How to Convert Word to PDF — Every Option and How to Preserve Formatting
Converting a Word document (DOCX) to PDF is one of the most routine office, academic, and personal tasks. Multiple methods exist — each with advantages depending on your OS and available tools.
Why convert to PDF
- Consistent appearance: PDF looks identical on any device regardless of installed fonts
- Not easily editable: appropriate for final documents, contracts, reports
- Potentially smaller: well-optimized PDFs are more compact than DOCX with images
- Digital signatures: PDFs support certified electronic signatures
Option 1: Microsoft Word (Windows and macOS)
The simplest approach if you have Word installed:
Word 2010 and later
- File → Save As → PDF
- Choose location and filename
- "Optimize for": choose "Standard" for print quality or "Minimum size" for web
Publish as PDF (more options)
- File → Export → Create PDF/XPS Document
- Options: choose page range, include/exclude document properties, encrypt the PDF
Preserving hyperlinks: Word keeps hyperlinks active in the PDF when you use File → Save As → PDF (not the Print to PDF option).
Option 2: LibreOffice (free, all platforms)
LibreOffice Writer exports to PDF with advanced options:
- Open the DOCX in LibreOffice Writer
- File → Export As → Export as PDF
- A dialog opens with multiple options:
- General: page range, images, compression
- Security: password to open or to print/copy
- Digital Signature: sign with a digital certificate
- Click Export
LibreOffice can also export to PDF/A (ISO 19005) for long-term archiving.
Via command line with LibreOffice
# Convert DOCX to PDF (LibreOffice must be installed)
libreoffice --headless --convert-to pdf document.docx
# Convert multiple files at once
libreoffice --headless --convert-to pdf *.docx
# Specify output folder
libreoffice --headless --convert-to pdf --outdir /output/path/ document.docx
This works on Windows, macOS, and Linux. On Windows, replace libreoffice with the full executable path (e.g., "C:\Program Files\LibreOffice\program\soffice.exe").
Option 3: Virtual PDF Printer (Windows)
Windows 10 and 11 include a "Microsoft Print to PDF" printer:
- Open the document in any program
- Ctrl+P → Printer: "Microsoft Print to PDF"
- Click Print
- Choose name and location
Limitation: hyperlinks are not preserved with this method. The result is essentially a "snapshot" of the document.
Option 4: Online tool
- Go to KaijuConverter — DOCX to PDF
- Upload your Word file
- Download the resulting PDF
Ideal for occasional conversions without installing software.
Option 5: Google Docs (free)
If your file is already in Google Drive:
- Open the DOCX in Google Docs
- File → Download → PDF Document (.pdf)
Google Docs also converts correctly while preserving most formatting.
Common problems and solutions
| Problem | Likely cause | Solution |
|---|---|---|
| Wrong fonts in PDF | Fonts not installed on converting system | Embed fonts before converting (File → Options → Save → Embed fonts) |
| Blurry images | High compression in export | Change image setting to "Lossless" in PDF options |
| Hyperlinks don't work | Print to PDF was used | Use Save as PDF directly from Word or LibreOffice |
| Table split mid-page | Page break settings | Format table with "Keep rows together" in Word |
| PDF too large | High-resolution images | Reduce image resolution before exporting (150 DPI is sufficient for screen) |
Convert DOCX to PDF maintaining exact formatting
For maximum fidelity:
- Use Word or LibreOffice on the same operating system used to create the document
- Make sure all fonts used in the document are installed on the system
- Use native "Save as PDF", not virtual printer
- Review the resulting PDF page by page before sending
Word-to-PDF conversion is a mature, reliable process with any of these options. The choice mainly depends on whether you have Word installed or prefer free tools.
Related conversions
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