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How to convert a Word document to PDF for faxing
Online fax services work best with PDF files, and the service this site recommends accepts PDF, PNG and JPG. If your letter, form or report is a Word file, convert it to PDF first. It takes less than a minute and locks the layout so the recipient sees what you see. This emailto-fax.ca guide covers the quickest way to do it in each version of Word, plus a few checks that make faxed pages easier to read.
Get Started NowConvert in Word for Windows
You can also use File, then Export, then Create PDF/XPS. Both give the same result.
If Save as type does not list PDF, your copy of Word may be very old. In that case, choose File, then Print, and pick Microsoft Print to PDF as the printer instead. The result works just as well for faxing.
- Open the document in Word.
- Choose File, then Save As, and pick a folder.
- In the Save as type list, choose PDF.
- Click Options if you want to save only certain pages.
- Click Save. Word creates a PDF copy and leaves your original .docx untouched.
Convert in Word for Mac, Word on the web or other editors
- Word for Mac: choose File, then Save As, and set File Format to PDF. Or choose File, then Print, and pick Save as PDF from the PDF menu
- Word on the web: choose File, then Download, then Download as PDF
- Google Docs: choose File, then Download, then PDF document
- LibreOffice Writer: choose File, then Export As, then Export as PDF
Make the PDF fax-friendly
Fax converts pages to black and white at a lower resolution than your screen. A few small changes before you export help a lot.
- Use at least 11-point text in a plain font; very thin fonts can break up
- Change coloured text and highlights to black or bold, since colours become grey
- Check that tables fit within the page margins; content past the edge is cut off
- Use letter-size paper (8.5 by 11 inches), which is standard in Canada
- Remove tracked changes and comments, or they may appear in the PDF
- Put the page count in the footer, such as Page 1 of 3
Check the PDF before you send
If something is off, fix it in the Word file and export again rather than editing the PDF. That keeps your original and the faxed copy in step.
- Open the PDF and scroll through every page at full size.
- Look for headers or footers pushed onto an extra page.
- Check that signatures, initials and dates are where they should be.
- Zoom in on numbers such as health card or account numbers; a misread digit causes delays.
- Confirm the page count matches what you will write on the cover page.
Send the PDF
Once the PDF is ready, emailto-fax.ca recommends sending it through FaxToFax.com from your browser. Sign in with your email and one-time code, start a new fax, upload the PDF, add a cover page, enter the fax number and confirm it before sending.
If you write the same kind of letter often, you can skip Word entirely: compose the page in the fax editor on your letterhead and send it directly.
How to Convert a Word Document to PDF for Faxing: questions
Can I fax a .docx file directly?
Not with the service this site recommends. It accepts PDF, PNG and JPG, so convert Word files to PDF first using Save As or Export.
How do I add a signature before converting?
Insert an image of your signature in Word, or print, sign and scan the page. The fax service does not have an e-signature feature, so the signature needs to be in the file before you upload it.
Why does my PDF look different on the fax?
Fax pages are black and white and lower resolution. Light colours, small text and shaded backgrounds lose detail. Increase the font size and switch to black text before exporting.
Should I save every page or just some?
Send only the pages the recipient needs. Each page counts toward your plan, and smaller faxes are less likely to be interrupted on busy lines.
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