You need to share a Word document but want to control exactly how it looks as a PDF. The default export in Word often strips bookmarks, compresses images, or removes document properties. Word includes a dedicated Export feature that lets you choose which elements to include in the PDF output. This article explains how to access the custom PDF settings, configure options such as bookmarks and image quality, and save a PDF that matches your exact requirements.
Key Takeaways: Save a Word Document as PDF With Custom Settings
- File > Export > Create PDF/XPS > Options: Opens the full PDF options dialog where you control bookmarks, properties, image compression, and non-printing information.
- Options dialog > Publish what > Document showing markup: Includes tracked changes and comments in the PDF output for review purposes.
- Options dialog > Bitmap text when fonts may not be embedded: Converts text to images to preserve exact layout when recipient lacks the fonts.
Overview of Word’s PDF Export Options
Word provides a dedicated PDF export path that goes beyond the basic Save As PDF command. When you use File > Export > Create PDF/XPS, you can click the Options button to open a dialog with several groups of settings. These settings control which parts of the document appear in the PDF, how images are compressed, whether document properties are included, and how fonts are handled. The feature is available in Word for Microsoft 365, Word 2021, Word 2019, and Word 2016 on Windows.
No additional software is required. The export uses Word’s built-in PDF engine. Before you start, ensure your document is fully saved as a .docx file. Any unsaved changes will not appear in the PDF.
What the Options Dialog Controls
The Options dialog contains four sections: Page range, Publish what, Include non-printing information, and PDF options. Page range lets you export only selected pages. Publish what determines whether tracked changes, comments, or form fields appear. Include non-printing information controls document properties and structural tags. PDF options cover bookmarks, image compression, font embedding, and encryption.
Steps to Save a Word Document as PDF With Custom Settings
Follow these steps to configure and save a PDF with your preferred custom settings. The method is the same for Word for Microsoft 365, Word 2021, Word 2019, and Word 2016.
- Open the Export pane
Click File on the ribbon, then click Export in the left column. On the Export screen, click Create PDF/XPS. - Name the PDF file
In the Publish as PDF or XPS dialog, choose a save location and enter a file name. Do not click Publish yet. - Open the Options dialog
Click the Options button at the bottom of the dialog. The Options dialog appears with all custom settings. - Set the page range
In the Page range section, select All to export the entire document. To export specific pages, select Page(s) and enter the numbers. Example: 1-5 exports pages 1 through 5. - Choose what to publish
In the Publish what section, select Document to export only the final version. Select Document showing markup to include tracked changes and comments. Select Form fields if the document contains fillable form fields that must remain editable in the PDF. - Include or exclude non-printing information
Check Document properties to embed the document title, author, subject, and keywords in the PDF metadata. Check Document structure tags for accessibility to add structural tags that screen readers can interpret. Check PDF options for the following: Create bookmarks using headings to generate a clickable table of contents from your heading styles. Create bookmarks using Word bookmarks to include bookmarks you manually inserted. Document properties repeats the same metadata option from the previous section. Check PDF options for image compression: Best for printing uses 300 DPI images suitable for physical printers. Best for publishing uses higher quality but larger file sizes. Minimum size uses 96 DPI for on-screen viewing. Check Bitmap text when fonts may not be embedded to convert text to images when a font cannot be embedded. This preserves exact layout but increases file size. Check ISO 19005-1 compliant (PDF/A) to create an archival PDF that meets the PDF/A standard for long-term preservation. - Set encryption if needed
Click the Security tab in the Options dialog. Enter a password to require a password to open the PDF. Enter a second password to restrict printing or editing. These passwords are separate from Word’s document protection. - Publish the PDF
Click OK to close the Options dialog. In the Publish as PDF or XPS dialog, click Publish. Word generates the PDF using your custom settings and opens it in your default PDF viewer.
Alternative Method: Save As with Options
You can also access the same Options dialog through File > Save As. Select PDF as the file type, then click the Options button before saving. The settings are identical to the Export method.
Common Mistakes and Limitations When Saving PDFs
PDF Bookmarks Do Not Appear
Bookmarks in the PDF require that you check Create bookmarks using headings in the Options dialog. If you used heading styles such as Heading 1, Heading 2, or Heading 3, Word generates bookmarks from those headings. If you used manual bookmarks, check Create bookmarks using Word bookmarks instead. Without either option checked, the PDF contains no bookmarks.
PDF File Size Is Too Large
Large PDFs usually come from high-resolution images. In the Options dialog, select Minimum size under PDF options to compress images to 96 DPI. This reduces file size significantly. For documents with many embedded images, also uncheck Bitmap text when fonts may not be embedded to avoid converting all text to images.
Fonts Appear Wrong on Another Computer
When the recipient does not have the same fonts installed, Word substitutes fonts and the layout may shift. In the Options dialog, ensure PDF options > Bitmap text when fonts may not be embedded is checked. This converts text to images for fonts that cannot be embedded. Alternatively, check ISO 19005-1 compliant (PDF/A), which forces font embedding automatically.
Tracked Changes Appear in the Final PDF
If you see tracked changes or comments in the PDF, you selected Document showing markup in the Publish what section. To export only the final version without markup, select Document instead. Accept or reject all changes in the document before exporting to avoid confusion.
PDF Opens in Word Instead of a PDF Reader
By default, Word may set itself as the default program for PDF files. To change this, right-click any PDF file in File Explorer, select Open with > Choose another app, select your preferred PDF reader such as Adobe Acrobat or Microsoft Edge, and check Always use this app to open .pdf files.
Word Export vs Save As Adobe PDF: Feature Comparison
| Item | Word Export (built-in) | Save As Adobe PDF (Acrobat add-in) |
|---|---|---|
| Availability | All Word versions for Windows | Requires Adobe Acrobat installed |
| Bookmarks from headings | Yes, via Options dialog | Yes, automatic |
| Image compression control | Three presets (Best, Publishing, Minimum) | Custom DPI and compression settings |
| PDF/A compliance | ISO 19005-1 only | Multiple PDF/A versions |
| Password security | Open and permissions passwords | Open and permissions passwords plus certificate encryption |
| Cost | Free (included with Word) | Requires paid Acrobat Standard or Pro |
Word’s built-in export covers most needs for business users. The Adobe add-in offers finer control over image resolution, multiple PDF/A standards, and certificate-based encryption. Choose the built-in export for routine PDF creation and the Acrobat add-in when you need strict compliance or advanced security.
You can now save a Word document as a PDF with bookmarks, controlled image quality, metadata, and security settings. Use the Options dialog before publishing to configure each setting. For documents that must maintain exact layout on any system, enable Bitmap text when fonts may not be embedded or use PDF/A compliance. For recurring exports, create a quick access toolbar button for the Options dialog to save time.