Document formatting changes when exported to PDF or printing

Question

I have a document that looks normal in Word 365 web but when I export or try to print the formatting changes. I have insured all printer settings are correct and tried on another computer.

Answer 1

Hi Greg,

From your screenshot, the upper table is clean and evenly spaced but in the lower printed/PDF version, there are several things go wrong:

• Table seems to overlap near the header, and row heights shrink
• Text is drawn on top of other text and it's likely that the content from later weeks is pulled upward into earlier rows.

Since I don't know how your printer settings are configured, so I will suggest checking Word table settings first to see if it helps resolve the situation:

Note: if possible, I highly recommend open the document in Word desktop app since it has much more advanced features and settings compared to the web version. That said, some of the options in the steps below may be not available in the web version but desktop version only.

• Click inside the table and click the four arrows icon to select the whole table > right click and choose Table Properties
• In Table tab, look for "Text wrapping" setting > set it to None
• Go to the Row tab > look if the "Specify height" is checked > if yes, either uncheck it or change from "Exactly" to "At least" > OK
• Modify paragraph spacing (optional): select the whole table again > Home > Paragraph settings > set Before: 0 pt, After: 0 pt, Line spacing: single and check "Don't add space between paragraphs of the same style"
• After that, save the document as a new file and use File > Export > Create PDF to see if the issue persists.

You can give it a try and let me know whether it works. If you have any questions or need further assistance, please feel free to share them in the comments on this post and I'm happy to further support you.    

Thank you for your understanding and cooperation. I'm looking forward to your reply.

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