When it comes to document conversion, Word to PDF is arguably the most common conversion type. Well, PDF is obviously a global document format used in all types of professional spheres. Whether it is a commercial business, government organization, nonprofit, or even team data sharing, you will find PDF files everywhere.
But the question stands: why PDF? Why should you convert your Word file to PDF? The answer lies in this guide.
Word-to-PDF conversion is the process of changing a Word document (DOC or DOCX) into a PDF file. This makes it easy to share, view, and print the document on any device. The original formatting of the document stays the same, no matter what device is used.
For starters, PDF is a global document format. Second, there are certain scenarios where it is better to convert a Word file into a PDF. Here are some of them.
When you finish your document, you may want to share it with others while making sure it looks the same on every device. PDFs preserve the original format, fonts, and layout of your document. This way, it will look the same on any device, even if the recipient does not have the software you used to create it.
Sometimes, you create a document that should not be edited, such as a legal contract. PDFs can be locked with a password and settings that prevent anyone from editing the content. This makes PDFs a good choice for sensitive or important documents.
If someone does not have the program/software you used to create the document or you want to ensure it looks the same everywhere, PDF is the best option. PDFs display the same way on all devices, whether it is a phone, tablet, or desktop. This happens no matter what operating system is used.
When you need to print a document and want it to look exactly as it does on screen, you need the right format. PDFs are ideal for printing. They include all necessary fonts, images, and layout details to ensure your document prints correctly.
Sometimes, you may need to store a document for a long time and want it to remain unchanged. PDFs are great for long-term storage. They are designed to stay readable for many years, even with changes in technology.
When you need to make your document smaller for easier sharing, especially by email, file size matters. PDFs are often smaller than Word files, even if they include images or complex formatting. This makes them easier to send and upload. Also, PDF files are easy to compress.
If you need to add a digital signature to a document, such as a contract or agreement, PDFs can help. PDFs allow you to add digital signatures. This helps prove the document’s authenticity and ensures it has not been changed.
Here are a few top benefits of converting Word files to PDF.
Converting a Word document to PDF helps keep its original layout and design. If you send a Word file, the person receiving it might not have the same fonts or settings. This can mess up the format.
However, when you save it as a PDF, the document will look exactly as you intended, no matter the device or operating system. This is especially helpful when sharing resumes, business proposals, and other important files where the design matters.
If you are dealing with sensitive or private information, document security is very important. Converting a Word document to a PDF gives you extra protection. You can encrypt the PDF and add a password to keep unauthorized people from opening or changing it.
When the file is converted, it becomes locked, making it harder to edit or alter. This feature is great for legal contracts, financial reports, or any confidential documents.
One big advantage of PDFs is that they work on any device or operating system. Unlike Word documents that need special software like Microsoft Word, PDFs can be opened using free software such as Adobe Acrobat Reader. This means anyone can open and read your document, even if they don’t have Word. The document will look the same on any device.
PDFs are the standard file format for business and personal use. Almost everyone uses them, from doctors’ offices to schools and big companies. When you convert your documents to PDFs, you ensure that anyone you share them with can easily open and view them.
PDFs make working together on documents easier. Annotations, comments, and other edits are easy to add and read on any device or platform. This ensures smooth communication and allows everyone involved to contribute without losing any information or making mistakes.
Word files can be large because they include different formatting and embedded objects. You can shrink its size without losing any quality by converting a Word document to a PDF. This makes it much easier to send the file by email or upload it to websites without hitting file size limits.
Word-to-PDF conversion can be tricky sometimes. There may be a loss in image quality or issues in formatting. Here are some key considerations.
When converting a Word file to PDF, the formatting might change. It is a good idea to check the PDF to make sure everything looks right. For example, make sure page breaks are in the right place and the images appear correctly.
Converting a Word file to PDF can make the file smaller. This makes it easier to send by email. If you choose the option to create the smallest file size, you should also check the quality of the images in the PDF.
If you want to control the image quality before converting a Word document to PDF, you can adjust the DPI (dots per inch) in Word. Here's how to do it:
Alternatively, you can save the Word document as a PDF and then adjust the DPI in the PDF settings before downloading.
When converting a Word document to a PDF, the images might automatically lose quality because they get compressed. You need to change the default settings to avoid this. Here is how to do it.
If you are using Windows, you can also choose how to optimize the document. Select “Standard (publishing online and printing)” and then choose “Optimize for image quality.” Make sure to uncheck “PDF/A compliant.”
If you are using a Mac, you won't see all the options available on Windows. However, you can select "Best for printing" to get the best image quality when saving it as a PDF.
Online Word to PDF conversion tools are often considered unsafe by many due to security concerns. People usually believe that online conversion tools are not safe and that they are not totally wrong. Sometimes, even third parties have access to these conversion tools.
However, our Word-to-PDF tool is completely safe as it automatically deletes the file data once you are done with the conversion.
In MS Word, you can convert a document to PDF by using the "Save As" option. This usually creates a smaller file, depending on how many images are in the document. However, if the PDF is still too large, there is another option in Word that can make the file much smaller.
The following are some potential drawbacks of PDF file format.