Word to PDF Without Losing Formatting: 3 Easy Ways
Send a document that looks identical on every screen. Here is how to convert Word to PDF, three ways, and how to avoid layout surprises.
PDFixed Team
4 min read
Key takeaways
- A PDF keeps your layout, fonts and pictures the same on every phone and computer.
- In Word, use File, then Save As or Export, and choose PDF. You can also convert a .docx in your browser.
- Simple documents convert perfectly; complex layouts with text boxes and special fonts can shift.
- Always open the finished PDF and scroll through it before you send it.
To convert Word to PDF without losing formatting, use File, then Save As or Export, and choose PDF, or convert the .docx in your browser. Open the finished PDF and scroll through it before you send it.
You finish a CV, a report or a contract in Word, and it looks perfect. Then you send it, and on the other side the lines break in strange places, the font changes and a picture jumps to the next page.
Converting the document to PDF before you send it avoids that. A PDF is a fixed copy of the pages, so it looks the same on every phone, tablet and computer. Here are three ways to do it, and how to avoid the usual problems.
Why convert Word to PDF?
- It looks the same everywhere. Fonts, spacing and pictures stay in place, even if the reader does not have Word.
- It is harder to change by accident. A PDF is meant to be read, not rewritten.
- It suits official use. Job applications, invoices, contracts and forms are normally expected as PDFs. If you are deciding which to send, see PDF or Word: which should you send?
How do I convert Word to PDF?
Method 1: Inside Word
- Open your document in Word.
- Click File, then Save As (or Export).
- Choose PDF as the file type.
- Click Save.
This is the best method when you have Word, because it has the full document and its fonts.
Method 2: In your browser, without Word
- Open Word to PDF.
- Click Select Word file, or drop a .docx file onto the page.
- Click Convert to PDF.
- Click Download PDF.
PDFixed lays out your text, headings, lists, tables and pictures on PDF pages. The conversion runs in your browser, so the document is not uploaded.
Method 3: From Google Docs
If your document is in Google Docs, choose File, Download, PDF Document. This also works for files you opened in Docs from Word.
What can go wrong when converting?
Most problems come from the same few things:
| Problem | Why it happens | What to do |
|---|---|---|
| Fonts look different | The font is not available where the file is converted | Use common fonts, or convert in Word where the font is installed |
| Text boxes move | Floating objects are laid out differently | Put content in normal paragraphs or tables |
| Columns shift | Complex multi-column layouts do not always carry over | Check every page after converting |
| A table breaks across pages | Page breaks fall in a new place | Add a page break before the table |
| Images look soft | The original picture is low resolution | Use a larger original image |
Everyday documents, such as letters, CVs and reports with headings, lists, tables and pictures, convert well. When a layout is complicated, the closest result usually comes from converting in Word itself.
How do I check the PDF before sending it?
- Open the PDF and scroll through every page.
- Look for text that has moved, missing pictures and strange line breaks.
- Click a link or two, if the document has links.
- Check the page count against the original.
It takes a minute, and it is far better than finding the problem after a hiring manager or a client has seen it.
What can I do with the PDF afterwards?
- Shrink it if it is too big to email: How to compress a PDF.
- Add a password if it is private: How to password protect a PDF.
- Sign it without printing: How to sign a PDF.
- Combine it with other files: How to merge PDF files.
What if I need a perfect copy?
When a layout is detailed, for example a brochure, a branded report or a form with exact spacing, a tool can only get close. Our experts can rebuild the document and convert it so the PDF matches your design. Ask for a quote and we will tell you the price before any work starts.
Frequently asked questions
Is Word to PDF free?
Yes. Word to PDF on PDFixed is free, with no sign-up and no watermark. Your document is converted in your browser and is not uploaded.
Which Word files can I convert?
Documents saved as .docx, the format used by Word 2007 and later. If you have an older .doc file, open it in Word and save it as .docx first.
Will the PDF look exactly like my Word file?
Everyday documents such as letters, CVs and reports with headings, lists, tables and pictures convert well. Complex layouts with text boxes, columns or unusual fonts may look a little different, so check the result.
Can I convert a Word file that has a password?
No. Remove the password in Word first, then convert the file.
Why use PDF instead of sending the Word file?
A PDF looks the same on every device and is harder to change by accident. Word files can shift when fonts are missing or the reader uses a different app.
Need it done for you?
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