For most Word documents, use Word’s Save As or Export to PDF option. It is the document-aware route and provides PDF settings that can include accessibility tags, print-quality choices, and PDF/A, depending on your Word version and platform. Use Print to PDF when your workflow specifically calls for the operating system’s print interface or a particular PDF driver—and check the finished file, rather than assuming it retained links, structure, or layout.
How the two methods differ
Word’s Save As or Export workflow creates a PDF from the document and exposes Word-specific output options. Print to PDF sends the document through a print interface and the selected PDF printer or driver. That distinction matters when you need controls for tags, archival output, or print quality. Microsoft documents Word’s export options, but does not establish that every built-in or third-party print driver behaves the same way.
As an Amazon Associate I earn from qualifying purchases.
| What matters | Word Save As or Export to PDF | Print to PDF |
|---|---|---|
| Accessibility tags | Microsoft documents an option to add document structure tags to PDFs on supported workflows. Availability and exact controls vary by platform and version. | Behavior depends on the operating system and selected driver; the official sources cited here do not establish a universal result. |
| Links and navigation | Word’s accessibility guidance describes PDFs with hyperlinks, bookmarks, and other navigation features. Check that links and navigation work in the exported file. | Do not assume links or document navigation are preserved identically by every driver; verify the PDF you create. |
| Print quality and fonts | Microsoft’s Office guidance describes output-quality options and discusses font embedding behavior. Check the available settings in your version. | Output depends on the print interface and driver. Inspect fonts, images, and page layout in the resulting file. |
| PDF/A | Microsoft describes PDF/A as an archival option in applicable Office workflows. | Whether PDF/A is available depends on the selected print workflow and driver; confirm the output requirements. |
Microsoft’s Office PDF guidance and its pages on creating accessible PDFs, Word PDF accessibility, and Microsoft 365 PDF accessibility describe capabilities for particular Office workflows. They are not a guarantee about every Word release, platform, or print driver.
Recommended Free Tools
Choose by what the PDF needs to do
For general sharing
Use Word’s Save As or Export to PDF. It is the sensible default when you want a shareable copy and access to Word’s PDF options. Open the file afterward and confirm the pages look right and any links are clickable.
#1 Best Overall
- INNOVATIVE CARTRIDGE-FREE PRINTING — No more dealing with lots of tiny ink cartridges; With this wireless document and photo printer each ink bottle set is equivalent to about 90 individual cartridges²
- LESS FREQUENT INK REPLACEMENT — Replacement ink bottles don't have to be changed nearly as often as ink cartridges¹; When you choose this combination printer, scanner and copier you can print up to 4,500 pages black/7,500 color³
- COLOR PRINTING — Up to 2 years of ink in the box4 (and with every replacement ink set) for fewer out-of-ink frustrations
- ZERO CARTRIDGE WASTE — By using an Epson EcoTank printer you can help reduce the amount of cartridge waste ending up in landfills
- HOME PRINTER DESIGNED FOR RELIABILITY — The Epson EcoTank ET-2800 All-in-One Supertank Color Printer creates vivid, detailed prints and documents thanks to Micro Piezo Heat-Free Technology; Fire off 10 ISO pages per minute1 to easily finish large jobs
For accessibility
Start with the Word document, not the conversion button. Run Word’s Accessibility Checker, fix issues it identifies, and select the document-structure-tags option when it is available. Microsoft says those tags can help people using screen readers and other assistive technology read and navigate content such as headings, tables of contents, hyperlinks, bookmarks, and alt text. Tags do not automatically fix inaccessible source content. If compliance matters, validate the resulting PDF with appropriate accessibility tools.
Microsoft Learn’s Word PDF Accessibility documentation describes semantic tags and heading and bookmark navigation for specific Word versions and release channels. Confirm the requirements for the Word version you use rather than treating the feature as universal.
Rank #2
- CARTRIDGE-FREE PRINTING — Print lab-quality photos, graphics and creative projects; Get vibrant colors and sharp text with Epson's high-accuracy printhead and Claria ET Premium 6-color inks
- INK BOTTLES — Save on photos1 and creative projects with affordable in-house printing; All-in-one printer allows you to print 4" x 6" photos for about 4 cents each vs. 40 cents with traditional ink cartridges1
- LESS FREQUENT INK REPLACEMENT — Replacement ink bottles don't have to be changed nearly as often as ink cartridges¹; Printer, scanner and copier lets you print up to 6,200 color pages³
- PRINT FOR LONGER — Up to 2 years of ink in the box² (and with every replacement ink set) for fewer out-of-ink frustrations with this wireless printer
- ZERO CARTRIDGE WASTE — Epson EcoTank printer helps reduce the amount of cartridge waste ending up in landfills; Cartridge-free printer uses high-yield ink bottles; Each replacement ink bottle set is equivalent to about 100 individual ink cartridges⁴
For printing
Word’s Office PDF guidance describes a Standard option for publishing online and printing. Choose an available quality setting that fits the job, then inspect page breaks, images, and fonts in the PDF. If a printer or production workflow requires a particular PDF profile, check its specifications and validate the exported file against them.
