You need to save a Word document as a PDF/A file to ensure it remains readable for decades. PDF/A is an ISO-standardized format designed for digital preservation. It embeds all fonts, prohibits external references, and strips features that may break in future software. This article explains how to export a Word document as a compliant PDF/A file using Word’s built-in Save As option, then verify the result.
Key Takeaways: Exporting Word Documents as PDF/A
- File > Save As > PDF > More options > Options > ISO 19005-1 compliant (PDF/A): Tells Word to save a self-contained, font-embedded PDF/A file.
- Document properties and metadata review: Fill in Title, Author, and Subject before export so the PDF/A includes complete identifying information.
- Verify compliance with free tools like veraPDF: Confirms the exported file meets the PDF/A standard and will open correctly on future systems.
What PDF/A Is and Why Word Documents Need It
PDF/A is a subset of the PDF specification created by the International Organization for Standardization (ISO). It removes features that depend on external resources or have uncertain long-term behavior. For example, a standard PDF may reference fonts that are not embedded, link to external files, or contain JavaScript. A PDF/A file must embed all fonts, include device-independent color, and prohibit audio, video, and executable content.
When you archive a Word document as a regular PDF, the file may render differently on another computer if the original fonts are missing. The document may also include tracked changes or comments that clutter the archived version. PDF/A eliminates these risks. The standard has several conformance levels: PDF/A-1b (basic visual preservation), PDF/A-2b (supports layers and transparency), and PDF/A-3b (allows embedded arbitrary files). Word exports to PDF/A-1b by default when you select the option.
Before you start, review your Word document for content that may not convert cleanly. Remove tracked changes or accept them. Delete comments unless they are part of the permanent record. Check that all images are embedded and not linked to external files. These steps prevent conversion errors and ensure the PDF/A file is a faithful copy of the original.
Steps to Export a Word Document as PDF/A
This method works in Word 2016, Word 2019, Word 2021, and Microsoft 365 on Windows. The menu path is the same across all versions.
- Open the document and check metadata
Click File > Info. On the right side, click Properties and select Advanced Properties. In the Summary tab, fill in Title, Author, Subject, and Keywords. This metadata is embedded in the PDF/A file and helps identify the document in a digital archive. Click OK. - Start the Save As process
Click File > Save As. Choose a folder location. In the Save as type dropdown, select PDF (pdf). Do not click Save yet. - Open the options dialog
Click the Options button located next to the Save button. A dialog titled Options opens with several checkboxes. - Enable PDF/A compliance
In the Options dialog, check the box labeled ISO 19005-1 compliant (PDF/A). This instructs Word to embed all fonts, remove external references, and strip dynamic content. Leave the other settings at their defaults: Document structure tags for accessibility is optional but recommended for screen readers. Click OK. - Save the file
Back in the Save As dialog, click Save. Word processes the document and creates the PDF/A file. A progress bar may appear for large documents. When finished, the PDF opens automatically if you have a PDF reader installed.
Alternative Method: Export Using the PDF Add-in
If the built-in Save As method does not produce a compliant file, use the Microsoft PDF add-in. Download and install the Microsoft Print to PDF feature from Windows Settings. This method is less reliable for PDF/A because it may not embed all fonts. The Save As method is preferred.
Common Mistakes and How to Avoid Them
The PDF/A option is grayed out or unavailable
This happens when the document contains features incompatible with PDF/A. Common culprits include embedded audio or video, ActiveX controls, or macros. Remove these elements before exporting. Also check if the document uses linked images. Go to File > Info > Edit Links to Files and break or embed all links.
Fonts are not embedded in the exported PDF/A
Word embeds fonts automatically when you select the PDF/A option. If a font is missing from the system, the export may fail or produce a warning. Install the missing font before exporting. For corporate documents, use standard fonts such as Calibri, Times New Roman, or Arial, which are widely available.
The exported file fails PDF/A validation
Even after following the steps, the file may not pass validation. Use a free tool like veraPDF (verapdf.org) or the Adobe Acrobat Preflight tool. Run the validation and review the error report. Common issues include missing metadata, unembedded fonts, or use of transparency that exceeds PDF/A-1b limits. Re-export with corrections or use a higher conformance level such as PDF/A-2b if your archive accepts it.
Tracked changes or comments appear in the PDF/A
Word exports the document as it appears on screen. If tracked changes are visible, the PDF/A will show them. Before exporting, go to Review > Accept > Accept All Changes. Then go to Review > Delete > Delete All Comments in Document. Save the clean version and then export.
Word Save As PDF/A vs Dedicated PDF/A Conversion Tools
| Item | Word Save As PDF/A | Dedicated Tools (e.g., Adobe Acrobat Pro) |
|---|---|---|
| Cost | Included with Word license | Requires separate subscription or purchase |
| Conformance level | PDF/A-1b only | PDF/A-1b, -2b, -3b, -4 |
| Font embedding | Automatic when option is checked | Manual control over font subsets |
| Metadata handling | Uses Word document properties | Custom metadata fields and XMP editing |
| Accessibility tags | Optional, must be enabled in Options | Full control over tag structure |
| Batch processing | Not supported | Supports batch conversion via Actions |
For most archival needs, Word’s built-in PDF/A export is sufficient. Use dedicated tools when you need higher conformance levels, fine-grained control over metadata, or batch conversion of hundreds of documents.
You can now export any Word document as a PDF/A file using the File > Save As > Options > ISO 19005-1 compliant (PDF/A) path. Verify compliance with veraPDF or Adobe Preflight before submitting to a digital archive. For advanced control over conformance levels and metadata, consider Adobe Acrobat Pro or a dedicated PDF/A conversion tool.