How can I convert word docx to pdf and have it look exactly the same on a Mac

Question

When I save a docx document created on my MAC using Word to pdf the format changes. There are about 15-sentence wide gaps between only a few paragraphs. How can I convert word docx to pdf and have it look exactly the same

Answer 1

File>Save As>PDF has options for Best for electronic distribution and Best for printing. The Best for printing option will give you better fidelity to you original document.

In addition to using Word's File>Save As to create a PDF, you can use File>Print>PDF>Save As PDF to create a PDF. Does that get you better results?

Answer 2

To keep a DOCX looking as close as possible to the original when converting to PDF on macOS Word, focus on how the PDF is created and on fonts/layout:

1. Use Word’s built‑in PDF export
   • In Word for Mac, select File > Save As (or Save a copy).
   • At the bottom of the dialog, open File Format.
   • Choose PDF.
   • Give the file a name and select Export or Save. This uses Word’s own layout engine and usually preserves formatting best.
2. Avoid “Best for printing” if hyperlinks or layout break
   • When saving as PDF, if there is an option such as Best for printing, be aware that it can cause issues with some elements (for example, hyperlinks not converting correctly in Word for Mac).
   • If available, try the alternative (often labelled for online viewing) and compare the output.
3. Use fonts that can be embedded or are available on the Mac
   • When using Online Service for PDF creation, only fonts that Microsoft has legal rights to are used. Custom fonts are substituted, which can change line breaks and spacing.
   • To minimize layout changes, use standard fonts that are present on macOS and supported by Office, or embed fonts in the document before converting (see the guidance under “Benefits of embedding custom fonts”).
4. Check page layout and print settings
   • Make sure the document is in Print Layout view and that page size, margins, and section breaks are correct before saving as PDF.
   • Since PDFs are based on printable content, anything outside the printable area or dependent on a different printer driver can shift when converted.
5. If using older Office for Mac (2011)
   • Use File > Save As.
   • In Format, select PDF and then Save.
   • Note that Office 2011 PDFs are limited to printable content only; non‑printable elements will not appear, which can affect apparent spacing.

If large gaps appear only in some paragraphs, they are often caused by font substitution or differences in pagination between Word and the PDF engine. Standardizing fonts and using Word’s built‑in PDF export (not a third‑party “Print to PDF” driver) usually gives the closest match.

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References:

• Save or convert to PDF on your Mac
• Use a screen reader to save a document in Word
• Save or convert to PDF or XPS in Office Desktop apps
• Save a file in Office for Mac