Word to PDF Best Practices — Convert Documents the Right Way

Why Best Practices Matter for Word to PDF Conversion

Converting a Word document to PDF seems like a one-click task. For simple documents, it often is. But for resumes, business proposals, contracts, reports, and anything with complex formatting, the difference between a careful conversion and a careless one is immediately visible in the output.

Following a few simple best practices before you convert takes an extra two minutes and saves you from having to redo the conversion, manually fix formatting issues, or explain to a client why their proposal looks different from what you intended.

The Word to PDF converter on PDF Linx handles conversion reliably — these tips ensure you get the cleanest possible result every time.

Best Practice 1 — Always Save as DOCX Before Converting

If your document is in the older DOC format, save it as DOCX before converting. DOCX stores layout data more precisely — font information, margin definitions, table structures, and image positioning are all handled more accurately in the newer format. DOC files occasionally produce minor spacing or font differences in the converted PDF, especially for documents with complex styles.

In Word: File → Save As → select Word Document (.docx). Then upload the DOCX file to convert.

Best Practice 2 — Use Standard, Widely Available Fonts

Custom and decorative fonts that are installed on your computer but not embedded in the Word file will be substituted during conversion. Font substitution changes character spacing, which ripples through the entire document — line breaks change, paragraphs grow or shrink, and tables shift.

Use standard fonts that are universally available: Calibri, Arial, Times New Roman, Georgia, Verdana, or Helvetica. These embed reliably and convert consistently across all environments. If you must use a custom font, embed it in Word before saving — File → Options → Save → check "Embed fonts in the file".

Best Practice 3 — Check All Content Fits Within Page Margins

Word allows content to overflow page margins slightly on screen. PDF enforces hard page boundaries. Content that sits even slightly outside the defined margins in Word may be clipped or repositioned in the converted PDF.

Before converting, use Word's Print Preview — File → Print → Print Preview — to verify every page. If any content appears cut off in Print Preview, it will appear cut off in the PDF. Adjust margins or content position before converting.

Best Practice 4 — Accept All Tracked Changes Before Converting

Documents with unaccepted tracked changes contain multiple versions of text simultaneously. The converter may show the wrong version, display revision markup that should be hidden, or produce unexpected formatting around changed sections.

Before converting: Review → Accept → Accept All Changes. Resolve all comments. Then save and convert the clean final version.

Best Practice 5 — Set Images to In-Line Positioning for Critical Layouts

Images set to "wrap text" mode in Word float relative to the surrounding text flow. When text reflows slightly during conversion — which happens even with the best converters — floating images move with the text and land in unexpected positions.

For documents where image position is critical — such as branded proposals or formatted reports — set images to in-line or fixed position before converting. Right-click the image → Wrap Text → In Line with Text. This locks the image position relative to the paragraph rather than floating freely.

Best Practice 6 — Verify the Output Before Sending

Always open the converted PDF and check it before sending to a client, submitting to a portal, or sharing with anyone. Scroll through every page. Check that tables look correct, images are positioned properly, fonts look consistent, and no content is missing. This takes two minutes and catches any issues before they matter.

Best Practice 7 — Compress After Converting If Needed

Word documents with embedded images convert to PDF files that can be very large. If the converted PDF exceeds email attachment limits or upload portal requirements, run it through the Compress PDF tool after converting. This reduces file size significantly while keeping text sharp and images readable.

Best Practice 8 — Batch Convert Files of the Same Type Together

PDF Linx supports batch conversion — upload up to 10 DOCX files simultaneously. For best results, batch files that have similar formatting complexity together. Simple text documents together, complex formatted documents together. This makes it easier to apply consistent settings and review the output systematically.

Quick Checklist Before Converting

• File saved as DOCX (not DOC)
• Standard fonts used throughout
• All content within page margins (verified in Print Preview)
• Tracked changes accepted and comments resolved
• Critical images set to in-line positioning
• File saved one final time before uploading

← Back to all guides