A PDF fixes the layout of a document so it is less likely to shift when opened on a different computer. That makes it a useful format for a finished CV, cover letter or other application document. The important part is not simply creating the PDF. You also need to check the result before sending it to an employer.
The short answer
In Microsoft Word, select File, choose Save As or Save a Copy, select PDF as the file type and save it. Open the PDF afterwards and check its pages, fonts, spacing and links before submitting it.
Why save a Word document as a PDF?
Word documents are designed to be edited. Their appearance can depend on the version of Word, the fonts installed on the recipient's computer and the device used to open the file. A PDF is designed for viewing and sharing, so it usually keeps page breaks, spacing and typography in place.
For a CV, that consistency matters. A heading moving onto the previous page or a bullet point wrapping differently can make a carefully prepared document look untidy. However, the job advert takes priority. If an employer asks for a Word document, submit the requested format rather than substituting a PDF.
How to save a Word document as a PDF
Open the finished document
Complete your final spelling, date and contact-detail checks in Word first. Converting too early creates an extra version to keep track of.
Choose Save As or Save a Copy
Open the File menu and choose Save As. Some versions of Microsoft 365 call this Save a Copy.
Select PDF as the file type
Choose PDF from the file-format menu. Keep the standard or best-for-printing option selected so text remains clear.
Give the file a professional name
Use your name and the document type, such as Aisha-Khan-CV.pdf. Avoid names such as CV-final-final.pdf or Document1.pdf.
Open and inspect the PDF
Do not assume the export is perfect. Open the new PDF and check every page before attaching it to an application.
Saving as PDF on Windows
- Open the document in Microsoft Word.
- Select File, then Save As.
- Choose the folder where you want to save the document.
- Open the file-type menu and select PDF.
- Enter a clear filename and select Save.
You can also select File, Export and Create PDF/XPS in desktop versions of Word that provide that option. Both routes create a separate PDF while leaving your original Word document available for future edits.
Should you use Save As, Export or Print to PDF?
Save As is the quickest choice for most CVs. Export creates the same type of PDF but gives some versions of Word extra controls for page range, document structure and output quality.
Choose the standard or best-for-printing quality setting for a CV. The minimum-size option is useful when a website imposes a strict upload limit, but it can reduce the clarity of photographs, logos and other images.
Print to PDF can work as a fallback, but it behaves like a printer and offers less control over document structure. It can also substitute a different paper size. Use Word's Save As or Export option when available, especially if your document uses a custom page size.
Saving as PDF on a Mac
- Open the document in Word for Mac.
- Select File, then Save As.
- Choose PDF from the File Format menu.
- Select the best-for-printing or standard-quality option.
- Name the document and select Export.
Saving a document with Word Online
Word Online can create a PDF without the desktop application. Open the document through Microsoft 365 in your browser, select File, choose Save As and select the option to download the document as a PDF. The exact wording can vary as Microsoft updates its interface.
Download the file, open it locally and perform the same checks you would after exporting from desktop Word. Browser-based versions can handle some advanced layout features differently.
How to convert a Word document without Microsoft Word
If the document is already complete and you only need a PDF copy, you do not need to install Word solely for the conversion. A browser-based converter can process the existing DOCX file while keeping the original document unchanged.
Convert an existing DOCX file
Use Crest Convert to convert a finished Word document to PDF, then open the result and complete the CV checks below before you submit it.
Convert Word to PDFCheck your CV before submitting it
Treat the PDF as the final document an employer will see. Check it at normal size on a laptop or desktop rather than relying on a small email preview.
Remove review marks before exporting
Accept or reject tracked changes, delete resolved comments and make sure Word is displaying the final document without markup. Then check the PDF itself to confirm that no reviewer names, comments or editing notes are visible.
Common PDF formatting problems
A font has changed
Use a widely available professional font and avoid relying on a font that is not properly installed. Reopen the Word document, replace the affected font and export it again.
A heading has moved to another page
Remove empty paragraphs, check manual page breaks and adjust the spacing before the heading. Avoid shrinking all the text simply to recover one line.
The PDF contains a blank page
Turn on formatting marks in Word and look for an extra paragraph or page break at the end of the document. Delete it, save the Word file and create the PDF again.
Text looks crowded or gets cut off
Keep sensible page margins and avoid positioning important content at the extreme edge of the page. Tables and floating text boxes are particularly likely to create layout problems.
Frequently asked questions
How do I save a Word document as a PDF?
Open the document in Word, select File, choose Save As or Save a Copy and select PDF from the file-format menu. Save it to your chosen folder, then open the PDF and inspect every page.
Should I submit my CV as a PDF or Word document?
Always follow the employer's instructions. If the advert asks for DOCX, send DOCX. When no format is specified, PDF is usually practical because it preserves the appearance of the document across different devices.
Will saving as PDF change my Word document?
The original Word document remains editable and unchanged. Word creates a separate PDF copy. The PDF can occasionally display a font, page break or text box differently, which is why you should inspect it before submitting it.
Can I convert a Word document without Microsoft Word?
Yes. Word Online can export documents as PDFs through a browser. If you already have a finished DOCX file, a dedicated browser-based converter is another straightforward option.
Why has my CV gained an extra blank page?
A blank page is often caused by an empty paragraph, a manual page break or a table that extends slightly beyond the printable area. Turn on formatting marks in Word, remove the unwanted break and export the PDF again.
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