How to Convert Word to PDF Without Losing Formatting
By Ali Hamza · Published · Updated · 4 min read
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The most reliable way to convert a Word document to PDF without losing formatting is to export it from the program it was written in. In Microsoft Word, use File → Save As (or Export) → PDF. If you don't have Word, open the file in LibreOffice Writer and use File → Export as PDF, or upload it to Google Docs and choose File → Download → PDF, checking the layout first. Then open the PDF and compare it with the original before sending.
ToolMany doesn't have a Word-to-PDF converter, because the program that created the document does this best. Our free tools help with what comes next: merging, shrinking and splitting the PDF.
Why formatting changes during conversion
A Word document is "flowing" text: its final layout is calculated on the fly by whatever program opens it, using whatever fonts are installed. A PDF is a fixed layout. Formatting breaks when the program doing the conversion lays the document out differently from Word:
- Missing fonts: the converter substitutes another font, so line breaks and page breaks shift.
- Different layout engines: Google Docs and LibreOffice handle complex tables, text boxes, columns and wrapped images slightly differently from Word.
- Tracked changes and comments: they may appear in the PDF if you forget to accept or hide them.
- Page size: a document set to US Letter converted on a system that expects A4, or the other way round, can reflow.
So the closer the converting program is to the one that created the document, the fewer surprises.
Method 1: Microsoft Word (most accurate)
Windows and Mac:
- Open the document and check it in Print Layout view.
- Accept or reject tracked changes (Review → Accept All) and delete comments you don't want visible.
- Go to File → Save As (or Save a Copy) and choose PDF as the file type. On Windows you can also use File → Export → Create PDF/XPS.
- Click Options to choose:
- Standard (for printing) or Minimum size (for email and web);
- Create bookmarks using Headings, which turns your headings into clickable PDF bookmarks;
- Document structure tags for accessibility, which helps screen readers;
- PDF/A, if an archive or government portal asks for it.
- Save, then open the PDF and scroll through every page.
Word embeds the fonts it can, so the PDF looks the same on any computer.
Method 2: LibreOffice (free, offline)
LibreOffice is a free office suite for Windows, macOS and Linux that opens .docx files well.
- Open the Word file in LibreOffice Writer.
- Check the layout carefully, especially tables and images.
- File → Export as PDF…
- In the General tab, keep image quality around 90% and choose whether to export bookmarks and comments.
- Click Export.
LibreOffice is also handy for adding a password while exporting: see how to password protect a PDF.
Method 3: Google Docs (free, online)
- Upload the .docx to Google Drive and open it with Google Docs.
- Check the layout. Google Docs converts the document into its own format, and complex formatting may move.
- Fix anything that shifted, then go to File → Download → PDF document (.pdf).
This works well for simple documents such as letters, essays and basic reports. For heavily designed documents, prefer Word or LibreOffice.
Method 4: Word on a phone
The Microsoft Word mobile app can save or share documents as PDF. Look for Share → PDF, or File → Save as PDF, depending on the version. On iPhone, the Print option in most apps can also create a PDF: open Print, then pinch outward on the preview and share the result.
Fixing common layout problems
| Problem | Fix |
|---|---|
| Fonts look different | Use common fonts (Calibri, Arial, Times New Roman, Georgia), or install the same font on the computer doing the conversion |
| Text overflows onto a new page | Check paper size (A4 vs Letter) under Layout → Size before exporting |
| Table columns shift | Set fixed column widths; avoid nested tables; export from Word itself |
| Images move | Set image wrapping to "In line with text" instead of floating |
| Comments or tracked changes appear | Accept changes and delete comments before exporting |
| Blank page at the end | Remove extra paragraph marks or page breaks at the end of the document |
What to do after converting
- Combine documents: put a cover letter, CV and certificates into one file with Merge PDF. See our merging guide.
- Hit an upload limit: if the PDF is too large, usually because of images, follow how to get a PDF under an upload limit. The PDF Optimizer shows the real before-and-after size.
- Send only some pages: extract them with Split PDF.
- Mark drafts: stamp "DRAFT" or "CONFIDENTIAL" across pages with Add Watermark.
Frequently asked questions
Can I convert Word to PDF for free?
Yes. Microsoft Word, LibreOffice and Google Docs can all save documents as PDF at no extra cost, and LibreOffice and Google Docs are free to use.
Why did my fonts change in the PDF?
The program that converted the file didn't have the same fonts as the computer where the document was written, so it substituted others. Export from the original program, or use common fonts.
Will hyperlinks still work in the PDF?
Yes, when you export from Word, LibreOffice or Google Docs, links stay clickable. "Printing" to PDF through some printer drivers can remove them, so prefer Save As or Export.
Which is better for converting, Google Docs or LibreOffice?
For complex layouts, LibreOffice usually stays closer to Word's formatting. For simple documents, both work well. Microsoft Word itself remains the most accurate.
Does ToolMany convert Word files to PDF?
Not currently. We recommend exporting from Word, LibreOffice or Google Docs, which lay out the document most accurately, and then using ToolMany to merge, split, watermark or optimise the PDF.
