Why Does LibreOffice Convert PDFs to Word as Textboxes? Understanding and Troubleshooting

Converting PDFs to editable Word documents is a common task, and LibreOffice is a popular, free tool for the job. However, users sometimes encounter a frustrating issue: instead of a flowing, editable document, the converted file is filled with individual textboxes. This article explores why this happens and what you can do about it.

The Problem: PDF to Word Conversion Issues in LibreOffice

Many users, especially those working from the command line or using LibreOffice in conjunction with other applications like PHP, have reported this exact problem. You might be trying to convert a PDF to a .doc or .docx format, only to find that the resulting document is a collection of textboxes, making editing a nightmare.

One user on the LibreOffice forum described this issue perfectly, providing example files to illustrate the problem. They converted a .doc file to PDF and then back to .doc using LibreOffice via the Ubuntu 18 terminal, resulting in a textbox-filled document instead of the expected editable Word document.

Understanding Why This Happens

The core reason lies in how PDFs are structured. PDFs are designed to be portable and visually consistent, prioritizing the accurate representation of the document's appearance above all else. They don't inherently understand the flow of text or the relationships between paragraphs.

When LibreOffice (or any PDF converter) opens a PDF, it essentially "sees" a collection of objects: text blocks, images, and vector graphics, all positioned at specific coordinates on the page.

Therefore, when converting a PDF to Word, LibreOffice has two main approaches:

1. Attempt to reconstruct the original layout: This involves trying to identify paragraphs, headings, and other structural elements. This is the ideal outcome, resulting in a fully editable document.
2. Preserve the visual appearance: If the PDF's structure is complex or poorly defined, LibreOffice may opt to preserve the visual appearance by placing each text block within a textbox. This ensures the converted document looks similar to the original PDF, but it sacrifices editability.

Factors Contributing to Textbox Conversion:

• Complex Layouts: PDFs with intricate layouts, multiple columns, or unusual formatting are more likely to be converted into textboxes.
• Scanned Documents: PDFs created from scanned images often lack a discernible text structure, forcing the converter to treat each character as an individual object. Consider using OCR software to recognize text within scanned PDFs before converting them.
• Font Embedding Issues: If the fonts used in the PDF are not properly embedded or are unavailable on your system, LibreOffice might struggle to interpret the text correctly.
• LibreOffice Configuration: Certain LibreOffice settings, such as those related to rendering and compatibility, can influence the conversion process.

Troubleshooting the Textbox Conversion Issue

While a perfect conversion is not always possible, here are several strategies to improve the outcome:

1. Upgrade LibreOffice: Ensure you are using the latest version of LibreOffice. Newer versions often include improved PDF conversion algorithms.
2. Experiment with Conversion Settings: LibreOffice offers several options during the PDF import process. Look for settings related to "compatibility" or "rendering mode" and experiment with different options.
3. Use OCR Software: If the PDF is a scanned document, use Optical Character Recognition (OCR) software before converting to Word. OCR will recognize the text within the image and create a searchable and selectable text layer. Popular OCR options include Adobe Acrobat, Abbyy FineReader, and online OCR services.
4. Convert to a Different Format First: Try converting the PDF to a different intermediate format, such as .rtf (Rich Text Format), before converting to .doc or .docx. This can sometimes help to "flatten" the document and improve the final conversion.
5. Consider a Different PDF Converter: While LibreOffice is a powerful tool, it's not always the best choice for PDF conversion. Explore dedicated PDF converters like Adobe Acrobat, Nitro PDF, or online services like Smallpdf or iLovePDF. Many of these tools offer more advanced conversion options and algorithms.
6. Examine the Original PDF: If possible, open the original .doc file (if you have it) and recreate the PDF. Ensuring the original document is well-structured can lead to better PDF conversions in the future.
7. Manual Editing (as a Last Resort): If all else fails, you may have to manually edit the converted document to remove the textboxes and reformat the text. This can be time-consuming, but it might be the only option for complex PDFs.

Command-Line Conversion Tips (Ubuntu)

If you are using the command line to convert PDFs (as the original user was using PHP with LibreOffice in the terminal), ensure you are using the correct syntax and options. The basic command is:

libreoffice --headless --convert-to docx input.pdf

Experiment with adding additional parameters, such as specifying the output directory or using a different filter:

libreoffice --headless --convert-to "docx:MS Word 2007 XML" --outdir output_directory input.pdf

Refer to the LibreOffice documentation for a complete list of available command-line options.

Conclusion

Converting PDFs to editable Word documents can be tricky, especially with complex layouts or scanned documents. While LibreOffice is a valuable tool, understanding its limitations and employing the troubleshooting steps outlined above can significantly improve the conversion process. Remember to consider the structure of the original PDF, experiment with different settings and tools, and be prepared to do some manual editing if necessary.