A PDF looks the same on every screen and every printer. That’s exactly why companies send invoices, contracts, and quotes as PDFs rather than as open Word files, which can be altered by the recipient. However, “creating a PDF” means different things depending on the situation: Sometimes a simple export from Word is enough; other times, you need a program that can also edit PDFs, merge them, or add form fields.

The following questions and answers clarify which tool is best suited for which purpose, where the limitations of built-in features lie, and what companies should consider regarding licensing, security, and archiving.

What exactly does “creating a PDF” mean?

The term actually encompasses three very different processes. The most common is exporting: A finished document from Word, Excel, or a graphics program is converted to PDF format. The second scenario involves creating a PDF from scratch in a PDF editor, such as for a form or a composite document. The third scenario involves scanning: A paper document is converted into an image-based PDF, which becomes searchable only after optical character recognition (OCR). Depending on which of these scenarios applies, you’ll need a different tool.

How do I create a PDF file from a Word document?

The direct method is to go to “File” and then select “Export” or “Save As.” Select PDF as the file type, specify the save location and filename, and confirm. Word transfers headings, links, and the text structure to the PDF, ensuring that the text remains selectable and searchable. Using the “Options” button, you can specify whether only certain pages should be exported, whether bookmarks should be created from the headings, and whether the file should be PDF/A-compliant. For most letters, quotes, and reports, this is the fastest and cleanest way.

How does “Save as PDF” differ from “Print as PDF”?

The difference is greater than it seems. When saving or exporting, the logical structure is preserved: text remains selectable, links work, and headings can be included as bookmarks. When “printing” via a PDF printer driver, however, the page is treated like a hard copy and flattened. Interactive elements—and in some cases, the text layer—are lost in the process. For documents intended to be reused, searched, or machine-read, exporting is clearly the better choice. PDF printing is better suited for quick, one-time outputs.

Can I create a PDF without any additional software?

Yes. Windows includes its own PDF printer called “Microsoft Print to PDF”; macOS offers “Save as PDF” in the bottom-left corner of the print dialog; and every browser can export web pages as PDFs using the print function. This is sufficient for occasional tasks. The limitations become apparent as soon as you want to edit the finished PDF, merge pages, or add form fields. Built-in tools create the file but don’t allow for further editing.

When is it worth using a dedicated PDF program instead of the built-in tools?

As soon as you’re not only creating PDFs regularly but also editing them, Windows printing and Word export reach their limits. A dedicated PDF program is worth it if you edit text and images directly in existing PDFs, combine multiple files into a folder, reorder pages, sign documents, or create fillable forms. On Mac, iPhone, and iPad, PDF Expert is one of the most popular solutions for this. Important to know: The program is only available for Apple devices; there is no Windows version.

PDF Expert

Check out PDF Expert for Mac

How do I create a PDF on a Mac or iPad?

On a Mac, you can do this through any print dialog: Instead of printing, select “PDF” in the bottom-left corner and then “Save as PDF.” This lets you create a PDF from almost any application. On an iPhone or iPad, use the Share menu and select “Print” or “Save as PDF.” If you also want to combine PDFs, insert text, or edit forms, use an app like PDF Expert, which bundles all these features into a single program on macOS and iPadOS.

Can I edit an existing PDF after the fact?

This is where the wheat is separated from the chaff, and many users underestimate the issue. While Word can open a PDF, it converts it into an editable Word format in the process. This works well for simple text, but with tables, multi-column layouts, or embedded graphics, the result often differs significantly. A true PDF editor edits text and images directly within the PDF, without the need for conversion. If you regularly need to modify contracts, forms, or designed documents, a PDF program is therefore a noticeably more reliable choice.

How do I create a fillable PDF form?

A fillable form requires actual form fields: text fields, checkboxes, drop-down lists, and signature fields that the recipient can fill out directly on the screen. Word does not generate such PDF form fields during export; a Word field with a gray background becomes static text when exported to PDF. For interactive forms, you need a PDF editor that creates the fields and defines their properties. PDF Expert offers this feature and saves the result as a standard, cross-platform fillable PDF.

How do I protect a PDF with a password or encryption?

PDFs support two types of protection. An “Open” password prevents unauthorized users from viewing the document at all. A “Permissions” password restricts what can be done with the file, such as printing, copying, or editing. Word can assign a password during export. PDF editors go a step further and allow for more granular permission settings as well as stronger encryption. For sensitive documents, a long, one-time password provides significantly better protection than a short, standard combination, and the password should be sent via a different channel than the file itself.

How do I create an archive-safe PDF in the PDF/A format?

