How to Convert Word to PDF without Losing Formatting

Piers Zoew Tuesday June 7, 2022 9:32 AM

This post will show you the detailed steps to avoid formatting errors as it reveals 5 comprehensive ways to figure out how to convert Word to PDF without losing formatting.

Since PDF began to enter the public view, it has been widely concerned and recognized because of its integration of security, stability, and functionality.

Different from the multifunctional use of PDF, Word documents can not play the greatest role when people need a more stable and secure file transfer, storage, and printing effect. As might be expected, converting Word to PDF is becoming a hot demand, especially for office workers and students.

But when it comes to converting Word to PDF, there’s the problem with how to keep the original formats like tables, charts, embedded links, character, and paragraph formatting of Word.

So in this post, we will discuss how to convert Word to PDF without losing formatting and offer 5 different methods. You can choose the most suitable way to solve this problem. Also, here we provided a step-by-step video tutorial below, you can watch it first!

Method 1. Convert Word with Microsoft Office

If you have purchased and installed Microsoft office, you can easily convert Word to PDF using the built-in tools in Microsoft Word. At the same time, since Microsoft Office 2007, every latest version of MS has provided the function of avoiding format errors automatically in format conversion. You can save Word as PDF with the help of Microsoft office, without losing formatting.

Here are the specific conversion steps.

Step 1. Open Word with Microsoft Word

Open the Word document you want to convert with Microsoft Word. And click the “file” button in the upper left corner of the page.

Open Word

Open Word

Step 2. Save as

Hit the “Save as” button of the pop-up window and choose a folder you want on the right side of this window.

Save as

Save as

Step 3. Save New PDF

After the file management window pops up, you can choose to rename your file and reselect the location where you want to save the file. After that, please select PDF in the “save as type” column, and finally export the PDF file you want.

Save New PDF

Save New PDF

The above methods are based on the Windows system and demonstrate the steps. For Mac users, if you installed Microsoft office too, you can also use it to convert Word to PDF, but the specific operation steps will be slightly different.

Method 2. Convert Word on Mac

Different from the Windows system, the Mac system can better maintain the original format of Word files. It will not only help you change Word into PDF without losing formatting but also support users to set the file format for better printing.

Now let’s figure the method out.

Step 1. Open a Microsoft Word Document

Open a Word you want to convert to PDF with Microsoft Word on Mac. And click the “file” button on the left side of the menu bar at the top.

Open a Microsoft Word

Open a Microsoft Word

Step 2. Save as PDF

Select “save as” in the drop-down window to open a new window. After choosing the save location and renaming the file, select PDF format in the “File Format” column.

Save as PDF

Save as PDF

Step 3. Select “Best for Printing”

Select the “Best for Printing” option which will appear after you choose PDF as File Format. (Don’t choose another option “Best for electronic distribution”, it will change the formatting.) Then, export your new PDF file.

Choose Best for Printing

Choose Best for Printing

Before you export PDF files, please be sure to choose the option “Best for Printing”. It can maximize the preservation of your original format like pictures, tables, and hyperlinks during the conversion process and adjust the file to the best printing effect.

The above two methods are both using the Microsoft Office that needs to be purchased to turn Word into PDF. So what can someone do if they don’t have Microsoft Office installed and don’t want extra cost? Let’s move to the third method!

Method 3. Using PDFgear Free Online Converter

Coming is the third method—using PDFgear free online Word to PDF converter. PDFgear is an all-in-one online PDF tool that is born to be the remedy for all PDF problems with its powerful abilities. Facing the original word document, PDFgear will convert Word document to PDF in a complete format without damaging any file content.

As a cross-platform tool, PDFgear can work on so many systems like Linux, Mac, Windows, and even some mobile phone systems with its great compatibility.

Next, please follow the simple steps below, In the whole conversion process, your original file format will be automatically protected by PDFgear, and you don’t need to do any additional operations.

Step1. Find the Conversion Page

Navigate to the website of PDFgear with a browser, and find the conversion page for converting Word to PDF.

Tool Page

Tool Page

Step2. Upload and Convert

Click the blue button to upload the Word document, or just drag and drop your file to the tool box, then the conversion will start automatically.

