How to Create a Perfect PDF from Word: Fonts, Links & Bookmarks

Beyond "Save As PDF"

Everyone knows you can save a Word document as a PDF. Open the file, click Export, choose PDF, done. But "done" and "done correctly" are not the same thing. The PDF you get from a quick export may have missing fonts, broken hyperlinks, no bookmarks, no accessibility tags, oversized images bloating the file, or color settings that look wrong when printed.

Creating a perfect PDF -- one that looks identical on every device, prints correctly, has clickable links and a navigable table of contents, meets accessibility standards, and uses a reasonable file size -- requires understanding the settings and options available during the export process. Most people never look at these settings, which is why most PDFs have subtle (and sometimes not-so-subtle) problems.

This guide covers everything that matters when creating a PDF from Word: font embedding to ensure visual consistency, hyperlink preservation for clickable navigation, bookmark generation from heading styles, accessibility tagging for screen reader support, image optimization for file size control, and print-specific settings for professional output. Whether you are creating a one-page letter or a 500-page technical manual, these practices produce PDFs that work correctly in every context.

Font Embedding: The Foundation of Visual Consistency

The single most important factor in PDF quality is font embedding. If the fonts used in your Word document are not embedded in the PDF, every viewer that does not have those fonts installed will display the document with substitute fonts. Different substitutions change character widths, line breaks, and page layout -- your carefully formatted document falls apart.

How Font Embedding Works

When you embed a font in a PDF, the font data (the shapes of all the characters used in the document) is included inside the PDF file. Any viewer on any system can then render the text using the correct font, regardless of whether that font is installed locally.

Most PDF export methods embed fonts automatically, but not always completely. There are two levels of embedding:

Full embedding: The entire font is included in the PDF. This ensures every character is available, even if the document is later edited. Full embedding produces larger files.

Subset embedding: Only the characters actually used in the document are included. A document using 80 characters from a 500-character font only embeds those 80 characters. This produces smaller files and is the standard approach for most PDFs.

Verifying Font Embedding

After creating your PDF, verify that fonts are embedded correctly:

1. Open the PDF in Adobe Acrobat Reader (or Pro)
2. Go to File > Properties (or Document Properties)
3. Click the Fonts tab
4. Every font should show as "Embedded" or "Embedded Subset"
5. If any font shows as "Not Embedded," the PDF may display incorrectly on systems without that font

Fonts That Cannot Be Embedded

Some fonts have licensing restrictions that prevent embedding. If a font's license prohibits embedding, Word will either substitute a different font during PDF export or produce a PDF with the font referenced but not embedded. Common culprits include some decorative fonts, custom corporate fonts with restrictive licenses, and certain Asian-language fonts.

Solution: Replace restricted fonts with embeddable alternatives. Most professional fonts (including all Google Fonts, all Adobe Fonts for subscribers, and all fonts that ship with Windows and macOS) allow embedding. For a broader perspective on document format choices, see our PDF vs DOCX comparison.

Creating the PDF: Method Comparison

Method 1: Word's Built-In Export (Recommended)

On Windows:

1. Go to File > Export > Create PDF/XPS Document
2. Click Create PDF/XPS
3. Click Options before saving to access settings:
   • Page range: All, current page, or specific pages
   • Publish what: Document, selection, or with markup
   • Include non-printing information: Check "Create bookmarks using: Headings" and "Document properties"
   • PDF options: Check "Document structure tags for accessibility" and "ISO 19005-1 compliant (PDF/A)" if archiving
4. Click OK, then Publish

The critical settings are in the Options dialog:

• Create bookmarks using Headings: This generates a navigable bookmark panel in the PDF from your Word heading styles (Heading 1, Heading 2, etc.). Anyone opening the PDF can click through the bookmark panel to navigate the document instantly.
• Document structure tags for accessibility: This adds structural tags that screen readers use to interpret the document. Essential for accessibility compliance.

On macOS:

Word for Mac offers similar Export functionality but with fewer options. The export dialog provides quality settings and basic metadata options but lacks some of the fine-grained controls available on Windows (like separate accessibility tagging options).

Method 2: LibreOffice Export

LibreOffice provides the most detailed PDF export options of any free tool:

1. Open the DOCX in LibreOffice Writer
2. Go to File > Export as PDF
3. Configure the extensive options dialog:
   • General: Pages, images, watermark, PDF version, PDF/A compliance
   • Initial View: Page layout (single page, continuous, two-page), magnification, bookmarks panel
   • User Interface: Window options, navigation display
   • Links: Export bookmarks as named destinations, convert URLs to hyperlinks
   • Security: Open password, permissions, printing restrictions
4. Click Export

LibreOffice's export dialog exposes settings that Word hides or does not offer, like control over image compression levels, initial zoom percentage, and whether the bookmark panel opens automatically when the PDF is opened.

