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To save a Word document as a PDF, use Word’s built-in export or save option for your device: on Windows choose File > Save As or Save a Copy and select PDF; on a Mac choose File > Save As and set the format to PDF; in Word for the web choose File > Export; and on mobile use the app’s Export or Print option. Open the resulting PDF and check it before sharing. Menu labels can vary by Word version.
Save a Word document as PDF on Windows
- Open the document in the Word desktop app. For a file you have already saved, select File > Save a Copy. For a new file, select File > Save As. Depending on your version, the available label may differ.
- Select Browse to choose where to save the PDF.
- In the file type or format list, choose PDF.
- Select Save. If you need export settings, open More Options > Options before saving.
Microsoft documents these desktop export workflows in its Office desktop app PDF instructions. The standard and minimum-size choices may be labeled differently across versions, so use the options shown in your installed app.
Windows PDF options to check
In the PDF options dialog, you can choose a page range, whether to include markup such as tracked changes, and whether to create bookmarks from headings or Word bookmarks. Other available settings include document properties, document-structure tags for accessibility, PDF/A for archiving, font handling when fonts cannot be embedded, and password encryption. Not every version or export route necessarily presents identical controls.
Save a PDF from Word for the web
- Open the document in Word for the web and select File > Export.
- Choose Download as PDF to export without comments, or Download as PDF with comments to include comments.
- Confirm Download, then locate the file in your browser’s downloads location.
These options are described in Microsoft’s Word for the web PDF export instructions. Comments and tracked changes are different: confirm which review material you want in the PDF, then inspect the exported file.
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Save a Word document as PDF on a Mac
- In Word for Mac, select File > Save As.
- Enter a PDF filename. Using a different name from the Word document helps keep the editable source available.
- In the File Format box, choose PDF, then select Export.
Microsoft’s Mac PDF instructions also describe tagged PDFs, which can help screen readers and other assistive technologies determine a file’s reading order and navigation.
Save a PDF on Android or iPhone/iPad
Android
- Open the document and tap the three-dot or file menu.
- Tap Print. Under Select a printer, choose Save as PDF.
- Tap the PDF icon, choose a location, enter a different filename if desired, and save.
iPhone or iPad
- Open the file and tap the three-dot menu.
- Choose Export, then select PDF.
- Choose where to save the PDF.
Microsoft lists these mobile steps in its instructions for saving a PDF on a mobile device. App labels and menu locations can change with updates.
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Choose settings for comments, accessibility, and protection
- Comments and markup: If the recipient needs to review comments, choose the web export that includes comments or set the appropriate markup choice in desktop export options. Check the result: comments and tracked changes are separate review features.
- Accessibility: Where the option is available, enable document-structure tags when exporting a document intended for assistive technology. Tags support navigation and logical reading order, but do not replace checking the document’s structure.
- Archiving: If you need a PDF/A copy, select that option in desktop export settings when offered.
- Access restriction: Desktop export may offer password encryption to restrict who can open the PDF. A PDF’s format alone does not ensure recipients cannot edit its contents, and password protection should not be treated as a guarantee against every form of editing.
Send a fixed PDF or share the live Word document?
A PDF is useful when someone needs a fixed-layout copy for viewing or printing. If collaborators need to edit the same live document, share the cloud document and set viewing or editing permissions instead. Microsoft explains document sharing and permissions in its document-sharing guide. Keep the .docx source if you expect to continue editing.
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Check the PDF before sending it
Open the exported file and inspect page breaks, fonts, links, comments or markup, and any sensitive information. This catches differences between the Word document and its PDF copy before a recipient relies on it.
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