Technology

How to Convert a Document to PDF

Turn documents, spreadsheets, web pages and photos into PDFs using tools already on your computer or phone, and keep files private and readable.

By Priya Natarajan · 2 min read
Paperwork Desk

PDFs look the same on every device, which makes them the safest format for sending a CV, an invoice or a form. You do not need paid software to make one. Almost every computer and phone can create a PDF from any document you can open or print, usually in under a minute.

The Universal Method: Print to PDF

This trick works in nearly any program, from word processors to web browsers.

  1. Open the document, page or image you want to convert.
  2. Choose Print from the menu, or press Ctrl + P on Windows or Command + P on a Mac.
  3. In the printer list, select Microsoft Print to PDF on Windows, or Save as PDF on most other systems. On a Mac, you can also use the PDF drop-down at the bottom of the print window.
  4. Click Print or Save, choose a file name and location, and confirm.

Before saving, use the print preview to check margins and page breaks, and choose specific page ranges if you only need part of the document.

Saving Directly From Office Apps

Word processors, spreadsheet programs and presentation apps usually offer a better option: Save As or Export, then choose PDF as the file type. This often keeps clickable links and headings intact, which the print method can lose. In online office suites, look for a download option in the File menu and select PDF. For spreadsheets, set the print area first so you do not end up with dozens of half-empty pages.

Creating a PDF on Your Phone

  • From a document or web page: open the share or print option. Choosing print and then sharing the preview, or selecting a “save as PDF” printer, produces a PDF file.
  • From paper: many notes apps, file manager apps and cloud storage apps include a document scanner. Point the camera at the page, let it detect the edges, and save the result as a PDF.
  • From photos: select several images, use the print or share option, and save them together as a single multi-page PDF.

Polishing the Finished File

  1. Open the PDF and check it. Make sure nothing has been cut off and fonts look right.
  2. Give it a clear name, such as “Jane-Smith-CV.pdf”, rather than “Document1”.
  3. Watch the file size. If a PDF full of images is too large to email, export it again at a lower image quality or use a reduce file size option if your software has one.
  4. Combine files if needed. Many PDF viewers let you drag pages from one PDF into another.

A Note on Online Converters

Free conversion websites are convenient, but you are uploading your file to someone else’s server. Avoid using them for anything containing personal, financial or work-confidential information. The built-in methods above keep everything on your own device, and for most everyday needs they do the job perfectly well.

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