How to Make a PDF: Simple Methods and Pro Tips
Creating a PDF is honestly a must-have skill these days. Whether you’re preserving formatting, sharing files across devices, or just want your work to look professional, PDFs get the job done.
There are a bunch of ways to make PDFs—built-in OS features, free online tools, desktop software, or just converting files from something like Microsoft Word.
How you go about it depends on what you need and what you’ve got handy. Maybe you’re just converting a Word doc, or maybe you want to mash a bunch of files together, or start something totally new.
Modern computers and phones have some built-in tricks, but online PDF tools are out there if you don’t want to install anything.
Some methods are better for quick and easy conversions, while others are overkill unless you’re dealing with complex stuff or lots of file types.
Key Takeaways
- Most devices let you create PDFs using built-in features, online tools, or desktop software.
- Converting from Word, Excel, or whatever keeps your formatting looking sharp on any device.
- If you want to combine files, edit stuff, or tweak properties, advanced PDF tools get you there.
Essential Ways to Make a PDF
There are three main ways to make a PDF, and honestly, they’re all pretty straightforward. You can save directly from a document editor, use a print-to-PDF function, or turn images into PDFs.
Saving as PDF from Document Editors
Most word processors have a built-in way to export as PDF. In Microsoft Word, just go to File > Save and pick PDF as the file type.
Google Docs? Same deal—File > Download > PDF Document. This keeps your fonts and layout just how you want them.
LibreOffice Writer and other open-source programs do it too. Usually, it’s under File > Export as PDF or Save as PDF.
Why bother with this method?
- Your formatting stays put.
- Images and links? They stick around.
- Compression options are often there.
- Some programs even let you password-protect your PDF.
This is the way to go if you’re turning text docs, presentations, or spreadsheets into PDFs.
Using Print to PDF Features
Most modern computers and browsers let you “print” to PDF. Just hit Ctrl+P on Windows or Cmd+P on Mac, then pick “Save as PDF” in the print dialog.
Windows 10 and 11 have Microsoft Print to PDF as a printer option. Macs? There’s a Save as PDF button right in the print window.
This works for anything you can print—webpages, emails, whatever. You can pick which pages to include, too.
The print to PDF trick is great for saving online articles or receipts, or just grabbing anything on your screen.
Making a PDF from Images
If you’ve got a bunch of photos or scanned docs, you can bundle them into a single PDF. There are a few ways to do this, depending on your device.
Adobe Photoshop lets you save images as PDFs. Scanner apps often have a PDF output option, too.
Some handy online image-to-PDF tools:
- PDF24 Tools
- SmallPDF
- Canva PDF Maker
Phones make it easy, too. iPhones can scan straight to PDF using the Notes app or the Camera’s document scanner.
You can combine multiple images into one PDF, which is perfect for photo albums, manuals, or just keeping things tidy.
Free Online PDF Creation Tools
There are loads of free online PDF creators that convert documents and images into PDFs without any downloads. Just upload, convert, and download.
Using Free PDF Converter Websites
Plenty of sites offer free PDF conversion right in your browser. You can upload Word docs, Excel sheets, PowerPoints, and images, and get a PDF back instantly.
Some popular choices:
- PDF Candy for merging and converting
- Canva for fancier documents
- Smallpdf for quick jobs
- PDF2GO for making blank PDFs
Usually, you just upload your file, hit convert, and download the PDF. Easy.
Most free tools cap you at a few conversions per day, and some want your email for downloads.
Supported file types depend on the site, but generally:
- Word: .doc, .docx
- Spreadsheets: .xls, .xlsx
- Presentations: .ppt, .pptx
- Images: .jpg, .png, .tiff
How to Use DocFly to Make PDFs
DocFly’s online PDF maker is pretty simple. Drag and drop your file or click to upload.
Once it’s up, check the box by your filename and hit the Convert tab. DocFly works with Word, Excel, PowerPoint, images, and more.
You get three free downloads per month. If you need more, there’s a paid plan with extra features.
DocFly security stuff:
- HTTPS encryption
- Files stored on Amazon Cloud
- You can delete your files any time
- Works on any device with a browser
No software installs, and your converted PDFs are ready wherever you are.
Converting Files to PDF
Most file types can be turned into PDFs using built-in features or online tools. The print to PDF option is handy for docs, but there are other tricks for different formats.
Convert Word Documents to PDF
Word docs are easy to convert. The fastest way is the Print to PDF function.
On Windows:
- Open your Word doc.
- Hit Ctrl + P for the print dialog.
- Pick Microsoft Print to PDF as the printer.
- Click Print, pick where to save.
On Mac:
- Open your doc, press Cmd + P.
- Click the PDF dropdown.
