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Prepare the Word document before export
Keep an editable copy
Save the Word file separately from the PDF. The editable document remains the source for later changes; Microsoft’s Mac instructions also advise giving the PDF a different name from the original file. See Microsoft’s Office desktop PDF guidance.
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Check custom fonts and embedding permissions
If the document’s typography is important, consider embedding its custom fonts in Word before conversion. Microsoft says embedding can help preserve fonts and layout and can help online PDF conversion use those fonts. Prefer OTF or TTF fonts where possible, and check that the font’s technical format and creator’s permissions allow embedding; not every font can be embedded. Microsoft explains the limits in Benefits of embedding custom fonts and its font embedding instructions.
Decide what to do with review comments
If you use Word for the web, decide whether comments belong in the delivered file. Its export flow provides a PDF option with comments and one without them; choose the version appropriate for the recipient and review status.
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Choose an export route and options
Word includes PDF export on desktop, Mac, and the web. Desktop Word offers more control over output details than a basic print-to-PDF route, so use it when options such as bookmarks or document structure tags matter. Menu wording can vary by Word release.
| Route | Where to start | What to consider |
|---|---|---|
| Word for Windows or other Office desktop apps | Use Word’s PDF/XPS export or Save As PDF route; open Options to adjust output details. | Options documented by Microsoft include bookmarks, document properties, document structure tags, PDF/A, and bitmap text when a font cannot be embedded. Microsoft’s desktop instructions describe the available choices. |
| Word for Mac | Save or export the document as a PDF. | Choose the output route for the intended use. Microsoft warns that hyperlinks may not convert correctly with “Best for printing”; check links in the resulting PDF. Microsoft’s Office desktop guidance and Mac PDF instructions. |
| Word for the web | Choose File > Export, then select the PDF download choice with or without comments. | Microsoft also describes a basic print-to-PDF path. For more options, such as bookmarks, use desktop Word. Microsoft’s web export instructions. |
Set the PDF up for accessibility
When the option is available, include document structure tags. Microsoft says tags help screen readers and other assistive technology identify logical reading order and navigate document structure. Run Word’s Accessibility Checker before export, then inspect the PDF’s tags and reading order with a suitable accessibility checker or PDF tool. See Microsoft’s guidance on creating accessible PDFs.
Use PDF/A only for an archival need
Word’s PDF/A option targets compliance with ISO 19005-1, an archival standard intended to help a document look the same when opened later on another computer. It is not a general repair for broken hyperlinks, missing fonts, or source-document layout problems. See Microsoft’s export options.
Inspect the PDF before sharing it
Open the exported file in a standard PDF viewer. Check representative pages, especially those with custom fonts, tables, images, headers or footers, and complex layouts. Look for unexpected line or page breaks, substituted typefaces, missing special characters, or shifted visual elements.
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- Click sample external hyperlinks and internal links, including table-of-contents links.
- Check that bookmarks or navigation appear when you intended to include them.
- For accessible documents, verify tags and logical reading order with an accessibility checker or suitable PDF tool.
- If a problem appears, adjust the Word source or export options and create a new PDF, then inspect that file before sending it.
These checks matter because font embedding has restrictions, export options differ by route, and Microsoft specifically documents a hyperlink caveat for Word for Mac’s “Best for printing” choice.
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