Tech Tips How to convert a Word doc into a PDF

Published on May 5th, 2014 | by Tom Wake

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How to turn a Word Document into a PDF in 30 seconds

How to convert a Word doc into a PDFPDFs are a convenient way to share written and visual content with others, without having to worry about whether all your formatting will remain in place. Whether you’re creating a free report, a simple ebook, a memo, or a pitch knowing how to create a PDF quickly and simply is a useful skill.

In case you’re wondering PDF stands for ‘Portable Document Format’ (yep, PDF sounds better).

What’s the benefit of creating files as PDFs?

1. They’re extremely versatile

Virtually any computer or device can read a PDF file (PCs, Macs as well as most smart phones and tablets).

Send someone a PDF and unless they’re still using string and paper cups to send information, they should be able to read the file very easily.

2. They display information ‘as you want it’

The problem with sharing editable files (such as Microsoft Office files like Word docs or Excel spreadsheets) is that if they contain fonts, images or fancy formatting that isn’t supported by the recipient’s machine, it might not display correctly.

How to turn a Word Document into a PDF on a PC/Windows 

1. Make sure your file is exactly as you want it. Once your file is converted to a PDF it will display exactly as it appeared on your screen for your recipient.

2. Click on File, then ‘Save As’ as in the menu bar.

3. Choose the PDF/XPS option

4. Name it as you wish

5. On the same screen click the Optimize for ‘Minimum Size’ box

6. Now click Publish/Save (depending on your version of Word)

How to turn a Word Document into a PDF on a Mac

1. Make sure your file is exactly as you want it. Once your file is converted to a PDF it will display exactly as it appeared on your screen for your recipient.

2. Click on File, then ‘Save As’ as in the menu bar.

3. Click the drop down menu under ‘Format’ and choose ‘PDF’

4. Name it as you wish

5. Now click ‘Save’

6. Now locate the file and open it in ‘Preview’. You can do this by holding down ctrl on your keyboard, clicking on the file, selecting ‘Open With’ and then ‘Preview’

7. Now click ‘File’ and ‘Export’

8. Click on the Quartz Filter dropdown and select ‘Reduce File Size’

9. Now click ‘Save’

That’s it, you’re done!

It might seem unnecessary going through the ‘reduce file size’ step but 9 times out of 10 it’s worth doing. Unless you’re sending your PDF off to a professional printer you’ll benefit from reducing the file size.

That way they’ll be easily to send and share online or via email.

 


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About the Author

My name's Tom Wake and I'm the editor of Insider's Edge. I bring you tips, tricks and shortcuts to help you save money, make money and save time.



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