Method 3: Online Conversion

The PDF converter on ConvertIntoMP4 converts DOCX to PDF in your browser. Upload the file, and the converter renders it to PDF with fonts embedded, hyperlinks preserved, and standard formatting maintained. This is ideal for quick conversions when you do not have Word or LibreOffice available. See our detailed guide on how to convert Word to PDF for step-by-step instructions.

Hyperlinks: Making Them Work in the PDF

Hyperlinks in Word documents -- both external URLs and internal cross-references -- should carry over to the PDF as clickable links. When done correctly, clicking a URL in the PDF opens the link in a browser, and clicking a cross-reference ("see Section 3.2") jumps to that location within the document.

External URLs

External hyperlinks (URLs pointing to web pages) are preserved automatically by Word's Export function and most other conversion tools. Verify by clicking a few links in the PDF to confirm they work.

Internal Cross-References

Word's cross-reference feature (Insert > Cross Reference) creates links that jump to headings, figures, tables, or bookmarks within the document. These internal links are preserved in PDF as internal document links when you use Word's Export function. They are lost when using "Print to PDF."

Table of Contents Links

If your Word document has an automatically generated Table of Contents (from heading styles), the TOC entries become clickable links in the PDF. Readers can click any entry in the table of contents to jump directly to that section. This is one of the most useful features of a well-made PDF.

Troubleshooting Broken Links

If hyperlinks are not working in your PDF:

1. Verify the export method. "Print to PDF" strips hyperlinks on most systems. Use File > Export or File > Save As PDF instead.
2. Check for formatting issues. If a hyperlink's display text was formatted manually (rather than using Word's Insert Hyperlink feature), the link may not transfer.
3. Test in different viewers. Some basic PDF viewers do not support clickable links. Test in Adobe Acrobat Reader, which fully supports all PDF link types.

Bookmarks: PDF Navigation

PDF bookmarks create a clickable navigation panel (usually displayed as a sidebar) that lets readers jump to any section of the document. For long documents, bookmarks are essential for usability.

Generating Bookmarks from Heading Styles

The easiest way to create bookmarks is from Word's heading styles. When you use Heading 1, Heading 2, Heading 3, etc., and check "Create bookmarks using Headings" during export, Word generates a hierarchical bookmark tree that mirrors your heading structure.

For example, a document with this heading structure:

Heading 1: Introduction
  Heading 2: Background
  Heading 2: Objectives
Heading 1: Methodology
  Heading 2: Data Collection
    Heading 3: Survey Design
    Heading 3: Sampling
  Heading 2: Analysis
Heading 1: Results

...produces a bookmark panel with three top-level entries (Introduction, Methodology, Results) and nested sub-entries matching the heading hierarchy.

Custom Bookmarks

In Word, you can also create named bookmarks at any location (Insert > Bookmark). These bookmarks transfer to the PDF and appear in the bookmark panel. Custom bookmarks are useful for marking important locations that are not headings -- like the start of appendices, key tables, or reference sections.

Accessibility: Tagging for Screen Readers

PDF accessibility means that people using screen readers, magnifiers, and other assistive technology can navigate and understand the document. An accessible PDF has structural tags that identify headings, paragraphs, lists, tables, images (with alt text), and reading order.

What Makes a PDF Accessible

• Tagged structure: Heading levels, paragraphs, lists, and tables are marked with the correct structural tags
• Reading order: Content is tagged in the correct reading sequence (not always the same as visual order on the page)
• Alt text for images: Every image has alternative text describing its content
• Language declaration: The document specifies its language (e.g., English)
• Meaningful link text: Hyperlinks use descriptive text (not "click here")
• Table headers: Data tables have header rows and columns identified

Creating Accessible PDFs from Word

1. Use heading styles in Word (Heading 1, 2, 3, etc.) rather than just making text bold and large
2. Add alt text to images (right-click image > Edit Alt Text)
3. Use Word's built-in list styles rather than manually typing bullet characters
4. Mark table header rows (Table Properties > Row > check "Repeat as header row at the top of each page")
5. Use Word's Accessibility Checker (Review > Check Accessibility) before exporting
6. Enable structure tags during PDF export (check "Document structure tags for accessibility" in the Options dialog)

For a comprehensive guide to PDF accessibility, see our PDF accessibility guide. For documents where accessibility is not just good practice but a legal requirement, accessibility tagging in the PDF is non-negotiable.

Image Optimization

Images are typically the largest contributor to PDF file size. A Word document with twenty high-resolution photographs can produce a 50 MB PDF. Understanding image handling during PDF export helps you balance quality against file size.

Word's Image Compression

Word can compress images before export:

1. Select an image in the document
2. Go to Picture Format > Compress Pictures
3. Choose a resolution:
   • HD (330 ppi): For high-quality printing
   • Print (220 ppi): For standard office printing
   • Web (150 ppi): For screen display and email
   • E-mail (96 ppi): For smallest file size
4. Check "Apply to all pictures in this document" for uniform compression
5. Click OK

Apply compression before exporting to PDF. For documents intended for screen viewing, 150 ppi is sufficient. For print, 220-330 ppi preserves quality while keeping file sizes manageable.

