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Creating PDFs: How to Save a Document as a PDF

By the Gray Hair Jobs Editorial Team · Published · 2 min read

The short answer

You can turn a document into a PDF using tools you probably already have. In Google Docs, choose File > Download > PDF Document. In Microsoft Word, use File > Save As and pick PDF, or File > Export. Most computers can also save a PDF from the print menu. Always open the PDF afterward to check it.

Key points

  • Google Docs: File > Download > PDF Document (.pdf).
  • Microsoft Word: File > Save As, then choose PDF as the file type.
  • Windows print menu: choose Microsoft Print to PDF.
  • Mac print menu: choose PDF, then Save as PDF.
  • Keep your original document for future edits.

In Google Docs

  1. Open your document.
  2. Click File at the top left.
  3. Point to Download.
  4. Click PDF Document (.pdf).
  5. The PDF saves to your computer, usually in the Downloads folder.

In Microsoft Word on Windows

  1. Open your document.
  2. Click File, then Save As.
  3. Choose where to save it, such as Documents.
  4. In the Save as type list below the file name, choose PDF (*.pdf).
  5. Click Save.

Some versions also offer File > Export > Create PDF/XPS Document, then Publish.

In Microsoft Word on a Mac

  1. Open your document.
  2. Click File, then Save As.
  3. In the File Format list, choose PDF.
  4. Click Export (or Save).

The exact wording can vary by version.

From the print menu (works in many programs)

On Windows:

  1. Press Ctrl + P, or click File > Print.
  2. For the printer, choose Microsoft Print to PDF.
  3. Click Print. A window asks where to save the file and what to name it.
  4. Click Save.

On a Mac:

  1. Press Command + P, or click File > Print.
  2. At the bottom of the print window, find the PDF button or menu.
  3. Choose Save as PDF.
  4. Name the file, choose a location, and click Save.

Check your PDF

  1. Find the new file and double-click it to open it.
  2. Make sure every page looks right, with nothing cut off.
  3. Check that the file name is clear, such as "Jane-Miller-Resume.pdf".

Keep the original

You cannot easily edit a PDF. When you need to update your resume, edit the original Word or Google Docs file, then create a new PDF.

To learn why PDFs are useful, read what is a PDF. To send your PDF, see how to upload a resume or how to attach a resume to an email.

Frequently asked questions

Can I create a PDF on my phone?

Yes. The Google Docs and Microsoft Word phone apps can both save or share documents as PDFs, usually from a menu shown as three dots or a share icon. On many phones, the print option also includes a way to save as PDF. The exact steps vary by device and app version.

My PDF looks different from my document. Why?

Usually the cause is page margins, an unusual font, or content that spills onto an extra page. Go back to the original document, check that everything fits neatly on each page, and use a common font. Then create the PDF again and check it.

Is a free online PDF converter safe to use?

Many work, but you are uploading your document to an unknown website. Your resume includes your name, phone number, and email. It is safer to use the PDF tools built into Word, Google Docs, or your computer's print menu, which keep your file on your own device or account.

Related reading

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