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How to Convert Your Resume to PDF (Without Losing Formatting)

You’ve spent hours perfecting your resume—and then the formatting breaks the moment you convert it to PDF. Fonts change, margins shift, bullet points scatter. Sound familiar? You’re not alone. Converting a resume to PDF without formatting issues is one of the most common frustrations job seekers face.

In this guide, you’ll learn exactly how to convert your resume to PDF using Microsoft Word, Google Docs, and online tools—with step-by-step instructions that preserve your formatting every time.

Why Save Your Resume as PDF?

Before we dive into the how, let’s cover why PDF is the gold standard for resumes:

• Preserves formatting: Your resume looks identical on every device—Mac, PC, phone, or tablet
• Professional appearance: PDFs signal attention to detail and technical competence
• ATS compatible: Modern Applicant Tracking Systems read PDF text without issues
• Prevents accidental edits: Recruiters can’t accidentally modify your content
• Smaller file size: PDFs typically compress better than Word documents
• Universal compatibility: Every computer and phone can open PDFs

The only exception: If a job posting specifically requests a Word document (.docx), send that format. Otherwise, PDF is always the safer choice.

Method 1: Convert Resume to PDF in Microsoft Word

Microsoft Word offers the most reliable PDF conversion for resumes. Here’s how to do it:

Option A: Save As PDF (Recommended)

1. Open your resume in Microsoft Word
2. Click File → Save As
3. Choose your save location
4. Click the “Save as type” dropdown
5. Select “PDF (*.pdf)”
6. Click Save

Option B: Export to PDF

1. Click File → Export
2. Select “Create PDF/XPS Document”
3. Click “Create PDF/XPS”
4. Choose location and filename
5. Click Publish

Pro tip: Before saving, click “Options” and ensure “Document properties” is unchecked if you don’t want metadata (like your name or edit history) embedded in the file.

Avoid: Print to PDF

Using File → Print → Save as PDF can cause quality issues. The “Print to PDF” method rasterizes text (converts it to images), which can make your resume blurry and unreadable by ATS systems. Always use Save As or Export instead.

Method 2: Convert Resume to PDF in Google Docs

Google Docs makes PDF conversion simple and free:

1. Open your resume in Google Docs
2. Click File → Download
3. Select “PDF Document (.pdf)”
4. The file downloads automatically to your computer

Google Docs formatting notes:

• Custom fonts may convert to similar alternatives
• Complex tables or columns occasionally shift
• Always preview the PDF before sending

Method 3: Convert Resume to PDF on Mac

Mac users have PDF export built into the operating system:

From Pages:

1. Open your resume in Pages
2. Click File → Export To → PDF
3. Choose quality settings (Best for print applications)
4. Click Next and save

From Any App (Universal Method):

1. Open your resume document
2. Press Command + P (Print)
3. Click the PDF dropdown in the bottom-left
4. Select “Save as PDF”
5. Choose filename and location

Method 4: Using StylingCV (Easiest)

The simplest way to get a perfectly formatted PDF resume? Build it in a tool designed for the job.

StylingCV automatically generates ATS-optimized PDFs:

• No conversion needed—export directly as PDF
• Fonts are embedded automatically
• 100% ATS-compatible formatting
• Consistent appearance across all devices
• One-click download in PDF or Word format

Method 5: Online PDF Converters

If you don’t have Word or need a quick solution, online converters work in a pinch:

Popular free options:

• SmallPDF: Simple drag-and-drop interface
• ILovePDF: Multiple conversion tools
• Adobe Acrobat Online: Reliable but requires sign-up

⚠️ Caution with online converters:

• Your resume content is uploaded to third-party servers
• Privacy policies vary—avoid for confidential information
• Formatting may not be as reliable as native Word export
• Some services add watermarks to free conversions

For best results, use Microsoft Word or Google Docs when possible.

Common PDF Conversion Problems (And Fixes)

Problem: Fonts Change After Conversion

Why it happens: You’re using a font that isn’t standard or isn’t embedded in the PDF.