After PDF Creation

If the PDF is still too large after export, you can compress it further using the PDF compressor. For detailed compression strategies, see our guide on how to reduce PDF file size.

Print-Specific Settings

Standard vs. PDF/A

For documents intended for long-term archiving, export to PDF/A instead of standard PDF. PDF/A requires all fonts to be embedded, prohibits encryption, and ensures the document will remain readable indefinitely. For a detailed comparison, see our PDF vs PDF/A guide.

CMYK Color for Professional Printing

Standard PDF export from Word produces RGB color output, which is correct for screen viewing but not for professional print production. If your PDF will be sent to a commercial printer, discuss color requirements with the print shop. Some printers accept RGB and convert to CMYK on their end; others require CMYK-native PDFs. For CMYK output, Adobe Acrobat Pro's Preflight tool can convert color spaces, or you can use a print-focused workflow with InDesign or a similar professional layout application.

Bleed and Crop Marks

Documents designed for professional printing may need bleed areas (content extending beyond the final trim size) and crop marks (indicators of where the paper will be cut). Word does not support bleed and crop marks natively. If your document requires these print production features, export from Word to PDF, then add bleed and crop marks using Adobe Acrobat Pro or your print shop's tools.

For more on PDF cropping and page dimension management, see our guide on how to crop PDF pages.

Common Problems and Solutions

The Complete Pre-Export Checklist

Before exporting your Word document to PDF, run through this checklist:

1. Update all fields. Select all (Ctrl+A), then press F9 to update all fields -- table of contents, cross-references, page numbers, date fields
2. Check formatting. Switch to Print Layout view and scroll through every page. Verify page breaks, headers, footers, and margins
3. Run Accessibility Checker. Review > Check Accessibility. Fix any issues flagged
4. Add alt text to images. Right-click each image > Edit Alt Text. Describe the image content
5. Verify hyperlinks. Click through key hyperlinks to confirm they point to the correct URLs
6. Compress images. If file size matters, compress images to the appropriate resolution
7. Check font usage. Verify all fonts are embeddable (Home > Font dropdown shows all fonts in use)
8. Save the Word document. Always save your .docx before exporting to PDF -- the DOCX is your editable master
9. Export with correct options. Use File > Export (not Print to PDF). Enable bookmarks, accessibility tags, and any other needed options
10. Review the PDF. Open the exported PDF and verify: fonts, links, bookmarks, images, page layout, and overall appearance

Frequently Asked Questions

What is the difference between "Export as PDF" and "Print to PDF"?

"Export as PDF" (or "Save As PDF") uses Word's built-in PDF generator, which preserves hyperlinks, bookmarks, accessibility tags, and document structure. "Print to PDF" uses the operating system's print driver, which creates a visual-only PDF -- it looks right but loses interactive elements. Always use Export for the best results.

Why is my PDF file so large?

Usually because of uncompressed high-resolution images. Compress images in Word before export (Picture Format > Compress Pictures). If the PDF is still too large, use the PDF compressor to reduce the file size further.

How do I create a PDF with a clickable table of contents?

Use Word's automatic Table of Contents feature (References > Table of Contents) with heading styles applied to your section titles. When exporting, check "Create bookmarks using Headings" in the Options dialog. The result is a PDF with both a clickable TOC page and a bookmark navigation panel.

Can I create a fillable PDF form from Word?

Word's built-in PDF export does not create fillable form fields. It converts form controls to static content. To create fillable PDFs, use Adobe Acrobat Pro to add form fields to the exported PDF, or use LibreOffice Writer's form controls, which can export as fillable PDF fields.

Should I use PDF or PDF/A?

Use standard PDF for everyday distribution. Use PDF/A when the document needs to be archived for the long term (legal documents, government records, compliance filings). See our PDF vs PDF/A guide for a detailed comparison.

Wrapping Up

Creating a perfect PDF from Word is not difficult -- it just requires attention to settings that most people never examine. Embed your fonts, enable bookmarks, preserve hyperlinks, add accessibility tags, and compress images appropriately. These five actions take under a minute and transform a basic PDF export into a professional, accessible, navigable document.

The export method matters: always use File > Export (not Print to PDF) to preserve interactive features. The source document matters: well-structured Word documents with proper heading styles, alt text, and clean formatting produce dramatically better PDFs than documents that use manual formatting shortcuts.

For quick conversions without Word installed, the PDF converter and the document converter handle DOCX-to-PDF conversion online. For maximum control over every aspect of the PDF output, Word's export options (Windows) or LibreOffice's export dialog provide the settings you need. And for truly professional print production, Adobe Acrobat Pro adds the final layer of control over color management, preflight checking, and print-specific features.

Start with the checklist in this guide, and your PDFs will be consistently professional, accessible, and reliable -- every time.