For the most reliable result, export the document with Word’s built-in PDF tools, embed custom fonts when permitted, choose output options for the audience, and inspect the finished PDF before sharing. Conversion routes differ between Windows, Mac, and Word for the web, so no method guarantees perfect fidelity without checking the actual file.
Prepare the Word document before exporting
Keep the editable original
Save the Word file separately from the PDF. The PDF is the copy to distribute; retaining the source makes later corrections possible. On Mac, Microsoft specifically advises saving the PDF under a different name from the original document.
Check custom fonts and embedding rights
If a custom font is important to the design, enable font embedding in Word where your edition supports it. Embedding can reduce font substitution and help preserve layout, including during online PDF conversion. Microsoft recommends OpenType (OTF) or TrueType (TTF) fonts where possible, but some fonts cannot be embedded because of their format or the font creator’s permissions. See Microsoft’s guidance on the benefits of embedding custom fonts.
Choose whether comments should appear
If you use Word for the web, decide whether the recipient should see review comments. Its export choices include a PDF without comments and a PDF with comments; select the version that matches the document’s review status and purpose.
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Choose the right Word-to-PDF route
| Platform or need | Route and relevant options | What to watch |
|---|---|---|
| Windows or desktop Word | Use Word’s PDF/XPS export or Save As PDF route, then open Options when you need additional settings. | Depending on the release, options can include bookmarks, document properties, structure tags, PDF/A, and bitmap text when a font cannot be embedded. Menu wording varies by version. |
| Word for Mac | Use Word’s Save or Export as PDF workflow and choose the output path that suits the document’s purpose. | Microsoft warns that with “Best for printing,” hyperlinks may not convert correctly. Check the links in the resulting PDF. |
| Word for the web | Choose File > Export, then select the PDF download choice with or without comments. A basic print-to-PDF route is also available. | For more output controls, such as bookmarks, use desktop Word rather than relying on the basic web print-to-PDF path. |
Microsoft documents desktop options in its Office desktop PDF or XPS export guidance, Mac steps in its Word for Mac PDF guidance, and web steps in its Word for the web export guidance. Follow the labels in your installed version if they differ.
Set accessibility and archival options when needed
Include structure tags for accessibility
When the option is available, include document structure tags in the PDF. Tags help screen readers and other assistive technology identify logical reading order and navigate document structure. Microsoft recommends running Word’s Accessibility Checker before export. Its accessible PDF guidance explains the role of tags.
Use PDF/A for archival requirements
Consider PDF/A when long-term preservation and consistent rendering on other systems are requirements. Word describes PDF/A output as compliant with ISO 19005-1, an archival standard intended to help a document look the same when opened later on another computer. PDF/A is not a repair tool for layout problems or broken hyperlinks.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Inspect the exported PDF before sharing
Open the PDF in a standard viewer and check pages that are most likely to expose conversion problems. This verification is especially useful because font embedding has limits and Microsoft documents a hyperlink caveat for one Mac export path.
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- Review representative pages containing custom fonts, tables, images, headers and footers, or complex layouts.
- Check line breaks, page breaks, special characters, and whether visual elements remain positioned as intended.
- Click sample external hyperlinks and internal links, including table-of-contents links and bookmarks.
- If accessibility matters, inspect the PDF’s tags and reading order with an accessibility checker or suitable PDF tool.
Fix problems by matching them to their likely cause
- A font looks different: Check whether the font was embedded and whether its permissions allow embedding. Some fonts cannot be embedded; Word’s desktop export options may offer bitmap text when a font cannot be embedded.
- A hyperlink does not work: Test links in the exported file. This is particularly important for Word for Mac’s “Best for printing” path, which Microsoft says may not convert hyperlinks correctly.
- Comments appear unexpectedly or are missing: In Word for the web, export again using the with-comments or without-comments choice appropriate for the recipient.
- Layout or navigation differs: Compare the PDF with the Word file and check the export route and available options. Desktop Word provides more PDF controls than a basic web print-to-PDF path.
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