Converting Word documents to PDF format is a common task for many professionals. PDF files have become the standard for sharing documents digitally due to their many benefits. This guide will provide a comprehensive overview on converting Word docs to PDFs.
Table of Contents
Why Convert Word to PDF
There are several key reasons why converting Word documents to PDF is advantageous:
Preserves Original Formatting
When you convert a Word doc to PDF, it retains all of the original formatting including fonts, colors, margins, images, and layout. This ensures the document looks identical regardless of what device it is viewed on.
Smaller File Size
PDF files are typically smaller in size compared to Word docs. This allows for easier sharing via email and faster download times.
Security Features
PDF files support password protection and encryption for securing sensitive documents. This prevents unauthorized access or edits to the file.
Universal Compatibility
PDF files can be opened on any computer device with a PDF reader installed. There is no need for the recipient to have Word installed to view the document. This makes PDF a universally compatible file format.
3 Easy Ways to Convert Word to PDF
1. Use Microsoft Word (Windows/Mac)
The easiest way to convert a Word document to PDF is directly within Microsoft Word itself. Both Windows and Mac versions have built-in functionality to export Word files as PDFs.
To do this, open the Word document and select “File” > “Export” > “Create PDF/XPS Document.” This will generate a PDF copy of your Word file which you can then save to your preferred location.
2. Use Online PDF Converters
There are many free online PDF converter tools available such as SmallPDF. These allow you to quickly convert Word documents to PDF without installing any software.
Simply upload your Word file to the website, configure any options, and download the converted PDF. Online converters are convenient for converting files on-the-go from any device.
3. Use PDF Printer Software
PDF printer software creates a virtual printer on your computer which allows converting Word docs to PDFs by “printing” to it. Popular PDF printers include BullZip PDF Printer and PDF24 Creator.
Install the PDF printer software, open your Word doc, select print, choose the PDF printer as the target, configure options, and print to generate a PDF file.
Advanced PDF Conversion Options
In addition to the basic PDF conversion methods above, there are also more advanced options available:
Batch Conversion
If you need to convert multiple Word files to PDF, using a tool that supports batch conversion can automate the process, saving significant time and effort. Adobe Acrobat Pro DC has excellent batch conversion capabilities.
Customize PDF Settings
Some PDF converter tools allow customizing options such as compression level, PDF standards compliance, color space, and font embedding. Tweaking these settings can optimize file size and quality. PDF24 Creator has a nice set of customization options.
OCR Capabilities
If your Word document contains scanned pages with text images rather than actual text content, using a tool with built-in OCR (optical character recognition) can be beneficial. OCR will recognize the text in images and convert it to selectable and searchable text in the PDF. ABBYY FineReader excels at OCR tasks.
Edit Created PDFs
In addition to converting Word docs to PDF, some software allows editing the generated PDF files by adding comments, highlights, signatures, watermarks, etc. PDFelement enables extensive PDF editing and annotations.
Conclusion
Converting Word documents to PDFs is a straightforward process that can be done using Microsoft Word itself, online converter tools, or dedicated PDF printing software.
Key benefits of converting to PDF format include better formatting preservation, smaller file sizes, enhanced security options, and universal compatibility across devices and operating systems.
Advanced capabilities like batch conversion, customization of PDF settings, OCR conversion of scanned documents, and editing of the exported PDF files are also available from premium software options.
Taking the time to properly convert important Word documents to high-quality and secure PDF files will ensure they can be easily shared, printed, and preserved digitally in the long term.
References
[1] https://www.adobe.com/acrobat/online/word-to-pdf.html
[2] https://askalibrarian.csuohio.edu/faq/43438
[3] https://www.jotform.com/blog/best-word-to-pdf-converters/
