

• Is it reasonable?
• Way too big? Images might not have compressed
• Way too small? Something might be missing

Special Cases

Converting .doc (Old Format)

Old .doc files can be tricky. They're from a different era.

Best approach:

1. Open .doc in modern Word
2. Save as .docx first
3. Check formatting
4. Then convert to PDF

The extra step catches conversion issues early.

Converting with Track Changes

Two options:

Show all changes:

1. In Word, set view to "All Markup"
2. Convert to PDF
3. PDF shows tracked changes and comments

Final document only:

1. Accept all changes first
2. Or set view to "No Markup"
3. Convert to PDF
4. Clean document, no marks

Converting with Comments

Comments typically appear in the PDF margin, just like in Word. If you don't want them:

1. Delete all comments before converting
2. Or use "Final" view instead of "Final Showing Markup"

Converting Form Fields

Word forms → PDF:

• Basic form fields can convert
• Results vary wildly
• For interactive PDFs, consider dedicated form tools

If you need a fillable PDF form, create it in a PDF tool, not Word.

Reducing PDF File Size After Conversion

Your Word doc was 2 MB. Your PDF is 25 MB. What happened?

Likely culprit: High-resolution images that didn't compress.

Solutions:

1. Compress in Word first (see image settings above)
2. Use our PDF compression tool after conversion
3. Resize images before inserting into Word

Usually, running the PDF through a compressor afterward is the easiest fix. You can often reduce file size by 50-80% without visible quality loss.

Word Version Differences

Word 365 / Word 2021

Best PDF export. Modern, reliable, fewest issues.

Word 2019 / 2016

Very good. Occasional minor issues with complex layouts.

Word 2013 / 2010

Functional but older. More likely to have font issues.

Word Online (Browser)

Basic PDF export. Works for simple documents. Complex formatting might shift.

Word for Mac

Generally good. Slight differences from Windows version. Test if formatting is critical.

Older Versions (2007 and earlier)

Upgrade if possible. PDF export was rougher back then.

Troubleshooting Guide

"My fonts look wrong"

1. Embed fonts (File → Options → Save → Embed fonts)
2. Use standard fonts
3. Check the PDF on another device to verify

"Images are blurry"

1. Change image compression settings
2. Use higher-resolution source images
3. Don't compress before inserting into Word

"Page breaks are in wrong places"

1. Use hard page breaks (Ctrl + Enter)
2. Check page setup matches between Word and PDF
3. Avoid relying on automatic breaks

"File size is huge"

1. Compress images in Word
2. Use subset font embedding
3. Compress the PDF afterward

"Links don't work"

1. Use Save As, not Print to PDF
2. Verify links work in Word first
3. Avoid link text that's different from the URL

"Format is completely broken"

1. Simplify your layout
2. Update Word to latest version
3. Try online converter as alternative
4. Save as .docx first if using old .doc format

Batch Converting Multiple Documents

Got 50 Word docs to convert? Don't do them one at a time.

In Word (using macros or VBA):

• Possible but requires scripting knowledge
• Not worth it for occasional use

Better approach:

• Online batch converters
• Third-party software (Nitro, Adobe)
• Command-line tools for developers

For most people: just convert them one at a time. It's faster than learning automation for a one-time job.

The Bottom Line

Perfect Word to PDF conversion:

1. Embed fonts (File → Options → Save)
2. Set image quality (File → Options → Advanced)
3. Use Save As PDF (not Print to PDF)
4. Check the result (every page, every element)
5. Compress if needed with our PDF compressor

Quick tips:

• Stick to standard fonts when possible
• Use Word's built-in styles
• Lock floating objects in place
• Preview before sending

When all else fails:

• Use our Word to PDF converter
• It handles the tricky stuff automatically
• No settings to fiddle with

Ready to convert?

Convert Word to PDF Now →

Perfect formatting. Every time. Free.

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Last updated: December 20, 2025