For archiving
If the receiving organization requires PDF/A, select that option in Word’s export workflow where available, then verify the output meets the requirement. PDF/A is intended to support consistent rendering over time; selecting it does not preserve every aspect of the original Word file.
Rank #3
- SET IT UP ONCE AND PRINT WITH CONFIDENCE. No complicated maintenance. Just easy, reliable printing you can count on.
- INK FOR YEARS. NOT MONTHS. Up to 2 years of ink included. Get thousands of pages of cartridge-free printing. More pages, less hassle
- KEEPS PRINTING WELL AFTER COMPETITORS HAVE QUIT. No complex maintenance. Sharper text, richer colors.[2] Only with HP Smart Tank
- PREMIUM SUPPORT - Strong technical expertise to solve issues faster
- THE LAST PRINTER YOU'LL EVER NEED. Enjoy years of refillable, cartridge-free printing.
When Print to PDF makes sense
Choose Print to PDF if a process depends on the operating system’s print interface or a particular PDF printer or driver. Because behavior varies by setup, review the actual output for missing links or navigation, unexpected page breaks, font changes, and accessibility structure.
Export a PDF from Word and check it
- Check the source document. If accessibility matters, run Word’s Accessibility Checker and address the issues you can before conversion.
- Open Word’s PDF workflow. Choose Save As or Export, then select PDF. The exact route and available controls differ between Windows, Mac, and web versions.
- Review the options. In supported desktop workflows, open Options and confirm Document structure tags for accessibility is selected when needed. Choose standard print quality, a smaller file option where offered, or PDF/A if the receiving workflow requires it.
- Open the finished PDF. Check page breaks, images, fonts, clickable links, headings or bookmarks, and reading order. If you used Print to PDF, apply the same checks.
- Validate when the stakes require it. For accessibility or regulatory work, use appropriate validation tools and meet the relevant requirements. The act of exporting—or printing to PDF—is not proof of conformance.
Will links stay clickable?
They may, but do not rely on the conversion method’s name alone. Check the hyperlinks in the PDF you actually plan to share, and make sure the document remains navigable through headings or bookmarks where those features matter. A question raised by Word users is whether export can keep links functional without losing formatting; the practical answer is to verify both link behavior and layout in the finished file. See the Word user discussion for an example of that concern.
Quick Recap
Rank #4
- Wireless Bluetooth Printer: Portable thermal printer compatible with iPhone, Android phones, iPad and tablet computers via Bluetooth. For smartphones, please download the "Nada Print" App. You can also connect to laptops and computers for printing using a USB-C cable. (Note: Laptops and computers can only be connected via USB and require the installation of a driver first. Bluetooth connection is not supported.)
- No-ink printing: Only supports US Letter and A4 size thermal paper.(Doesn't support regular paper) The no-ink portable thermal printer uses direct thermal technology, requiring no ink, toner or ribbons, making it environmentally friendly, cost-effective and time-saving. The thermal printer package comes with a roll of US Letter thermal printing paper. Note: When installing the paper, remember to switch the paper size switch on APP
- Clear Print: NDYIN N80 portable thermal printer adopts high-definition printing technology, with a 203DPI resolution to provide you with clear printing results. This mobile printer is compatible with roll paper, folded paper and tattoo transfer paper, supporting printing from your mobile phone PDF, Word, pictures and web pages anytime and anywhere. It is recommended to use our NDYIN thermal paper to achieve good printing quality
- Portable wireless printer for travel: The thermal printer is equipped with a built-in 1500mAh rechargeable battery, which can print 160 sheets of 8.5" x 11" thermal paper after being fully charged. It weighs only 1.5 pounds and is compact in size. This ink-free portable printer can be easily carried in a backpack or briefcase! It is perfect for business travel, cars, small offices, construction sites, schools and homes. You can print documents, contracts, invoices and boarding passes anytime and anywhere
- The N80 thermal printer has a wide range of uses. The package includes the N80 printer, a roll of US Letter paper(7m/roll), a user manual, a guide card, a type-C soft cable and a type C adapter. Note: The charging adapter is not included. Special thermal paper is required for use; ordinary paper cannot be used. This ink-free portable thermal printer is suitable for various scenarios such as home, school, travel, office, and outdoor, meeting the printing needs of different groups of people. This tattoo template printer is also compatible with tattoo transfer paper, making it an ideal choice for tattoo art
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