Upload and Convert

Upload and Convert

Step3. Download New PDF

After conversion, click the download button and save the new PDF file without losing formatting to the output folder.

Save PDF

Save PDF

Although PDFgear is a totally free online tool, its extraordinary functions can help PDF users conquer all popular PDF issues without watermark, privacy risks, registration, and any file limits.

However, if you are not satisfied with net format protection and want to make more advanced settings without damaging the formatting, the fourth method will be more suitable for you.

Method 4. Using Adobe Acrobat DC

Adobe Acrobat Pro DC is an extremely powerful PDF editor produced by Adobe. Since its inception, it has successfully promoted the PDF editing scheme to a new level. Acrobat Reader DC can use strong editing functions to convert word documents to PDF. It will not only retain the format and design style of the original document but also provide a large number of editing tools to help you edit the PDF format and content after the conversion.

Follow the simple steps below if you have installed Adobe Acrobat DC.

Step 1. Open Create PDF Tool

Open Adobe Acrobat DC, and select Create PDF tool in the toolbar on the right of the page.

Create PDF Tool

Create PDF Tool

Step 2. Convert Word to PDF

Upload a single file, and you can click Advanced Settings to customize the conversion settings for document security, bookmarks, accessibility, and links.

Setting

Setting

Step 3. Create the PDF and Edit It

Hit “create”. After Acrobat creates a PDF file successfully, it will automatically open the PDF file you created and set the same save path as the original file. Then you can use the PDF edit tool of Adobe Acrobat to edit new PDF formatting by changing PDF Text in files, adding paragraphs, rearranging PDF pages, etc.

Create and Edit PDF

Create and Edit PDF

It is worth noting that although Adobe Acrobat DC has extraordinary performance in PDF converting, its price is not cheap. You need to pay $14.99 a month to use its powerful functions. If you don’t want to download any third-party software or tools for file conversion, don’t want any additional costs, and don’t want complex operations, then the last method must be suitable for you.

Method 5. Using Google Docs

As a web browser, Google Docs offers the easiest method of converting Word to PDF. No download, no cost, all you need is the Google browser with good internet condition.

Step 1. Open your Word with Google Docs

Log in to your Google account and open your word document.

Open Word

Open Word

Step 2. Download as PDF

Choose the “File‘ button on the upper left corner, and hit “Download” to choose “PDF Document”. And then, the status bar of the downloaded PDF file will appear at the bottom of the Google browser. Hit the file icon and the PDF will be opened with a new window.

Download as PDF

Download as PDF

Step 3. Print Setting

Find the printer icon in the upper right corner of the new window and click it. In the “destination” column, select “Microsoft Print to PDF”. This setting ensures that your file format will not be changed. And last, click “Print” and save the new PDF without losing formatting to the folder you want.

Print Setting

Print Setting

The above are the five methods to convert word into PDF. Each method is suitable for different objects. You can choose your favorite method and buy relevant software; You can also choose the most suitable method for you according to the information provided in the article and your own situation.

FAQ About Converting Word to PDF without Losing Formatting

How do I convert Word to PDF without changes?

We highly recommend PDFgear free online Word to PDF converter. It not only can be used for free without login and registration but also has powerful functions and can successfully complete the conversion in a few seconds. Most importantly, during the whole conversion process, PDFgear will automatically protect your original file format including text arrangement, hyperlinks, tables, and so on.

Here is the step-by-step method.

Step 1. Open the Word to PDF converter page of PDFgear.

Step 2. Upload the Word document by clicking the blue button.

Step 3. Hit the download button to save your new PDF to the output folder.

Why does my font change when I convert from Word to PDF?

Probably because Microsoft office doesn’t support your font. Therefore, after conversion, the output PDF file cannot display the correct font, and the system will match a similar font to replace it.

So, if you want to convert Word to PDF with your font, you can use a PDF tool that has great compatibility. Here we recommend PDFgear PDF converter. It’s a totally free online PDF tool that can solve all popular PDF problems with great functions. The efficient steps are shown below.

Step 1. Open the Word to PDF converter page of PDFgear.

Step 2. Hit the blue button and upload a Word.

Step 3. Click the download button to save your new PDF with the original font you chose.

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