Fix: Stick to universal fonts that are available on all systems:

• Arial
• Calibri
• Times New Roman
• Helvetica
• Georgia
• Garamond

Problem: Margins or Spacing Shift

Why it happens: Different software interprets margins differently, or you used tabs instead of proper formatting.

Fix:

• Use consistent margins (0.5″ to 1″ on all sides)
• Avoid excessive tabs—use tables or columns for alignment
• Set specific spacing values instead of “auto”

Problem: PDF Looks Blurry

💡 Smart Tip: Skip the formatting headache! Use our AI resume builder and create a professional resume in minutes.

Why it happens: You used “Print to PDF” instead of “Save As PDF,” which rasterizes text.

Fix: Always use File → Save As → PDF or File → Export → PDF. Never print to PDF for resumes.

Problem: File Size Too Large

Why it happens: High-resolution images or embedded graphics bloat the file.

Fix:

• Keep resumes under 2MB (most ATS systems have limits)
• Compress images before inserting
• Use tools like SmallPDF to compress the final file
• Remove unnecessary graphics or logos

Problem: Links Don’t Work

Why it happens: Hyperlinks weren’t properly formatted in the source document.

Fix: Ensure all links use the full URL (https://…) and are actually hyperlinked, not just blue text. Test every link in the final PDF.

PDF vs Word: Which Format Should You Submit?

Scenario	Best Format
Job posting doesn’t specify	PDF
Posting asks for Word document	Word (.docx)
Emailing directly to recruiter	PDF
Uploading to online application	PDF (unless system requires Word)
LinkedIn Easy Apply	PDF
Older ATS systems	Word (if you have issues with PDF)

When in doubt, submit PDF. It’s the industry standard and ensures consistent formatting.

How to Name Your Resume PDF

File naming matters more than you think. Recruiters download hundreds of resumes—make yours easy to find.

Recommended format:

FirstName_LastName_Resume.pdf

Examples:

• John_Smith_Resume.pdf ✓
• Sarah_Johnson_Marketing_Resume.pdf ✓
• Resume_Final_v3.pdf ✗
• MyResume.pdf ✗
• Document1.pdf ✗

Pre-Send Checklist: Verify Your PDF Resume

Before sending your resume, run through this checklist:

• ☐ Open the PDF on a different device (phone, another computer)
• ☐ Check that all fonts display correctly
• ☐ Verify margins and spacing look correct
• ☐ Test all hyperlinks (LinkedIn, portfolio, email)
• ☐ Confirm file size is under 2MB
• ☐ Copy-paste text into Notepad to verify ATS readability
• ☐ Check filename follows professional format

Frequently Asked Questions

Can ATS systems read PDF resumes?

Yes. Modern ATS systems parse PDF text without issues—as long as the PDF contains actual text (not scanned images). Use “Save As PDF” from Word or Google Docs to ensure text is preserved. Avoid scanning printed resumes to PDF.

What’s the best PDF quality/DPI for resumes?

Standard quality (usually the default setting) is perfect for resumes. High-resolution settings are unnecessary and increase file size. The text-based nature of resumes means DPI matters less than for image-heavy documents.

How do I reduce my resume PDF file size?

Remove or compress images, avoid embedded fonts when possible, and use online compression tools like SmallPDF or ILovePDF. Target under 500KB for optimal email delivery and ATS processing.

Can I convert my resume to PDF on my phone?

Yes. Use Google Docs (File → Download → PDF) or the Microsoft Word app (Share → Send a Copy → PDF). Both produce quality results. Always double-check formatting on a larger screen before submitting.

Should I password-protect my resume PDF?

No. Password protection prevents ATS systems from reading your resume and creates unnecessary friction for recruiters. Keep your resume open and accessible.

Create a Perfect PDF Resume in Minutes

Converting your resume to PDF doesn’t have to be frustrating. By using the right method—”Save As PDF” in Word or Google Docs—and following our formatting tips, you’ll produce a professional document every time.

Or skip the conversion hassle entirely: Build your resume with StylingCV and download a perfectly formatted, ATS-optimized PDF with one click.

Need more help? Check out our guides on ATS-friendly resumes, resume templates, and best fonts for resumes.