How to Convert Word to PDF — 5 Methods That Preserve Formatting

Every day, millions of documents are converted from Word to PDF. It is one of the most common file operations — and simultaneously one of the trickiest. Choosing the wrong conversion method can destroy formatting, replace fonts, shift tables, or turn text into a blurry image. In this article, we will cover five proven ways to convert Word to PDF while preserving formatting and explain how to avoid common pitfalls.

Why PDF Became the Standard for Document Sharing

PDF (Portable Document Format) was created by Adobe in 1993 with a single purpose: a document must look identical on any device, any operating system, regardless of installed fonts.

A Word document is an instruction set for a text editor: "use this font, set paragraphs with these indents." If the recipient's computer lacks the required font or runs a different version of Office, the result may look different. PDF, on the other hand, stores a ready-made "snapshot" of the page: fonts, coordinates of every character, and vector graphics.

This is why PDF is used:

• In the legal field — contracts, agreements, powers of attorney. The document must not shift after being sent to the other party.
• In government agencies — applications, certificates, regulatory filings. Most portals accept PDF specifically.
• In education — theses, term papers, research articles. PDF guarantees that formatting reaches the reviewer intact.
• In business — commercial proposals, price lists. PDF looks professional.
• For archiving — there is a subformat called PDF/A, designed specifically for long-term storage.

5 Ways to Convert Word to PDF

Method 1: UseToolz Online Converter

The fastest option when you need to convert a document right now. Our Word to PDF converter runs on LibreOffice on the server — a full-featured office engine.

How it works:

1. Upload a DOCX, TXT, or RTF file through your browser.
2. Preview the result and adjust settings: page size (A4/Letter), orientation, margins.
3. The file is converted on the server via LibreOffice.
4. The finished PDF downloads automatically; the source file is deleted.

What is preserved: headings, lists, tables, images, bold and italic text, page numbering, headers and footers.

Best for: when you are on someone else's computer, on a tablet, or simply do not want to open heavy Word software for a single conversion.

Method 2: Built-in Microsoft Word Feature

If you have Microsoft Office installed, the most straightforward approach is to convert directly from Word.

Option A — "Save As":

1. Open the document in Word.
2. File → Save As → choose a location.
3. Under "Save as type," select "PDF (*.pdf)."
4. Click "Options" for fine-tuning: page range, bookmark inclusion.

What is preserved: virtually everything, including SmartArt, Excel charts, and non-standard fonts (they are embedded in the PDF). This is the gold standard of conversion.

Limitations: requires a Microsoft Office license.

Method 3: Google Docs

A free browser-based option:

1. Upload your DOCX to Google Drive.
2. Open it in Google Docs.
3. File → Download → "PDF Document."

Limitations: Google Docs does not perfectly import DOCX files — multi-column text, image wrapping, and shapes may shift. Fonts are always replaced with Google equivalents.

Method 4: LibreOffice (Free Desktop Option)

LibreOffice is a free, open-source office suite. It is the same engine we use on our server.

1. Open the document in LibreOffice Writer.
2. File → Export as PDF.
3. Configure settings: image quality, page range, PDF/A compliance.

Best for: when you need a free local solution with no file size limits and no internet required.

Method 5: Built-in macOS Tools

On Mac, there are two paths without additional software:

• Via Pages: open DOCX → File → Export To → PDF.
• Via system print: ⌘P → "PDF" → "Save as PDF."

What Formatting Is Preserved and What Is Lost

Conclusion: if the document is simple (text, headings, lists, tables), any method will work. For SmartArt, complex shapes, or critical fonts — use Microsoft Word or our LibreOffice-based converter.

How to Prepare a Word Document Before Conversion

1. Use standard fonts. Arial, Times New Roman, Calibri — these are available virtually everywhere. Decorative fonts may be substituted during conversion.

2. Check page breaks. Insert manual page breaks (Ctrl+Enter) before chapters. Different converters may calculate the number of lines per page differently.

3. Compress images. In Word: File → Options → Advanced → "Compress images in file." Optimal: 150–220 dpi for screen, 300 dpi for print.

4. Change image wrapping. Floating images are a frequent source of problems. Switch to "In Line with Text" — the most reliable mode.

5. Remove hidden text and comments. Review → Accept All Changes, then delete comments.

Common Problems and Their Solutions

Fonts look different

If the converter cannot find the required font, it substitutes a similar one — but "similar" may differ in character width, causing the entire layout to shift.

Solution: use standard fonts. Alternatively, convert through MS Word, which embeds fonts into the PDF.

Images disappeared or shifted

Usually related to the wrapping mode. Floating images are poorly supported by alternative converters.

Solution: switch images to "In Line with Text" wrapping.

Tables extend beyond page margins

Table width is tied to a specific page size, but the converter uses different margins.

Solution: make sure the page size and margins in the converter match the original document.

Text became an image

Some "virtual printers" rasterize text — turning it into a picture. The PDF file becomes larger, and text cannot be copied.

Solution: use converters that create "real" PDFs with vector text. MS Word, LibreOffice, and our converter all generate vector PDFs.

When to Use PDF/A for Archiving

PDF/A is a PDF subformat standardized by ISO (ISO 19005) for long-term preservation of electronic documents:

• All fonts are embedded — the document does not depend on system fonts.
• No external dependencies — links to external resources, audio, video, and JavaScript are prohibited.
• Color profiles are mandatory — predictable color rendering.

When to use: accounting document archives, government registries, scientific publications — any documents that must remain readable for 10–50 years.

You can create PDF/A in LibreOffice (Export as PDF → "Archive PDF/A-1a") or in MS Word (Save as PDF → Options → "ISO 19005-1 compliant").

Security During Online Conversion

What to look for when choosing an online converter:

• HTTPS connection — the file must be transmitted over an encrypted channel.
• File deletion policy — a responsible service deletes files immediately after conversion. Our converter deletes files right after sending the result.
• Client-side processing — some tools (including ours in fallback mode) convert files directly in the browser without sending them to a server.

Recommendations: for ordinary documents, use any convenient method. For confidential files, convert locally via MS Word or LibreOffice.

Summary

• Need it fast, no software installation → UseToolz online converter
• Maximum accuracy, complex formatting → Microsoft Word "Save As PDF"
• Free, in the browser, simple document → Google Docs
• Free, local, no internet required → LibreOffice
• On Mac, no additional software → Pages or system print to PDF

Regardless of the method, spend a minute on preparation: check fonts, insert manual page breaks, compress images. This will save you from unpleasant surprises.

For the reverse operation — converting PDF to Word — use our PDF to Word converter. For working with multiple PDFs, try merge PDF and compress PDF.