PDF/A is the standard for long-term, audit-proof archiving, as required, for example, by the GoBD for tax-related documents. The key feature is that all fonts and resources are embedded in the file, ensuring that the document will be displayed identically even many years from now without relying on external dependencies. Word offers PDF/A export in the save options as “ISO 19005-compliant.” For companies that need to retain documents permanently, this is the correct setting, while the standard PDF export is sufficient for everyday use.

Why does my PDF suddenly look different on another device?

This is the most common practical problem and is almost always a matter of fonts. If a font used in the document isn’t embedded in the PDF, the other device will replace it with a different one. This causes lines to shift, spacing to become disorganized, and tables to break out of alignment. The solution is to embed the fonts during creation. Word usually does this automatically during export, but for less common fonts, it’s worth checking the options. This is precisely why you should send a final document as a PDF rather than a Word file: a PDF locks in the layout, whereas a Word file does not.

How do I reduce the size of a PDF file that’s too large?

Large files are almost always caused by high-resolution images. When reducing the file size, images are compressed and their resolution is scaled down to a reasonable level; unused objects can also be removed. When exporting, Word offers the “Minimum Size” option for web and email distribution. PDF programs have their own optimization or compression features that allow you to control the target size more precisely without making the text unreadable.

How do I merge multiple documents into a single PDF?

Merging multiple files into a single PDF is one of the tasks that Word and its built-in tools don’t cover. This requires a PDF editor that can combine pages from different sources, reorder them, and delete or rotate individual pages. This is common for proposal folders, project documents, or collected receipts that need to be sent as a single document. In PDF Expert, you can easily arrange pages using thumbnails and merge them into a single file.

Which version of Word do I need to reliably create PDFs?

PDF export has been a standard feature since Word 2010, and modern versions handle it without additional tools. The licensing question is more relevant. If you don’t want a subscription and prefer a version you can use indefinitely, an LTSC edition is a good choice: It’s a one-time purchase, runs without monthly fees, and is ideal for workstations that require a stable, long-term, consistent feature set. For simply creating PDFs from text, tables, and mail merges, it covers everything you need.

Microsoft Word 2021 LTSC

View Microsoft Word 2021 LTSC

Word or PDF Expert—which program is best for which use case?

Both programs can create PDFs, but they serve different purposes. Word is a word processor that includes PDF as an output format and runs cross-platform on Windows and Mac. PDF Expert is a specialized PDF tool for the Apple ecosystem that edits, merges, and adds forms to existing PDFs. The following table compares the key differences relevant to purchasing decisions when working with PDFs.

Note on the terminology: "Limited" in the context of PDF editing and annotations means that Word opens a PDF but converts it to Word format, which may cause the layout to shift. "Limited" for iPhone and iPad refers to the mobile Word apps, which create simple PDFs but do not offer the full functionality of the desktop LTSC version. "Partial" for the one-time license of PDF Expert means that the permanent license applies to the Mac version, while cross-device use on iPhone and iPad typically requires a subscription.

What should companies and administrators keep in mind when creating PDFs?

In a professional setting, different criteria apply than on a personal computer. First and foremost, the licensing model is crucial: A perpetual volume or one-time license is more predictable over the long term than a subscription, which incurs ongoing costs. Second, the device ecosystem plays a role. A Windows-dominated company can get by with PDF export from Word, whereas a team of Mac and iPad users benefits from a specialized PDF program. Added to this are requirements for audit-proof compliance via PDF/A, encryption of sensitive documents, and the proper redaction of confidential passages—something a simple black bar cannot achieve.

What are some common mistakes made when creating PDFs?

A few common pitfalls crop up time and again:

• Fonts aren’t embedded, causing the PDF to look different on other devices.
• "Print as PDF" is used instead of "Save as PDF," even though selectable text is needed.
• Filled-out forms aren’t flattened, allowing the recipient to accidentally modify them.
• Images that are too large unnecessarily bloat the file and make it harder to send.
• Confidential documents are sent out without a password and without proper redaction.
• A scanned PDF is edited without first running optical character recognition (OCR).

Which solution is best suited for which use case?

A quick decision guide:

• Occasional document export: The built-in tools in Windows and macOS or PDF export from Word are sufficient.
• Regular PDF work on Apple devices involving editing, forms, and merging: a specialized PDF editor like PDF Expert.
• Windows workstations with a perpetual license and a focus on word processing: an LTSC edition of Word.
• Mixed environments: Word for creation, a PDF editor on Mac workstations for post-processing.

If you determine in advance whether you only want to create PDFs or also edit them, and which operating system is most widely used in your organization, the right purchase decision will almost make itself.

• Creating PDFs: The Complete Practical Guide for Windows, Mac, and iPad
• Word or PDF Expert? How to Create and Edit PDFs Correctly
• Creating PDFs Without Layout Errors: Forms, Password Protection, and PDF/A Explained