Converting Word to PDF Without Layout Problems: A Checklist

Why a document can look different as a PDF

A Word document does not store a fixed picture of each page. It stores text, styles, and instructions, and the page layout is calculated when the document is opened. If the computer converting it has different fonts or settings, the text can take up slightly more or less space, and page breaks move.

FileBuddy converts Word, PowerPoint, and Excel files with LibreOffice running on our conversion server. LibreOffice is very compatible with Word files, but like any converter it needs the fonts the document uses. Common fonts such as Arial, Times New Roman, Calibri, and Georgia are handled well. Uncommon or paid fonts may be replaced with a similar font.

Checklist before you convert

1. Check the page size. In Word, open Layout, then Size. Use A4 if the document will be printed or submitted outside North America, Letter if inside. Choose the same size in the converter.

2. Use common fonts for important documents such as CVs and applications. If you must use a special font, consider exporting to PDF from Word itself on a computer that has that font installed.

3. Anchor images "in line with text" where possible. Floating images positioned relative to the page can shift when line lengths change slightly.

4. Avoid manual page breaks made of many empty lines. Use Insert, then Page Break instead, so the next section always starts on a new page.

5. Accept or reject tracked changes and delete comments you do not want in the final PDF.

6. Save the file as .docx. Older .doc files usually convert correctly, but .docx is more predictable.

Converting the file

Open Word to PDF and add your document. Choose the page size and orientation, then convert. Because this converter runs on our server, your file is sent over an encrypted HTTPS connection, converted, returned to you, and deleted as soon as the request finishes. The tool tells you this before you upload.

The converter can take up to a minute on the first use if the server has been idle; after that, conversions usually take a few seconds.

After converting: check these things

Scroll through every page. Look for headings stranded at the bottom of a page, tables split awkwardly, and images that moved. Check that special characters such as currency symbols and accented letters appear correctly. If something is off, adjust the Word document and convert again; small changes such as reducing an image slightly often fix page-break problems.

If the PDF is too large to email or upload, run it through Compress PDF. Text-only documents are usually already small; documents with many photos benefit most.