How to Convert an MS Word Document to PDF
Although Microsoft Word is the most widely used word processing program, sharing its documents in electronic form can be difficult. This is because the fonts, graphics and other formatting elements of the Word file can be missing when viewed by others who do not have the same fonts or graphics. Also, formatting marks, such as spell checker and grammar checker marks, will appear in the file when viewed by others. Most importantly, others can alter the Word file upon receiving it. For these reasons, many computer users choose to convert their files into Adobe's secure Portable Document Format (PDF). Converting your Word documents into PDF files will maintain your formatting, prevent others from altering the document and provide other security options for your Word files.
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Instructions
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Download and install a PDF converter. There are several free and purchase-only PDF converter programs available for download online (see Resources). Free PDF converters generally will offer fewer options than purchase-only converters. When choosing a PDF converter program, be sure that the program supports your operating system and that the program will not leave a watermark or other symbol in the finished PDF document. Also, when installing a PDF converter, carefully follow the instructions for installation, as you may have to install additional separate components.
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Convert Word documents using the PDF converter. Most Word-to-PDF converters operate as virtual printers rather than separate GUI programs. To use these, access the "File" menu in Word and select "Print." When the Print dialog box loads, select your PDF converter program from the printer drop-down menu and click "OK." The program will then display a Save menu in which you can change the filename of the document and select a location to save the converted PDF file. Once you have selected a save location and renamed the file, click "Save," and the Word document will convert into a PDF file.
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Use a free online PDF converter. Some websites offer free PDF conversion services. To use these websites, simply access the site and click the "Browse" button to find a Word file on your computer that you wish to convert into a PDF file. When the Browse dialog box appears, click the Word document, then click "Open." On the webpage, click "Convert Document" or the equivalent button or link. This will convert the document into a PDF file and will automatically open the new PDF file in your Adobe Acrobat Reader. Click the "Save" icon in Adobe Reader to store the document.
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Subscribe to Adobe's file conversion website. Adobe offers an online subscription service that converts a wide variety of file formats into PDF format (see Resources). Users can purchase a monthly subscription or yearly subscription in order to have an unlimited amount of file conversions. Although you must purchase a subscription in order to have unlimited access to the service, Adobe offers a free trial subscription in which you can convert five documents into PDF format with certain limitations, such as file size limits. When using this service, you will have the option of having the converted PDF file emailed to you or clicking a link to access the converted PDF file.
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Tips & Warnings
When using an online converter, avoid using the website during peak hours, as you may experience delays in converting your Word documents.
If you use a trial version of a purchase-only PDF converter, the converted PDF file will likely contain watermarks and other restrictions.
Download a Word-to-PDF converter only from a reputable website. This will ensure that you do not download any spyware, adware or other malicious program.
Resources
- Photo Credit Photo courtesy: Mantasmagorical
