How to Fix Misaligned Text Boxes When Exporting Word to PDF
Question details
Text fields and bounding boxes shift out of alignment when exporting a specific Word document format to PDF.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Exporting a vertically written, two-column Word document to PDF format using the Acrobat add-in tab.
- Observed behavior
- Text fields and bounding boxes become visibly misaligned in the resulting PDF output.
Ensure your original Word document layout is saved and verify that your system has the Adobe PDF printer driver installed alongside the standard Acrobat add-in.
Use the Adobe PDF Printer via the Print Menu
Bypassing the Acrobat Word add-in and using the native Print function often resolves layout shifting issues in complex documents.
The Acrobat Word add-in can sometimes struggle with rendering complex formatting, such as vertically written text within a multi-column layout. Using the Adobe PDF printer driver acts as a direct virtual print, bypassing the add-in's rendering logic and preserving the visual layout exactly as it appears on your screen.
In your Word document, click on 'File' in the top ribbon and select 'Print' from the left sidebar.
From the dropdown list of available printers, choose 'Adobe PDF' instead of your physical printer.
Click on 'Printer Properties' located right beneath the selected printer to open the advanced settings dialog.
Navigate to the font settings within the properties window and uncheck or disable the option that says 'Rely on system fonts only; do not use document fonts'.
Click 'OK' to save your new settings, then click the main 'Print' button to generate and save your new PDF file without alignment issues.
Seamlessly Export Word to PDF without Misalignment in WPS Office
WPS Office features a highly accurate, built-in PDF converter that perfectly preserves complex layouts, including vertical text and multi-column formatting, without needing third-party add-ins or virtual printers.
- 1. Open your Document in WPS Office: Launch WPS Writer and open your complex or multi-column document.
- 2. Access the PDF Export Tool: Navigate to the 'Menu' or the 'Tools' tab in the top ribbon, and click on 'Export to PDF'.
- 3. Adjust Export Options: In the dialog box, configure your desired export settings, such as the page range and the destination save folder.
- 4. Export the File: Click the 'Export to PDF' button to instantly generate a perfectly aligned PDF file.
Frequently Asked Questions
Why do text boxes shift when exporting a Word document to PDF?
This usually happens due to rendering differences between Word's layout engine and the PDF conversion add-in. Complex formatting, such as vertical text, overlapping objects, or two-column layouts, are particularly prone to these translation errors.
What does 'Rely on system fonts only' mean in Adobe PDF settings?
This setting forces the virtual printer to use the fonts installed directly on your operating system instead of the exact fonts embedded in the source document. Disabling it ensures the PDF uses the embedded document fonts, preventing text reflow and alignment issues.
Can I fix misaligned text boxes without Adobe Acrobat Pro?
Yes. You can use your operating system's built-in 'Microsoft Print to PDF' or 'Save as PDF' features. Alternatively, using an office suite like WPS Office, which handles native PDF conversion, often prevents these layout shifts altogether.
How do I ensure my PDF colors are correct for commercial printing?
Since Word works natively in the RGB color space, exporting directly can result in color shifts. You should use a PDF editor's Preflight or Output Preview tools to convert the RGB elements into CMYK or conform the file to standards like PDF/X-1a:2001 before sending it to a print shop.
