How to Convert Word to PDF (3 Methods)

PDF is commonly used for sharing, printing, and submissions because it preserves layout across devices.

Since Microsoft Word uses the .docx format by default, converting to PDF ensures a consistent appearance for recipients.

In this tutorial, you will learn how to convert Word documents to PDF using 3 different approaches, along with guidance on when to use each one.

Converting Word to PDF on Computer (Desktop Word)

You can convert Word to PDF on a computer using two built-in options in the File menu, available from any Word document.

• File → Save As or File → Export - Preserves layout and produces a smaller file. Best for layout accuracy.

• Microsoft Print to PDF - Matches printed output exactly, including page size and margins from print settings.

Converting to PDF Using Save As or Export

When to use: Use this when you need a PDF that preserves the on-screen layout and keeps file size smaller than print-based export.

Steps:

1. Switch to Print Layout (View → Print Layout) so the on-screen view matches the PDF.

2. Click File → Save As.

   

3. Choose the save location.

   In Save as type, select PDF.

   If PDF is not listed:

   • Click File → Export

   

   • Select Create PDF/XPS Document
   • Click Create PDF/XPS
   • Skip step 4

4. Click Save.

5. (Export path only) Choose the destination folder and file name, then click Publish.

Result: A PDF file saves to your chosen location with layout and fonts preserved. File size is typically smaller than Print to PDF.

Limitations:

• Requires the desktop Word app. For browser conversion, see Word for the Web below.
• PDF is not always listed in the Save as type dropdown on older Word versions; use File → Export if PDF is missing.

Converting Word to PDF Using Print to PDF

When to use: Use this when the PDF must match print settings (page size, margins) exactly, such as when preparing for a specific print layout.

Steps:

1. Open the document in Word.

2. Click File → Print.

3. In the Printer dropdown, select Microsoft Print to PDF. If it does not appear, ensure your system includes the built-in Microsoft Print to PDF printer (Windows 10/11).

   

4. Adjust page size or margins if needed. These settings affect the output.

5. Click Print.

6. Enter the file name, choose the destination folder, and click Save.

Result: Word creates a PDF file in the folder you chose. The output matches the printed layout, including any page size or margin changes from the print settings.

Limitations:

• Page size may differ from the on-screen document if print settings are changed.
• File size is typically larger than Save As or Export. For better layout accuracy and smaller files, use Save As or Export.

Converting Word to PDF in the Browser (Word for the Web)

Word for the Web lets you export files as PDF without the desktop app. The File → Export → Download as PDF option converts the document in one step without requiring the desktop app.

For the official steps, see Export Word document as PDF (Microsoft Support).

When to use: Use this when you work in the browser and do not have the desktop Word app installed.

Steps:

1. Open the document in Word for the Web .

2. Click File → Export → Download as PDF.

   

3. Optionally choose Download with comments if you want to include comments in the PDF.

4. Click Download or Email a link to share a view-only link instead.

Result: The PDF downloads to your Downloads folder. Layout is preserved and quality matches the desktop app.

Converting Word to PDF on Mobile (Android / iPhone)

On Android, the Word app uses Print → Save as PDF. On iPhone and iPad, use … (More) → Export → PDF. To share the PDF to another app instead of saving, use Send a Copy → PDF and choose where to send.

Converting Word to PDF on Android

Steps:

1. Open the document in the Microsoft Word app.
2. Tap File (⋮) → Print.
3. Under Select a printer, choose Save as PDF.
4. Tap Print. When the save dialog appears, pick a folder, enter a file name if prompted, then tap Save (or Done, depending on your device).

Note: To send a PDF to another app instead of using Print above, tap Share, then Send a Copy → PDF, and choose where to send (for example Gmail or Drive).

Result: The PDF is either saved to your chosen location or shared to another app. Layout is preserved.

Limitations:

• You can convert only one document at a time. The mobile app does not support batch conversion.

Converting Word to PDF on iPhone or iPad

On iPhone and iPad, use … (More) → Export → PDF. Save as PDF (Print) is not available; Export is the correct path.

Steps:

1. Open the document in the Word app.
2. Tap … (More) → Export.
3. Select PDF.
4. Choose a save location (e.g. Files), enter a file name if needed, then tap Export.

Note: To send a PDF to another app without using Export above, tap … (More) → Send a Copy → PDF, then choose where to send (for example Mail, Messages, or Files).

Result: The PDF is either saved (for example to Files) or shared to another app. Layout is preserved.

Limitations:

• You can convert only one document at a time.

Comparing Methods for Converting Word to PDF

These methods differ in output quality, file size, offline support, and device compatibility. Understanding these differences helps you choose the right method before starting.

Choosing the Right Method to Convert Word to PDF

Use the table below to choose the right method:

• To merge several Word files into one document before you save or export as PDF, see How to Merge Word Documents into One File.
• To edit a PDF file (for example, to fix text or update a form before sharing), see how to edit a PDF in Word.
• To add signatures to contracts or approvals before converting to PDF, see how to insert a signature in Word.

Conclusion

Microsoft Word provides built-in ways to convert documents to PDF across desktop, browser, and mobile.

Choose the method that fits your workflow to create consistent, shareable PDFs in just a few steps.