Whatever you're holding — a Word file, a spreadsheet, a deck, a photo, an ebook, a text dump — the reason for converting it is always the same. You need a file that opens the same way for everyone, prints predictably, and can't be casually edited. That's a PDF.
The route depends on what you're starting with. This guide is a map: find your source format, take the direct path, and note the one thing that usually goes wrong with it.
Text documents
- Word (.docx / .doc) → Word to PDF. The most common conversion there is. Watch for: unusual fonts — substitution can shift your spacing.
- ODT (LibreOffice / OpenOffice) → ODT to PDF. Watch for: the Include comments option — leave it off for a clean shared copy.
- RTF (Rich Text Format) → RTF to PDF. Same options as ODT.
- Plain text (.txt, logs, code) → TXT to PDF. Watch for: the font — use Monospace for anything with indentation. See our guide on converting code and logs.
Not sure which of the first three you have, or which to send someone? Our ODT vs RTF vs DOCX explainer covers the differences.
Spreadsheets and presentations
- Excel (.xlsx / .xls) → Excel to PDF. Watch for: wide sheets spilling across pages — set the layout before converting.
- PowerPoint (.pptx / .ppt) → PowerPoint to PDF. Watch for: animations and transitions don't survive — each slide is captured in its final state. Presenter notes aren't included (usually a feature).
Images and scans
- JPG, PNG, HEIC, and other images → Image to PDF. Combine many images into one multi-page document. Watch for: page size and orientation.
- A photo of a document — convert it, then enhance it so it looks like a real scan rather than a snapshot. The full workflow is in scanning with your phone.
Web pages and markup
- HTML files or pasted markup → HTML to PDF. Watch for: Background graphics — turn it on, or your coloured headers and shaded boxes print blank.
- A web page you're looking at → saving a web page as a PDF covers both the browser route and the HTML route.
- An HTML invoice or receipt template → converting an HTML invoice, where margins and backgrounds really matter.
Ebooks
- EPUB → EPUB to PDF. Watch for: an ebook has no fixed pages — they're created during conversion, so the page count won't match what your reader showed. If you're printing it, see how to print an ebook.
The three things that go wrong, whatever the source
Across every format, the same handful of problems account for most bad conversions:
- Fonts substitute. If the font isn't embedded or available, the converter picks a lookalike and your spacing shifts. Embed fonts in the source where you can, or stick to common ones.
- Backgrounds vanish. Coloured headers, shaded boxes, and background images are dropped by default in HTML conversion to save ink. Turn Background graphics on.
- Wide content overflows. Spreadsheets, code, and wide tables spill off the page. Fix it with a landscape orientation, a bigger page size, or a smaller font — before you convert, not after.
After you convert
The PDF is rarely the last step:
- Too big to email? Compress it.
- Several files that belong together? Merge them.
- Confidential? Password-protect it or restrict printing and copying.
- Needs signing? Sign it.
- For long-term archiving? Convert it to PDF/A.
Common questions
Which format converts most reliably?
Plain text and images, because there's little to interpret. The most fragile conversions are the ones with complex layout — a Word document with a fussy template, or an HTML page built with modern CSS. The simpler the source layout, the more faithful the PDF.
Can I convert several files at once?
Convert them individually, then merge the results into a single document. That's usually what people actually want anyway — one file, not twelve.
Can I convert back to the original format later?
Partially. PDF to Word, PDF to Excel, and PDF to PowerPoint reconstruct an editable approximation — but it's never a perfect round-trip. Keep your original source file.
My converted PDF looks different from the original.
Almost always fonts or backgrounds — the first two items in the list above. Embed your fonts, and turn background graphics on.
Wrap-up
Find your source, take the direct route:
| You have | Use |
|---|---|
| Word | Word to PDF |
| Excel | Excel to PDF |
| PowerPoint | PowerPoint to PDF |
| Images | Image to PDF |
| HTML | HTML to PDF |
| Plain text / code | TXT to PDF |
| RTF | RTF to PDF |
| ODT | ODT to PDF |
| EPUB | EPUB to PDF |
Then watch the three usual suspects: fonts, backgrounds, and wide content. Get those right and the PDF will look exactly like the document you started with.