How to save a Word, PowerPoint or Google Docs file as PDF for printing

Quick answer: In Microsoft Word, go to File → Save As (or Export) and choose PDF. In Google Docs, choose File → Download → PDF document. On a phone, open the file, tap Share or Print, and choose “Save as PDF”. A PDF keeps your fonts and layout exactly the same when printed.

Why print from a PDF?

Word and PowerPoint files can shift when opened on another computer: fonts change, images move and page breaks fall in the wrong place. A PDF locks the layout, so what you see is exactly what gets printed.

Microsoft Word, PowerPoint or Excel (Windows)

1. Open the file and click File.
2. Choose Save As (or Export → Create PDF/XPS).
3. Pick PDF as the file type and click Save.

Microsoft Office on a Mac

1. Click File → Save As.
2. Set File Format to PDF and click Export.

Google Docs, Sheets or Slides

1. Click File → Download.
2. Choose PDF document (.pdf).

Android or iPhone

1. Open the document, then tap Share or the ⋮ menu.
2. Tap Print, then choose Save as PDF as the printer.
3. Tap the download or save button.

Make your PDF print-ready

• Use A4 page size (or A3 for drawings and charts).
• Keep margins of at least 1.5 cm, or 3 cm on the left if the document will be bound.
• Remove blank pages to save money.
• Check that images are sharp: export at 300 DPI where you can.

Once your PDF is ready, upload it to get it printed and delivered.