How to Convert Word to PDF: 4 Free Ways
You've finished a document and need to send it as a PDF. There are several free ways to do it, and the best one depends on what you have to hand. Here are four, from quickest to most hands-on, plus what to check before you send it.
1. Use an online converter (any device)
If you're on a computer without Word, a work laptop you can't install software on, or just want it done quickly, an online converter is the fastest route.
- Go to SwapDoc's Word to PDF converter.
- Drag your
.docxor.docfile onto the box, or click to choose it. - Click Convert to PDF. The PDF downloads in a few seconds.
Your file is uploaded to convert it and then deleted, so check that you're comfortable with that for very sensitive documents. If you'd rather the file never leaves your computer, use one of the methods below.
2. Save as PDF in Microsoft Word
Every recent version of Word can make PDFs itself, with no add-ons.
Word for Windows
- Open the document and go to File → Save As (or Save a Copy if your file is in OneDrive).
- Choose where to save it, then change Save as type to PDF.
- Pick Standard for the best print quality, or Minimum size for a smaller file to email or upload.
- Click Save.
You can also use File → Export → Create PDF/XPS Document, which does the same thing. Clicking Options in that window lets you save just some pages, and turn on bookmarks made from your headings.
Word for Mac
- Go to File → Save As.
- Set File Format to PDF.
- Choose Best for electronic distribution and accessibility to keep links and headings working, then click Export.
3. Download as PDF from Google Docs
If you work in Google Docs, or someone sent you a Word file and you only have a Chromebook or phone:
- Upload the Word file to Google Drive and open it with Google Docs (or open your Google Doc).
- Go to File → Download → PDF document (.pdf).
Google Docs converts your file into its own format first, so complex Word layouts can shift slightly. Check the result before sending.
4. Print to PDF
Almost any program can "print" to a PDF file instead of paper. On Windows, choose Microsoft Print to PDF as the printer. On a Mac, click the PDF button at the bottom of the print window and choose Save as PDF.
This is a good fall-back, but it's the most basic option: links usually stop being clickable, and there are no bookmarks. Use one of the methods above when you can.
Which method should you use?
| Situation | Best option |
|---|---|
| You don't have Word, or want it quickly | Online converter |
| You have Word and the document is confidential | Save as PDF in Word |
| You're on a Chromebook or already use Google Docs | Google Docs download |
| Nothing else works | Print to PDF |
Check these before you send it
- Page count and breaks. Scroll through the whole PDF. A heading stranded at the bottom of a page, or a table split awkwardly, is easy to fix in Word with Insert → Page Break.
- Fonts. If text looks different from your original, the font may have been swapped. See why formatting changes and how to fix it.
- Tracked changes and comments. Accept or reject changes and delete comments first, unless you mean to include them.
- Hidden personal information. In Word for Windows, File → Info → Check for Issues → Inspect Document finds hidden text, comments and author details.
- The file name. "Jane-Smith-CV.pdf" reads better than "Document1 (3).pdf".