How to Fix Incorrect Letter Spacing When Converting Word to PDF
Question details
Users experience overlapping letters or unusually large text gaps in the resulting PDF file after converting a normally formatted Word document.
- Product
- Microsoft Word
- Device & OS
- Windows
- Scenario
- Converting a Word document to a PDF file for sharing or printing.
- Observed behavior
- The text in the output PDF has incorrect letter spacing (overlapping characters or huge gaps), even though the original Word document looks perfectly normal on the screen.
Before troubleshooting, check if you are using a custom or downloaded font; switching temporarily to a standard system font (like Arial or Calibri) can help identify if the font itself is causing the rendering issue.
Use the Native 'Save As' Function and Check PDF Options
Using the built-in save feature and optimizing settings instead of 'Print to PDF' often resolves formatting conflicts.
Different PDF conversion engines handle font metrics differently. Microsoft Word's native 'Save As' function provides specific optimization options that generally handle kerning and letter spacing more accurately than virtual printers.
Click 'File' in the top ribbon, then select 'Save As' (or 'Save a Copy').
Choose the destination folder, then click the 'Save as type' dropdown menu and select 'PDF'.
Click the 'Options...' button below the dropdown. Ensure 'Bitmap text when fonts may not be embedded' is checked, and verify that PDF/A compliance is either toggled on or off to test different rendering modes. Click 'OK' and save.
Update Printer Drivers and Office Software
Outdated printer drivers or Office versions can cause rendering errors during conversion.
Perform a System Restart
A system restart can clear temporary rendering glitches or stuck print spooler processes causing layout anomalies.
Accurately Convert Word to PDF with WPS Office
WPS Office provides a highly reliable, built-in PDF converter that perfectly preserves your Word document's original letter spacing, fonts, and formatting without relying on problematic external drivers.
- 1. Open the Document: Launch WPS Writer and open your target Word document.
- 2. Select Export to PDF: Click on 'Menu' in the top-left corner, then choose 'Export to PDF'.
- 3. Export and Save: Adjust your preferred PDF settings in the dialog box, then click the 'Export to PDF' button to save your file with correct spacing.
Frequently Asked Questions
Why does my text overlap only when converted to PDF?
Text overlapping usually happens because the PDF engine or printer driver fails to interpret the custom font metrics (kerning and spacing) from the Word document. Using standard system fonts or updating your PDF driver often resolves this issue.
Will embedding fonts in the Word document prevent PDF spacing issues?
Yes, embedding fonts can help ensure the PDF engine reads the exact font data. Go to File > Options > Save, check 'Embed fonts in the file', and try saving as PDF again.
What should I do if the issue persists on a specific document?
Try copying the content and pasting it into a completely new, blank document. Sometimes, hidden document corruption or conflicting styles cause formatting glitches during PDF conversion.
