How to Keep Track Changes When Converting Word to PDF
Question details
The user needs to convert a Word document to a PDF while retaining visible tracked changes, bookmarks, and hyperlinks.
- Product
- Word, Adobe Acrobat
- Device & OS
- not provided
- Scenario
- Exporting or saving a Word document containing revisions into a PDF format for sharing or review.
- Observed behavior
- Standard PDF conversions often drop the tracked changes, or using the 'Print to PDF' method keeps the visual markup but strips out interactive elements like bookmarks and links.
Ensure your document's tracking view is set to 'All Markup' in the Review tab so that all revisions and comments are visible before you begin the conversion process.
Use Save As PDF with Document Properties
The most reliable way to preserve tracked changes along with active hyperlinks and bookmarks is to use Word's built-in 'Save As' options.
This built-in method prevents the flattening of your document, ensuring that your table of contents, bookmarks, and URLs remain clickable while the tracked changes are visually preserved.
Navigate to the 'Review' tab in your Word document and ensure 'All Markup' is selected in the Tracking group.
Click on the 'File' tab in the top left corner, then select 'Save As' or 'Save a Copy'.
Select 'PDF (*.pdf)' from the file format dropdown menu and click on the 'More options' or 'Options' button.
In the Options dialog box, under 'Publish what', select 'Document showing markup'. Check the box for 'Create bookmarks using: Headings' if you need bookmarks, then click 'OK' and 'Save'.
Use the Microsoft Print to PDF Feature
Use this alternative method if you only need a visual representation of the tracked changes and do not require clickable hyperlinks or bookmarks.
Easily Convert Word to PDF with Track Changes in WPS Office
WPS Office offers a seamless and powerful way to export Word documents to PDF while flawlessly preserving tracked changes, comments, bookmarks, and hyperlinks without complex settings.
- 1. Open your Document: Launch WPS Writer and open the document containing the tracked changes.
- 2. Ensure Markup is Visible: Go to the 'Review' tab and verify that the document view is set to display revisions and comments.
- 3. Export to PDF: Click on the 'Menu' button, hover over 'Export to PDF', and configure the export options to include document markup.
- 4. Save the PDF: Choose your desired save location and click 'Export' to generate a high-quality PDF with all tracked changes visible.
Frequently Asked Questions
Why do my tracked changes disappear when using Acrobat PDFMaker?
Acrobat's PDF conversion plugin sometimes defaults to exporting the 'Final' version of the document. You must adjust the Acrobat Preferences within the Word ribbon and ensure that 'Convert Document Information' and the appropriate markup settings are enabled before exporting.
Can I hide track changes but keep the comments when saving as PDF?
Yes. Before saving or exporting, go to the Review tab, click 'Show Markup', and uncheck 'Insertions and Deletions' or 'Formatting' while leaving 'Comments' checked. The PDF conversion will mirror this customized view.
Does printing to PDF preserve clickable hyperlinks?
No, the 'Print to PDF' function effectively flattens the document into uneditable images, removing all interactive elements. To retain active hyperlinks and bookmarks, use the 'Save As' or 'Export' feature instead.
How do I ensure my PDF bookmarks match the Word headings?
When saving as a PDF, click the 'Options' button in the save dialog box and check the option labeled 'Create bookmarks using: Headings'. This tells the software to generate a clickable table of contents for PDF viewers.
