Digital Stewardship Curriculum
Center for Digital Scholarship and Curation
PO Box 645610, Pullman, WA 99164-5610
https://cdsc.libraries.wsu.edu/cdsc/
https://sustainableheritagenetwork.org
Converting a Microsoft Word
Document to a PDF/A File
Digital Stewardship Curriculum
When saving documents created in Microsoft Word, it is best to convert to a sustainable
format. Currently, PDF/A, a standardized version of PDF, is the best option for long term
preservation. There are a few steps involved in the conversion process. This document
will cover the following steps in Microsoft Word 10 in a Windows 10 environment:
● Make sure that the document properties (metadata) are accurate.
● Embed all of the document fonts.
● Make sure the PDF is not password protected.
● Ensure that the security settings allow printing.
● Save the document in PDF/A format.
How to check and edit document properties in Microsoft Word
To check document properties in Microsoft Word 2010:
1.
Select the File tab.
2.
Select Info to view the document properties.
3.
On the right-side panel view Properties.
4.
Click Show All Properties.
5.
Make sure that all of the information in the properties window is correct. You
may want to add an Author, Title, Company, or other related metadata.
6.
Click the File tab to return to your document. Changes are saved
automatically.
How to embed fonts in Microsoft Word
If the fonts in your document are not embedded and they are not available on the
document reader's computer, the program displaying the PDF file will make a
"best guess" as to which fonts to use instead. Sometimes this can create
significant differences between your original intent and what readers see on their
screens.
To embed fonts in Microsoft Word 2010:
1.
If possible, the document should utilize TrueType fonts.
2.
In the File menu, click on Options.