You have a finished document and need to send it. Should you send the Word file or a PDF? The answer depends on what the receiver will do with it. This guide compares the two and gives a simple rule for each situation.
Send a PDF When the Document Is Final
- Layout stays the same. A PDF looks the same on a phone, a laptop and a printer.
- Harder to change by accident. Receivers cannot easily edit the text.
- Accepted almost everywhere. Many forms and portals ask for PDF only.
Send a Word File When Others Must Edit It
- The receiver needs to add comments, change text or fill in sections.
- You are working on a draft together.
- A template must be reused.
Quick Rule
If the receiver should read, print or sign it, send a PDF. If the receiver should edit it, send Word. When unsure, send the PDF and offer the Word file on request.
How to Make a PDF From Word
In Word, use Save As or Export and choose PDF. If Word is not available, use Word to PDF. It places your pages as images, so the text in that PDF cannot be selected or searched. Look through the result before sending, as described in our guide on converting Word to PDF without surprises.
Before You Send
- Check the file size against the email or form limit. If it is too large, read our guide on sending a large PDF by email.
- Remove pages that the receiver does not need with Split PDF.
- Open the final file and scroll through every page.
- Keep a copy of the original Word file.
Related Guides
How to Prepare Documents for an Online Job Application as PDF and How to Reduce PDF Size for Email and Online Forms.