Word to PDF Converter

What is Word to PDF Conversion?

Word to PDF conversion transforms Microsoft Word documents (DOCX and DOC files) into the universal electronic document format. Text, tables, images, charts, and formatting from the original file are transferred to PDF with maximum accuracy. The result looks identical to the original on any device and operating system.

Word is Microsoft's text editor that saves documents in DOCX format (or the older DOC format). The DOCX format was introduced in 2007 with Office 2007. It replaced the binary DOC format and is based on the Office Open XML (OOXML) standard. A DOCX file is essentially a ZIP archive containing XML files that describe the document structure, styles, images, and other elements.

PDF (Portable Document Format) was created by Adobe in 1993 as a format for document exchange with guaranteed identical display across different platforms. Since 2008, PDF has been an open standard (ISO 32000), which ensured its widespread adoption. Today, PDF is the de facto standard for business correspondence, official documents, and archiving.

PEREFILE provides high compatibility with Microsoft Office formats and quality PDF generation while preserving all document elements.

Comparison of Word (DOCX) and PDF Formats

Both formats are designed for working with documents but solve different tasks:

The main difference: Word (DOCX) is designed for working on a document, PDF — for distributing and archiving it. When work on the text is complete, conversion to PDF fixes the result and protects against accidental changes.

When You Need Word to PDF Conversion

Sending Documents via Email

PDF is the standard for business correspondence. By sending a document in PDF, you guarantee that the recipient will see it exactly as you intended:

• Resumes and cover letters — HR professionals expect documents in PDF, it demonstrates professionalism
• Commercial proposals — formatting is preserved, fonts display correctly even if the recipient doesn't have Microsoft Office installed
• Contracts and agreements — PDF is harder to modify unnoticeably, which is important for legally significant documents
• Reports and presentations — charts, tables, and diagrams look the same for all recipients

When sending a Word document, there's a risk it will open incorrectly: tables may shift, fonts may change, numbering may get misaligned. This is especially relevant when the recipient uses a different version of Word or an alternative office suite.

Publishing Documents Online

For posting documents on websites, PDF is preferable:

• Instructions and manuals — open directly in the browser without downloading
• Price lists and catalogs — protected from copying and editing
• Forms and templates — preserve layout for printing and filling out
• Scientific publications — standard for articles, dissertations, monographs

Modern browsers display PDF without additional software. The user clicks a link and immediately sees the document, while DOCX requires downloading and opening in a separate program.

Archiving and Long-term Storage

PDF was developed with long-term storage in mind:

• Independence from software — Microsoft Word is not needed to open
• Format stability — PDF/A (archival subformat) guarantees readability for decades
• Font embedding — document looks the same even on systems without the required fonts
• Self-sufficiency — all resources (images, fonts) are stored inside the file

Organizations, government agencies, and archives use PDF for storing documents that must remain readable years later.

Protecting Intellectual Property

PDF provides content protection tools:

• Copy protection — text cannot be selected and copied
• Print prohibition — document can only be viewed
• Password for opening — access only for authorized users
• Watermarks — visual ownership marking

PEREFILE supports setting a password for opening PDF. This is basic protection that prevents accidental access to confidential documents.

Technical Conversion Details

Text and Formatting Processing

During conversion, the DOCX document structure is analyzed and recreated in PDF:

• Fonts — if the document font is available on the server, it's embedded in the PDF. For standard Windows fonts (Times New Roman, Arial, Calibri), metrically compatible alternatives are used
• Styles — headings, lists, indents are transferred preserving hierarchy
• Headers and footers — headers, footers, page numbering
• Footnotes and links — hyperlinks remain clickable

Table Processing

Tables are a complex element for conversion. PEREFILE correctly handles:

• Merged cells
• Borders and fills
• Text alignment in cells
• Nested tables
• Tables with auto-fit width

The result is as close as possible to the display in Microsoft Word, although minor differences in column width are possible in rare cases.

