Fix: Word to PDF Without Losing Formatting

Why PDF Export Changes Formatting

PDF conversion translates Word’s formatting into a different rendering engine. Some elements don’t translate perfectly, especially fonts, text wrapping around images, and complex layouts.

Step-by-Step Fix

Step 1: Embed Fonts

1. Go to File > Options > Save
2. Check Embed fonts in the file
3. Check Embed only the characters used in the document (reduces size)
4. Save the document, then export to PDF

Step 2: Use the Best Export Method

1. Go to File > Export > Create PDF/XPS (preferred over Save As)
2. Click Options before saving
3. Check:
   • Create bookmarks using: Headings
   • Document structure tags for accessibility
   • ISO 19005-1 compliant (PDF/A) for archival quality
4. Click OK, then Publish

Step 3: Fix Image Quality

If images look blurry in the PDF:

1. Go to File > Options > Advanced
2. Under Image Size and Quality
3. Uncheck Discard editing data
4. Set Default resolution to High fidelity or 330 ppi
5. Re-export to PDF

Step 4: Fix Text Wrapping Issues

If text flows differently in the PDF:

1. Set images to In Line with Text wrapping where possible
2. Avoid floating text boxes near page edges
3. Use Fixed position on page for images that must stay in specific locations

Step 5: Use Adobe Acrobat (If Available)

If you have Adobe Acrobat:

1. Go to the Acrobat tab in Word
2. Click Create PDF
3. Acrobat’s converter often handles complex layouts better than Word’s built-in exporter

Common Issues and Fixes

• Fonts change: Embed fonts (Step 1)
• Images blurry: Increase resolution (Step 3)
• Hyperlinks missing: Use Export, not Print to PDF
• Bookmarks missing: Check Options during export (Step 2)
• Page breaks shift: Check section breaks and paragraph settings