Convert a Microsoft Word Document to PDF Format

Sharing a file in PDF format allows people to view the document regardless of what word processor they are using. More importantly, it prevents formatting errors from cropping up due to word-processor incompatibilities, making PDFs a must for official documents like resumes and important letters. To convert a Microsoft Word document to PDF format, use one of the following methods.

Steps

Word 2010 and 2013

  1. Open the file in Office Word 2010.
  2. Click the "File" tab and go to Save As.
  3. In the "File Types" field, choose Create PDF or XPS Document.
    • The add-in - Save as PDF/XPS is built in Word 2010, and you can directly save Word 2010 or other parts of 2010 Office suite to PDF format.
  4. Click "Create a PDF/XPS".
  5. In the pop-up dialog box, enter a file name and location.
  6. Click Publish.
    • It is a bit different to convert Word 2010 document to PDF format from saving Word 2007 as PDF.

Word 2007

  1. Open the file you wish to save.
  2. Click the "File" button in the top left-hand corner of Word.
  3. Go to Save As > PDF or XPS.
    • If this option is not available to you, go here to download Microsoft's free PDF and XPS converter. Note that this will only work for Windows; if you have a Mac, use the method below.
  4. Type in the desired file name and adjust settings as necessary. Choose Minimum Size if you wish to reduce the size and quality.
  5. Hit Save. This will convert your document and open it in Adobe Reader (if you have it installed).

Word for Mac

  1. Open the file you wish to save.
  2. Go to File > Print.
  3. Click the PDF button in the lower left-hand corner, then select "Save as PDF" from the dropdown menu. Newer versions of Microsoft Word have this option; if it does not appear on your version, try one of the methods below.
  4. Choose a file name and title for your PDF. Adjust the other settings as necessary.
  5. Hit Save to create the PDF. This will convert your document.

Other Versions of Word

  1. Open the file you wish to save.
  2. Go to File > Print.
  3. Click the dropdown list of installed printers and select PDF. Newer versions of Microsoft Word have this option; if it does not appear on your version, try one of the methods below.
  4. Click OK. This will convert your document and open it in Adobe Reader (if you have it installed).

PDF Conversion Website

  1. Go to a free PDF conversion website. Examples can be found easily online by searching for "convert to PDF."
    • Do not use a site that asks you to pay, install unnecessary software, or anything else you’re uncomfortable with. There are many free, easy-to-use PDF conversion sites online and you shouldn’t have to settle.
  2. Click Browse to locate the desired Word file(s).
  3. Provide your email address if necessary. Some sites will email the file directly to your inbox.
  4. Click Convert and wait for it to process.
  5. Check your file. Check the website for your converted file; otherwise, look for the file in your inbox.
  6. Click on your PDF file(s) to open and/or download them. Save if necessary.

Using Google Drive

  1. Open the Google Drive site. You will need to sign in with a Google account, which are free to create. See this guide for details on creating a Google account. You will be uploading your Word document to Google Drive, and then downloading it again as a PDF file.
  2. Click the Upload button. This red button as an upward-pointing arrow, and is located next to the Create button on the left side of the page.
  3. Browse for your document. Select the file you would like to convert and click "Open".
  4. Make sure that the file is converted to Google Docs format. When you select the file to upload, you will be given a couple of upload options. Make sure that the first box is checked so that the Word document is converted to the Google Docs format.
  5. Open the document in Google Drive. After the document has finished uploading and converting, it will appear in the My Drive view. Open it to ensure that there aren't any formatting issues caused by the conversion process. Make any changes you'd like before continuing.
  6. Download the document as a PDF. Click File → Download as → PDF Document (.pdf). Depending on your browser settings, the download may begin immediately or you may be prompted to choose a download location.
  7. Open the converted PDF. Check to ensure that there were no errors introduced during the conversion process. If errors exist, you will need to make changes to the original document before converting again.

Using Open Office

  1. Download OpenOffice. This is a free, open-source word processor that is fully compatible with Word.
  2. Double click on the downloaded file to install OpenOffice on your computer.
  3. Open the Word document you want to convert in Open Office.
  4. From the main menu, select File > Export as PDF. There is also an export to PDF button right on the main taskbar.
  5. Choose a file name for your PDF. Make sure that everything else is how you want it.
  6. Click Okay or Save to convert. This will convert your document and open it in Adobe Reader (if you have it installed).

Tips

  • Note that OpenOffice can read .docx but not write it.
  • Always back your original files before converting them.
  • Using the On-line converter is quick and easy, but be aware that the sites often have glitches and/or are down for maintenance.
  • If you want to make additional adjustments to the converted PDF, go back to Word, update the document, and re-save as a PDF.

Warnings

  • These methods will work for basic documents. Files with high levels of formatting may see a loss of some formatting.
  • If converting sensitive documents, avoid the online converters.

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