When you submit a résumé, report or contract, you are often asked to "send it as a PDF". A DOCX file can look different depending on the recipient's computer, fonts and Word version. Here is how to create a PDF without breaking the layout.
Why send a PDF?
A DOCX file is closer to a set of instructions for drawing the page. The result depends on the recipient's Word version, installed fonts and printer settings. A PDF is the finished drawing, so it looks the same on every device. For anything you submit, treat PDF as the rule.
Method 1. Save as PDF from Word
If you have Word, this is the most accurate way.
- Choose File > Save As (or Export).
- Pick PDF as the file type.
- Under Options, check the page range and whether to include document properties.
- For long-term archiving, turn on PDF/A. Fonts are embedded so the appearance is preserved over time.
Prevent font problems
If you used special fonts, turn on File > Options > Save > Embed fonts in the file. The fonts are embedded in the DOCX so it looks the same on other PCs (some fonts cannot be embedded because of their licenses).
Method 2. Save as PDF in the browser without Word
On a computer without Word, open the document in the DOCX Viewer and use the print feature.
- Drag the DOCX file into the viewer.
- Click Print / Save as PDF in the toolbar.
- Choose Save as PDF as the destination printer.
- Set margins to None or Default and turn background graphics on to keep the layout closest to the original.
The print styles are tuned so that only the document area is printed, without buttons or ads.
Common printing problems
Every page is pushed down one page
The document is A4 but the printer is set to Letter (or the other way around). Match the paper size in the print dialog.
The right side of a table is cut off
The table is wider than the margins. Select the table in Word and apply AutoFit Window, or set the print scale to fit the page.
A blank page appears at the end
An empty paragraph or page break at the end causes this. Turn on formatting marks (¶) and delete the last empty paragraph.
Check the PDF before sending
- Open it in the PDF Viewer and page through all pages.
- Look for changed fonts, cut-off tables and missing images.
- Try copying text to confirm it is a searchable PDF.
Mind the file name
The file name is the first thing the recipient sees. Instead of "final_final(2).pdf", use a name_document_date pattern such as "JaneKim_Resume_2026.pdf" so reviewers can manage submissions easily. Some application systems fail on special characters or spaces in file names, so stick to hyphens (-) and underscores (_).
A small check prevents the reply "your file looks broken".