How to Convert Microsoft Word Files to PDFs (Step-by-Step)

This tutorial shows how to convert Microsoft Word files to PDFs. There are several ways to accomplish this task in Microsoft Word, so today we will focus on the method I believe is the most user-friendly.

In the final section, we will also briefly discuss the Adobe Acrobat PDFMaker add-in and look at how to use it. (The Acrobat PDFMaker add-in is not required to follow the steps in the main section below.)

Do you need to convert a PDF to a Microsoft Word file? Please see my other tutorial titled “How to Convert PDFs to Microsoft Word Files in Adobe Acrobat.”

This tutorial is also available as a YouTube video showing all the steps in real time.

Watch more than fifty other videos about Microsoft Word and Adobe Acrobat on my YouTube channel.

The images below are from Word for Microsoft 365 (formerly Office 365). These steps will also work for Word 2019 and Word 2016. The steps will be similar in Word 2013 and Word 2010.

How to Convert a Microsoft Word File to a PDF

Open the Word file (.docx file) you want to convert to a PDF.

Pro Tip: Windows users can use the keyboard shortcut f12 or fn + f12 to open the Save As dialog box and skip to step 5.

Select the File tab in the ribbon.

File tab in Word 365 — Figure 1. File tab

Select the Save As option in the Backstage view.

Save As in the Backstage view of Word 365 — Figure 2. Save As option

Select the Browse option.

Browse option the in Backstage view of Word 365 — Figure 3. Browse option

Select the location where you want to save your PDF in the Save As dialog box.

Save As dialog box location in Word 365 — Figure 4. Locations to save as

Select PDF (*.pdf) from the Save as type menu.

"Save as type" menu in the Save As dialog box in Word 365 — Figure 5. “Save as type” menu

(Optional Step) Select the Options button if you want to select additional options.

Options button in the Save As dialog box in Word 365 — Figure 6. Options button

(Optional Step) Select additional options from the Options dialog box, such as converting only a specific page range.

After making your choices, select the OK button.

Save As Options dialog box in Word 365 — Figure 7. Save As Options dialog box

(Optional Step) Select Optimize for Standard or Minimum size.

Pro Tip: The Minimum size option is helpful if the standard (original) size is too big to email. However, the recipient of the email will not be able to convert the PDF back to the original file size.

"Optimize for" options in the Save As dialog box in Word 365 — Figure 8. “Optimize for” options

(Optional Step) Deselect Open file after publishing if you do not want the PDF to open in a compatible application, such as Adobe Acrobat, Acrobat Reader, or a web browser after the conversion process is complete.

"Open file after publishing" option in the Save As dialog box in Word 365 — Figure 9. “Open file after publishing” option

Select the Save button.

Save button in the Save As dialog box in Word 365 — Figure 10. Save button

What Is the Adobe Acrobat PDFMaker Add-in?

Adobe Acrobat PDFMaker is a plug-in (which Microsoft calls an add-in) that allows you to streamline the process of converting PDFs in Windows.

Acrobat PDFMaker comes with Adobe Acrobat Pro DC, Adobe Acrobat 2020, and Adobe Acrobat 2017. By default, it will be added to your Office applications upon installation of Acrobat. In Word, it will normally appear in the Home tab of the ribbon.

Adobe Acrobat group in the Home tab of Word 365 — Figure 11. Adobe Acrobat group in the Home tab

It will also appear in the Backstage view.

"Save as Adobe PDF" option in the Backstage view of Word 365 — Figure 12. “Save as Adobe PDF” in the Backstage view

How to Use the Acrobat PDFMaker Add-in

Open the Word file (.docx file) you want to convert to a PDF.
Select the Home tab and then select the Create and Share Adobe PDF button (see figure 11).

Alternatively, select the File tab (see figure 1) and then select Save as Adobe PDF from the Backstage view (see figure 12).

Select the Yes button in the alert box stating that your file must be saved. (This alert box won’t appear if your file was recently saved.)

Select the location where you want to save the PDF in the Save Adobe PDF File As dialog box.
(Optional Step) Uncheck View Result if you do not want the PDF to open in Adobe Acrobat or another compatible application after the conversion process is complete.