How do I create a PDF from Microsoft Word?
Once you have created a file in Microsoft Word, you can export it as a PDF document through the following steps. This tutorial will show how to convert a Word file to a PDF on both Windows and macOS.
Prerequisites
- Microsoft Word
- Word document
A Portable Document Format (PDF) preserves document formatting and enables file sharing. When the PDF format file is viewed online or printed, it retains the format that you intended. The PDF format is also useful for documents that will be reproduced using commercial printing methods. PDF is accepted as a valid format by many agencies and organizations, and viewers are available on a wider variety of platforms than XPS.
How to create a PDF in Microsoft Word on Windows
Step 1
Open the file you wish to convert, and select File > Export > Create PDF/XPS.
Step 2
If the properties of your Word document contain information that you do not want included in the PDF, in the Publish as PDF or XPS window, choose Options.
Then, select "Document" and clear the Document properties. Set any other options you want and choose OK.
Step 3
In "Publish as PDF or XPS," navigate to the location where you want to save the file. From here you can change the file name to your liking. Once the location and name are finalized, click "Publish".
How to create a PDF in Microsoft Word on MacOS
Step 1
Open a document in Word, and go to File > Save As
Step 2
Under File Format, select PDF from the dropdown menu.
Step 3
Select where you wish to save the PDF on your Mac. Click "Export" once you have chosen the file location.
Troubleshooting
- Any software that is part of the Microsoft 365 suite (PowerPoint, Excel, One Note, etc.) can have files exported to PDF.
To make a PDF file from only some of the pages in your document, choose an option under Page range.
To include tracked changes in the PDF, under Publish what, select Document showing markup. Otherwise, make sure Document is selected.
To create a set of bookmarks in the PDF file, select Create bookmarks using. Then, choose Headings or, if you added bookmarks to your document, Word Bookmarks.
If you want to include document properties in the PDF, make sure Document properties is selected.
To make the document easier for screen-reading software to read, select Document structure tags for accessibility.
ISO 19005-1 compliant (PDF/A). This option outputs the PDF document as version 1.7 PDF, which is an archiving standard. PDF/A helps to ensure that a document will look the same when it’s opened later on a different computer.
Bitmap text when fonts may not be embedded If fonts can't be embedded into the document, the PDF uses bitmap images of the text so that the PDF looks the same as the original document. If this option isn’t selected and the file uses a font that can't be embedded, then the PDF reader might substitute another font.
Encrypt the document with a password. To restrict access so only people with the password can open the PDF, select this option. When you click OK, Word opens the Encrypt PDF Document box, where you can type and re-enter a password.
You can copy any content you want from a PDF by opening it in Word. Go to File > Open and browse to the PDF file. Word opens the PDF content in a new file. You can copy any content you want from it, including images and diagrams.
Additional Resources
Last Updated
12/8/2025 - IT