How to Fix Inconsistent Character Spacing When Converting Word to PDF
Question details
The user needs to correct irregular spacing and unexpected gaps between words when generating a PDF from a Word document.
- Product
- Microsoft Word / Adobe Acrobat PDFMaker
- Device & OS
- not provided
- Scenario
- Converting a Microsoft Word document to a PDF file using the Acrobat PDFMaker extension.
- Observed behavior
- The resulting PDF shows irregular character spacing and unintended spaces between words that do not exist in the original Word document.
Ensure that the specific fonts used in your document are fully installed on your current system and not just cached from another device.
Embed Fonts in the Word Document
Embedding fonts ensures the PDF reader uses the exact typeface instead of substituting it, which is the most common cause of spacing irregularities.
When fonts are not embedded, Acrobat PDFMaker may rely on system alternatives during conversion. This mismatch in font metrics creates visual anomalies such as squeezed letters or large gaps between words.
Launch your document in Microsoft Word and navigate to File > Options.
Click on the 'Save' tab located in the left-hand navigation pane.
Check the box for 'Embed fonts in the file'. For best results, also uncheck 'Do not embed common system fonts'.
Click 'OK' to save the settings, then use Acrobat PDFMaker to convert the document again.
Update Microsoft Office and Acrobat PDFMaker
Installing the latest software updates resolves known compatibility bugs between Word and Adobe Acrobat.
Test with a Standard Sample Document
Isolating the issue using a sample document helps determine if the spacing error is caused by a specific font or document corruption.
Convert Word to PDF with Precise Layouts in WPS Office
Avoid spacing errors and third-party plugin conflicts by using the built-in PDF converter in WPS Office. It flawlessly maintains your original fonts, alignment, and character spacing.
- 1. Open Your Document: Launch WPS Writer and open your Word document (.doc or .docx).
- 2. Select Export to PDF: Click on the 'Menu' button in the top-left corner and choose 'Export to PDF' from the dropdown list.
- 3. Configure Export Settings: In the pop-up dialog, choose your save directory and ensure 'Common PDF' is selected.
- 4. Generate Your PDF: Click the 'Export to PDF' button. Your document will be converted instantly with exact spacing and formatting preserved.
Frequently Asked Questions
Why does character spacing change when exporting from Word to PDF?
This happens when the fonts used in your Word document aren't embedded or aren't available on the system processing the PDF. The PDF engine substitutes the missing fonts with similar ones, which have different internal spacing metrics, resulting in gaps or overlapping text.
Does justifying text in Word cause irregular spaces in the PDF?
Yes. When text is 'Justified' in Word, the application artificially stretches the spaces between words to align with the margins. Some PDF converters misinterpret these flexible spaces, exaggerating them into large irregular gaps.
Can I fix the spacing directly inside the generated PDF?
While you can edit text in Adobe Acrobat Pro by going to 'Edit PDF' and manually adjusting the character spacing under the formatting panel, this is time-consuming. It is much more efficient to fix the root cause in the original Word document before exporting.
