Save or Convert a Word Document as a PDF

Q: The file is huge.

Choose Minimum size (publishing online) as the optimization level, or compress images first via Picture Format > Compress Pictures.

Q: Comments are showing in the PDF and I don't want them.

In Options, set Publish what to Document instead of Document showing markup.

Published ✓ Verified ⏱️ 2 min read February 11, 2026 · by Ryan Bennett

You want a PDF version of your Word document so it looks the same on any device and can’t be casually edited.

Why: A PDF locks in your fonts, spacing, and images, so whoever opens it sees the exact layout you designed — even if they don’t have Word or the fonts you used. Word can create one without any extra software.

Step 1: Save As a PDF

This is the most reliable route on Windows desktop Word.

Go to the File tab and choose Save As (or Save a Copy).
Click Browse and pick the folder where you want the PDF.
In the Save as type drop-down, choose PDF (*.pdf).
Choose an optimization level just below the file name:
- Standard (publishing online and printing) — best quality, larger file.
- Minimum size (publishing online) — smaller file for email or the web.
Click Save.

Step 2: Or use File > Export

Same result, slightly different door.

Go to File > Export.
Select Create PDF/XPS Document, then click the Create PDF/XPS button.
Pick a location and file name, confirm the type is PDF (*.pdf), and click Publish.

Step 3: Control what goes into the PDF

Before you click Save or Publish, click the Options button in the save dialog to fine-tune things like:

Page range — export the whole document or just a few pages.
Publish what — the document, or the document showing markup (comments and tracked changes).
Create bookmarks using: Headings — adds a clickable navigation pane to the PDF, handy for long documents.

Click OK, then finish saving.

FAQ

My PDF lost the clickable links / bookmarks. Use the desktop app rather than Word for the web, and turn on Create bookmarks using: Headings under Options. The web version offers fewer controls.

The file is huge. Choose Minimum size (publishing online) as the optimization level, or compress images first via Picture Format > Compress Pictures.

Comments are showing in the PDF and I don’t want them. In Options, set Publish what to Document instead of Document showing markup.

Sources: Microsoft Support — Save or convert to PDF or XPS in Office desktop apps