How to Save a Word Document as a PDF (Free, Built In)
A PDF looks the same on every computer and phone, and people can't accidentally edit it — perfect for CVs, invoices, letters and forms. You don't need a converter website or paid software: Word can create a PDF itself.
Save As PDF (Windows)
1. Open your document in Word.
2. Go to File > Save As (or press F12 to jump straight to the Save As window).
3. Choose a folder.
4. Click the Save as type drop-down and choose PDF (*.pdf).
5. Click Save.
2. Go to File > Save As (or press F12 to jump straight to the Save As window).
3. Choose a folder.
4. Click the Save as type drop-down and choose PDF (*.pdf).
5. Click Save.
Your original Word document stays as it is; the PDF is a separate copy.
Or use Export
File > Export > Create PDF/XPS Document > Create PDF/XPS does exactly the same thing. Use whichever you find easier.
Options worth knowing
In the Save As window, after choosing PDF, you'll see a few extra settings.
Optimize for:
• Standard — best quality for printing.
• Minimum size (publishing online) — smaller files for emailing or uploading.
• Minimum size (publishing online) — smaller files for emailing or uploading.
Click Options… for more:
• Page range — save only the current page, a selection, or pages from/to.
• Create bookmarks using: Headings — adds a clickable outline in the PDF (great for long documents that use Heading styles).
• Document properties — include or leave out details like the author's name.
• PDF/A compliant — a format for long-term archiving that some official bodies ask for.
• Create bookmarks using: Headings — adds a clickable outline in the PDF (great for long documents that use Heading styles).
• Document properties — include or leave out details like the author's name.
• PDF/A compliant — a format for long-term archiving that some official bodies ask for.
Word for Mac
1. Go to File > Save As… (or File > Save a Copy…).
2. Change File Format to PDF.
3. Choose Best for printing or Best for electronic distribution and accessibility.
4. Click Export.
2. Change File Format to PDF.
3. Choose Best for printing or Best for electronic distribution and accessibility.
4. Click Export.
The second option keeps links working and makes the PDF more accessible to screen readers — usually the best choice.
Word for the web
1. Open the document at office.com or in OneDrive.
2. Go to File > Download > Download as PDF.
3. Click Download when the PDF is ready.
2. Go to File > Download > Download as PDF.
3. Click Download when the PDF is ready.
Print to PDF (from any app)
On Windows, you can also go to File > Print and choose Microsoft Print to PDF as the printer. It works, but links and bookmarks are lost — Save As PDF is better.
Make the PDF smaller
If your PDF is too big to email:
• Choose Minimum size (publishing online) when saving.
• Compress the pictures in Word first: click a picture, go to Picture Format > Compress Pictures, untick Apply only to this picture, choose Email (96 ppi) and click OK.
• Compress the pictures in Word first: click a picture, go to Picture Format > Compress Pictures, untick Apply only to this picture, choose Email (96 ppi) and click OK.
Troubleshooting
The layout looks different in the PDF. Usually a font problem. Go to File > Options > Save and tick Embed fonts in the file, then save the PDF again.
Links don't work in the PDF. Use Save As PDF rather than Print to PDF. On a Mac, choose Best for electronic distribution and accessibility.
I need to edit the PDF. Edit the original Word document and save a new PDF. (Word can also open PDFs for editing, but complex layouts may not convert perfectly.)
Wrapping up
File > Save As, change the type to PDF, click Save. That's all you need — no websites, no extra software, and your files never leave your computer.