- Choose Save as PDF.
- Name it, pick a spot.
You can also use Word’s export: File > Export > Create PDF/XPS.
Online converters work if you don’t have Word installed. They keep your formatting and work from any device.
Convert PowerPoint and Excel to PDF
PowerPoint and Excel follow the same playbook. Both have direct export options for more control.
PowerPoint:
File > Export > Create PDF/XPS keeps your slides looking right. Printing works too, but sometimes messes with slide sizes.
Excel:
Export lets you pick sheets or the whole workbook. You can also adjust scaling and page ranges.
Print method for both:
Ctrl + P (Windows) or Cmd + P (Mac), then choose your PDF printer. Online converters are a backup if you don’t have Office.
Convert Images and Other Formats to PDF
Images can become PDFs using your OS or special tools. You can combine several into one PDF.
On Windows:
Select your images in File Explorer (hold Ctrl), right-click, pick Print, and choose PDF as the printer.
On Mac:
Open images in Preview, then File > Export as PDF. You can reorder them before saving.
Other file types:
Text files, web pages, most docs—just print to PDF. Ctrl + P or Cmd + P, select the PDF printer.
Online tools handle all sorts of formats, fast and with no installs.
Some files, like HTML, are best opened in a browser before printing to PDF. Others might need their original app.
Desktop Software and PDF Conversations
Desktop PDF tools run the gamut from Adobe Acrobat to free apps and virtual printers that work with anything. They hook right into your system for reliable PDF conversion.
Using Adobe Acrobat and Alternatives
Adobe Acrobat Pro is the gold standard for PDF work. You can start a PDF from scratch using Tools > Create PDF > Blank Page.
Add text, images, whatever you need with the Edit PDF tools. Acrobat converts a bunch of formats—Word, Excel, images, you name it.
Free alternatives:
PDFCreator, LibreOffice, Foxit Reader. They cover the basics without a subscription.
LibreOffice Writer and Calc let you export as PDF with File > Export as PDF. It’s simple and works well.
Most free tools skip fancy stuff like forms or OCR, but they’re solid for everyday use.
Creating PDFs with CutePDF
CutePDF Writer acts like a virtual printer for Windows. Install it, and it shows up as “CutePDF Writer” in your printer list.
Just print from any app and pick CutePDF to get a PDF instead of paper.
It handles batch conversion—just print one file after another.
CutePDF keeps formatting and image quality. Free version covers the basics, while the paid one adds stuff like encryption and digital signatures.
It works with anything that can print: browsers, Word, Excel, whatever.
Print Drivers for PDF Creation
Windows 10 and 11 come with Microsoft Print to PDF built in. Just pick it from the printer list and save your PDF.
You pick the file name and location. No extra software needed.
Other print drivers:
PDFtk, Bullzip PDF Printer, and a few others add features like passwords, metadata, and compression.
Virtual PDF printers fit right into your workflow. You can print web pages, docs, and images to PDF just like regular printing.
Most let you set custom page sizes and orientation. Check the printer properties before you hit print.
Advanced PDF Options and Tips
If you want to go pro with PDFs, there are more tools and tricks out there. File management and security features let you create PDFs with a lot more control.
Merging and Splitting PDF Files
Combining several documents into a single PDF really helps with sharing and keeping things organized. Most PDF editors let you just drag and drop files, arranging them however you want.
Common merging methods include:
- Using Adobe Acrobat’s combine files feature
- Online merger tools for quick combinations
- PDF printer drivers that append to existing files
Getting the page order right is important if you want the document to make sense. Rearranging pages before you hit “merge” can save you some headaches later.
Splitting a big PDF into smaller chunks makes distribution less of a hassle. You can extract specific page ranges or split things up by bookmarks and chapters, depending on what you need.
Splitting options:
- By page count: Divide into equal sections
- By file size: Create chunks under size limits
- By bookmarks: Separate at chapter breaks
Securing and Editing Your PDFs
Password protection helps keep sensitive documents away from prying eyes. You can set different permissions for opening, printing, or editing.
Security levels include:
- User passwords: Needed just to open the file.
- Owner passwords: These let you control who can edit or print.
- Certificate-based encryption: Usually for bigger organizations—maybe overkill for most, but it’s there.
Remove sensitive information with redaction tools before you share a file. It’s easy to forget about hidden metadata, but that can leak more than you’d think.
Editing text in PDFs? Not all editors are equal. If your PDF is vector-based, you can just tweak the text. Scanned docs, though, need OCR first—kind of a hassle, honestly.
Want to make your PDFs interactive? Add form fields like text boxes, checkboxes, or spots for digital signatures. That way, people can actually fill them out instead of just staring at them.