Converting Office Files to PDF

Save Your Word, Excel, and PowerPoint Files as PDFs for Free

There is an easy, free way to submit work or university assignment copies in PDF: in most cases, it’s the office suite you are already using. From LibreOffice to Microsoft Office and Google Workspace, export functions are now a standard part of the suite, so you don’t have to risk free online converters.

Save to PDF from the app

The built-in export functions are available from most of the main office suites. If you’re using LibreOffice, the export route is File > Export As > Export as PDF, or Export Directly as PDF to skip the PDF Options dialog. In Microsoft Office desktop, save or export to PDF using File > Save As, and pick PDF as the file type, or File > Export > Create PDF/XPS Document. If you have Office documents uploaded to Google Workspace, go to File > Download > PDF document.

When PDF/A matters

PDF/A is not a universal choice for every job. It is simply an archiving version of a standard PDF, with the font embedded for independent display. A handful of documents such as legal contracts, official credentials and regulatory filings may need to be PDF/A.

In LibreOffice, PDF/A is chosen on the General tab of the PDF Options dialog; in Word, it is the "PDF/A compliant" box under Options when saving as PDF. For some official submissions, this may be required.

But for temporary sharing via email, web page or cloud file upload, you don’t need PDF/A. For small, shareable documents, ask the recipient first. And do not confuse PDF/A with a more efficient PDF.

Make the file smaller or protect it

For files that will be displayed online, a PDF with minimal authoring data can be made smaller: in Word, choose 'Minimum size (publishing online)' under Optimize for in the Save As dialog; in LibreOffice, lower the JPEG quality or tick Reduce image resolution on the General tab of PDF Options.

Password protection is another option: LibreOffice can set an open password and restrict printing and changes, while Microsoft Office can encrypt the PDF with an open password. This is found on the Security tab of the PDF Options dialog in LibreOffice, or the Options button when saving or exporting PDF in Microsoft Office desktop. But it’s not related to PDF/A.

What Not to Do with Private Files

The common advice to upload private files such as ID copies to online PDF converters is risky for most purposes. It gives a third party access to the file, even if you delete the file later.

So take the time to create PDFs directly in the office app, and submit only what matters.