Image Processing

Images from DOCX are embedded in PDF:

• Raster images (JPG, PNG, BMP) — preserved with original quality
• Vector images (EMF, WMF) — converted to PDF vector format
• Charts and graphs — converted to vector graphics for clarity when scaling
• Text wrapping — image positioning is preserved

Formulas and Special Characters

Mathematical formulas and special characters require special attention:

• Microsoft Equation formulas — converted correctly
• MathML formulas — supported
• Special characters — display correctly when the required font is available

For complex mathematical documents, it's recommended to check the conversion result — some rare symbols may require specific fonts.

PDF Password Protection

PEREFILE allows setting a password on the created PDF document. Opening such a file requires entering a password — without it, the content is inaccessible.

When to Use Password Protection

• Personal data — documents with passport data, addresses, phone numbers
• Financial information — reports, statements, budgets
• Confidential materials — internal company documents
• Legal documents — contracts before signing, claims

Password Protection Limitations

It's important to understand that PDF password protection is a basic level of security:

• Protection prevents accidental access but not professional cracking
• Use complex passwords (minimum 8 characters, letters, numbers, special characters)
• Don't send the password together with the document in the same email
• For critically important documents, use additional security measures

PDF Compatibility and Viewing

Created PDF files open everywhere:

PDF is created in PDF 1.4 format, which is supported by all modern and most legacy viewing programs.

Alternatives to PEREFILE Conversion

Microsoft Word

Word can save documents to PDF directly (File → Save As → PDF). This is convenient if Word is already installed, but:

• Requires a Microsoft Office license
• Need to open each file manually
• No batch processing of multiple documents

Free Office Suites

Free office suites (LibreOffice, OpenOffice) also export to PDF:

• Requires program installation
• Need to open documents and export manually
• Suitable for regular document work

PEREFILE Online Service

Advantages of online conversion:

• No software installation required
• Works on any device with a browser
• Password protection support
• Fast processing without waiting for program loading

Common Problems and Solutions

Fonts Display Incorrectly

If rare or proprietary fonts are used in the document, they may be replaced with standard ones. Solutions:

• Use common fonts (Arial, Times New Roman, Calibri)
• Before conversion, embed fonts in DOCX (File → Options → Save → Embed fonts)

Tables Look Different

Complex tables with non-standard layout may display with slight differences:

• Simplify table structure
• Avoid nested tables
• Check the result and adjust the source if necessary

Formulas Don't Display

For mathematical formulas:

• Use Microsoft's standard formula editor
• Avoid third-party formula plugins
• Check the conversion result

Who Needs Word to PDF Conversion

Office Workers

Daily task — preparing documents for sending to clients, partners, management. Conversion to PDF guarantees a professional document appearance.

Students and Teachers

Submitting term papers, theses, essays often requires PDF format. PDF is also convenient for handouts and teaching materials.

Freelancers and Remote Workers

When working with clients, it's important to send documents that will open without problems on any computer. PDF solves this task.

Lawyers and Accountants

Contracts, acts, invoices, reports — all require a fixed format. PDF prevents accidental or intentional content modification.

Publishers and Editors

Preparing print layouts, layout approval, material exchange — PDF is used everywhere as an intermediate or final format.

Word (DOCX) Format History

The DOCX format appeared in 2007 with Microsoft Office 2007. Before that, Word used the binary DOC format, which was proprietary and poorly supported by third-party programs.

DOCX is based on the Office Open XML (OOXML) standard, which Microsoft introduced as an open format. In 2008, OOXML became the ISO/IEC 29500 standard, which ensured its legitimacy and distribution.

Technically, a DOCX file is a ZIP archive containing:

• XML files with text and formatting
• Media files (images, charts)
• Relationship files between elements
• Document metadata

This structure makes the format more resistant to damage and allows partial file recovery, and also simplifies integration with other systems.

Today, DOCX is the standard document format for Microsoft Word and is supported by all modern office suites: LibreOffice, Google Docs, Apple Pages, WPS Office.