Convert a document to PDF

You can save your Word document as a PDF file by using the following steps.

  1. Choose File > Export > Create PDF/XPS.

    Create PDF/XPS button on the Export tab in Word 2016.
  2. If the properties of your Word document contains information that you do not want included in the PDF, in the Publish as PDF or XPS window, choose Options. Then select Document and clear Document properties. Set any other options you want and choose OK.

    Clear Document properties to avoid sharing that information in the PDF file.

    For more information about document properties, see View or change the properties for an Office 2016 file.

  3. In Publish as PDF or XPS, navigate to where you want to save the file. Also, modify the file name if you want a different name.

  4. Click Publish.

More about PDF options

  • To make a PDF file from only some of the pages in your document, choose an option under Page range.

  • To include tracked changes in the PDF, under Publish what, select Document showing markup. Otherwise, make sure Document is selected.

  • To create a set of bookmarks in the PDF file, select Create bookmarks using. Then, choose Headings or, if you added bookmarks to your document, Word Bookmarks.

  • If you want to include document properties in the PDF, make sure Document properties is selected.

  • To make the document easier for screen-reading software to read, select Document structure tags for accessibility.

  • ISO 19005-1 compliant (PDF/A) This option outputs the PDF document using the PDF/A standard, which is an archiving standard. PDF/A helps to insure that a document will look the same when it’s opened in the future on a different computer.

  • Bitmap text when fonts may not be embedded If fonts can't be embedded into the document, the PDF uses bitmap images of the text so that the PDF looks the same as the original document. If this option isn’t selected and the file uses a font that can't be embedded, then the PDF reader might substitute another font.

  • Encrypt the document with a password To restrict access so only people with the password can open the PDF, select this option. When you click OK, Word opens the Encrypt PDF Document box, where you can type and re-enter a password.

Open and copy content from a PDF with Word

You can copy any content you want from a PDF by opening it in Word.

Go to File > Open and browse to the PDF file. Word opens the PDF content in a new file. You can copy any content you want from it, including images and diagrams.

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