Printing Problems

Print to PDF vs. Save as PDF in Microsoft Word: Differences Explained

Bushra Parveen Oct 1, 2026 868 views

Question details

Understand why the Microsoft Print to PDF option produces significantly larger file sizes compared to the Save As PDF feature in Microsoft Word.

Product: Microsoft Word
Device & OS: not provided
Scenario: Converting a Microsoft Word document into a PDF file format.
Observed behavior: Using Microsoft Print to PDF produces a much larger file size and different formatting compared to Word's built-in Save As PDF option, even when processing the exact same document.

Before you start

Before converting your document, consider whether you need to preserve clickable hyperlinks or if you simply need a flattened, print-ready document, as this dictates which method you should use.

Solution 1Recommended

Use "Save As PDF" for Compact, Interactive Documents

This is the recommended method for creating smaller, optimized PDF files that retain digital features like hyperlinks and bookmarks.

The "Save As PDF" function uses Microsoft Word's built-in conversion code. Instead of passing the document through a printer driver, it translates the text, layout, and images directly into a PDF format.

Because it is optimized for digital viewing, this method produces a highly compact file size while keeping text sharp and ensuring all clickable links remain active.

Open the Save As menu

Click on the "File" tab in the top left corner of Microsoft Word, then select "Save As" from the left-hand menu.

Select PDF format

Click the file format dropdown menu (which usually defaults to Word Document (*.docx)) and choose "PDF (*.pdf)".

Save the document

Choose your desired save location, optionally select "Minimum size (publishing online)" if you want an even smaller file, and click "Save".

Best for Emailing: Because this method significantly reduces file size, it is the best option when you need to send the PDF via email or upload it to a website.

Solution 2

Use "Print to PDF" for Flattened, Print-Ready Outputs

Use this method when you need the PDF to act as an exact digital replica of how the document would print on physical paper.

Advanced PDF Tools

Easily Convert Word to PDF with WPS Office

WPS Office features a powerful, built-in PDF converter that allows you to easily export documents as high-quality, compact PDFs without losing original formatting, layouts, or hyperlinks.

1. Open your document: Launch WPS Writer and open the Word document you want to convert.
2. Access the export tool: Click on the "Menu" button in the top left corner of the interface.
3. Select Export to PDF: Choose "Export to PDF" from the dropdown list. A configuration window will appear.
4. Configure and save: Ensure your document settings are correct, choose your desired save path, and click the "Export to PDF" button.

One-click PDF export directly from the word processor interfaceHighly compatible with Microsoft Word (.doc, .docx) formatsProduces compact file sizes ideal for email and online sharingPerfectly retains original hyperlinks, bookmarks, and document layouts

microsoft office alternative - wps office

Frequently Asked Questions

Why is my PDF file size so large when using Microsoft Word?

If you used the "Print to PDF" method, your file size will be larger because the software converts fonts and graphics into unoptimized print-ready data. To resolve this, use the "Save As" > "PDF" method instead, which utilizes Word's built-in optimization to create a much more compact file.

Do hyperlinks work when I use Print to PDF?

No. The "Print to PDF" process treats the document exactly as a physical printer would, flattening the text and images. All interactive elements, including hyperlinks and bookmarks, are permanently removed during this conversion.

Are 'Save As PDF' and 'Export to PDF' the same thing?

In Microsoft Word, both "Save As PDF" and "Export to PDF" use the exact same underlying Microsoft conversion engine. Both will yield the same compact file size and preserve your document's interactive features.

Can I reduce the PDF file size after it has been created?

Yes. If you have already created a large PDF, you can use dedicated PDF software like WPS Office PDF Editor or Adobe Acrobat to compress the file. These tools offer built-in compression features that reduce image resolution and optimize hidden data.

Document & File Issues