How to fix the change of spacing in certain paragraphs when converting a Word doc to PDF?

Arwa Alghamdi 20 Reputation points
2025-07-31T07:55:33.0933333+00:00

Hi there,

I am converting a word document (my thesis that is about 270 pages) to a PDF- via the option (save as pdf from word). However, I noticed that the PDF shows a few paragraphs with a different spacing option and a random change in line position- see the attached image and compare the problematic section (lower half) to the above section. I also tried Adobe online to save as PDF but the problem persists.

I checked the word document and I am 100% certain that those problematic paragraphs have the same spacing settings as everywhere else. Can you help please?

Many thanks,

Arwa

Microsoft 365 and Office | Word | For education | MacOS
Answer accepted by question author
Anonymous
2025-07-31T09:02:42.1+00:00

Hi Arwa Alghamdi

Thanks for reaching out to the Microsoft Q&A forum regarding inconsistent paragraph spacing when exporting your Word document to PDF. We understand how important formatting accuracy is, especially for critical documents like your thesis.

After reviewing the situation, we’d like to share recommended solutions:

Use the Print to PDF Method:

  • Go to File > Print.
  • In the bottom-left corner, select PDF > Save as PDF. User's image
  • This method often preserves formatting more accurately.

Check and Standardize Fonts:

  • Use common fonts like Times New Roman, Arial, or Calibri.
  • Avoid system fonts such as Helvetica or San Francisco.

If the issue persists after trying these steps, please share a sample file or screenshot so I can better understand the issue. Kindly blur or hide any sensitive information in the image. 

In case you need further assistance, feel free to reach out.

If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment". 

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  1. Anonymous
    2025-08-01T08:38:48.0733333+00:00

    Hi Arwa Alghamdi

    Thank you for your follow-up and for sharing the details of your experience. You're absolutely right, using the Print to PDF method on macOS often resolves spacing issues in Word documents. However, this method does not preserve hyperlinks, as it treats the document as a static printout rather than an interactive file.

    To ensure both formatting and hyperlinks are retained when exporting your Word document to PDF, we recommend the following:

    Recommended Solution: Use Word Online

    If you're using Microsoft 365:

    1. Upload your Word document to OneDrive.
    2. Open the document in Word Online via https://office.com.
    3. Go to File > Save As/Export to > Download (as PDF)

    This method preserves both formatting and hyperlinks and avoids the spacing issues commonly seen on macOS.

    Alternative Workaround (if Word Online is not an option)

    If you need to use Word for Mac:

    • Manually fix any spacing issues in Word before exporting.
    • Use consistent paragraph styles and avoid manual line breaks.
    • Standardize fonts using Times New Roman, Arial, or Calibri.

    Export using File > Save As > PDF (not Print to PDF). This method preserves hyperlinks but may require formatting adjustments to ensure layout consistency.

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