How to Save or Convert a Document to PDF on Your Mac

Do you need to share a document with someone but don't want them to accidentally alter it? Saving or converting your document to a PDF (Portable Document Format) is the perfect solution. PDFs preserve the original formatting of your document, ensuring that it looks the same on any device. They're also generally smaller in file size, making them easier to email and share. This article will guide you through the simple steps to save as PDF on your Mac using Microsoft Word.

Why Save as PDF?

There are several compelling reasons to convert your documents to PDF:

• Preserve Formatting: PDFs maintain the exact layout, fonts, and images of your original document, regardless of the operating system or software used to open it.
• Universal Compatibility: PDFs can be opened on virtually any device, from computers and tablets to smartphones.
• Smaller File Size: PDFs are often more compressed than other document formats, making them easier to share via email or online.
• Security: You can add passwords and restrictions to prevent unauthorized access or editing of your PDF files.
• Accessibility: Tagged PDFs can be created to ensure they are accessible to people with disabilities using screen readers and other assistive technologies. You can also create accessible PDFs.

Step-by-Step Guide: Saving to PDF in Word on Mac

Here's how to convert to PDF using Microsoft Word on your Mac:

1. Open Your Document: Launch Microsoft Word and open the document you wish to convert.
2. Go to the File Menu: Click on "File" in the top menu bar.
3. Select "Save As": Choose the "Save As" option. You can also use the "Save" icon in the ribbon.
4. Name Your PDF: In the "Save As" box, type a name for your PDF file.
   • Important: Give the PDF a different name from your original Word document. This ensures you have both an editable Word file and a shareable PDF.
5. Choose the PDF Format: In the "File Format" dropdown menu, select "PDF."
6. Click "Export": Click the "Export" button to save your document as a PDF.

Emailing a PDF Copy Directly from Word

Need to quickly share your document after converting it? Word makes it easy to email a PDF copy:

1. Go to the File Menu: Click on "File" in the top menu bar.
2. Share: Click "Share", then "Send PDF".
3. New Email: Word will automatically create a PDF file and attach it to a new email message.
4. Add Recipient: Address and send.

Alternative Methods for Converting to PDF on Mac

While Microsoft Word provides a convenient way to save to PDF, macOS also offers built-in PDF creation tools.

• Print to PDF: In any application, you can select "File" > "Print," then choose "Save as PDF" from the PDF dropdown menu in the print dialog box.
• Preview App: Open your document in the Preview app, then select "File" > "Export as PDF."

Tagged PDFs and Accessibility

Creating a tagged PDF is crucial for ensuring accessibility. Tagged PDF files make it easier for screen readers and other assistive technologies to determine a logical reading order and navigation for the file. This is done automatically when you save a file as PDF format in Word. Tagging also allows for content reflow when using large type displays, personal digital assistants (PDAs), and mobile phones.

What to do if you lose your Original Document

If you accidentally convert your original Word document to a PDF and don't have a backup, don't panic! While you can't directly convert a PDF back to a fully editable Word document without specialized software or a third-party add-in, you can still extract the text:

• Copy and Paste: Open the PDF in Preview or Adobe Acrobat and copy the text. Paste it into a new Word document. Be aware that you may need to reformat the text.
• Use OCR Software: Optical Character Recognition (OCR) software can convert scanned PDFs or image-based PDFs into editable text.

By following these simple steps, you can easily save or convert to PDF on your Mac, ensuring your documents are easily shareable and retain their original formatting.