Word vs PDF: Which Format Should You Use?
The Short Answer
Word documents are for writing and editing; PDFs are for sending and printing. A DOCX can look different on another computer, while a PDF looks the same everywhere and is hard to change by accident. Write in Word, deliver as PDF.
Word vs PDF Side by Side
| Word | ||
|---|---|---|
| Full name | Word: Microsoft Word Document (Office Open XML) | PDF: Portable Document Format |
| File extension | Word: .docx | PDF: .pdf |
| How it stores data | Word: Zipped XML with styles, images and fonts references | PDF: Fixed page layout with embedded fonts and images |
| File size | Word: depends on what is inside | PDF: depends on what is inside |
| Created by | Word: Microsoft, 2007 | PDF: Adobe (ISO 32000 since 2008), 1993 |
| Best for | Word: documents that someone still needs to edit | PDF: sharing, printing, signing and archiving finished documents |
| Watch out | Word: layout can shift between programs and installed fonts | PDF: hard to edit — the text is positioned, not flowing |
| Opens with | Word: Microsoft Word, Google Docs, LibreOffice Writer, Apple Pages | PDF: every browser, Adobe Acrobat, Preview, phones |
Choose Word When
- Documents that are still being written or reviewed
- Templates and files others must edit
Choose PDF When
- CVs, invoices, contracts and anything final
- Printing
- Files that must look identical on every device
Convert Between Word and PDF
More About Each Format
Frequently Asked Questions
Which is better, Word or PDF?
Word documents are for writing and editing; PDFs are for sending and printing. A DOCX can look different on another computer, while a PDF looks the same everywhere and is hard to change by accident. Write in Word, deliver as PDF.
When should I use Word?
Documents that are still being written or reviewed. Templates and files others must edit.
When should I use PDF?
CVs, invoices, contracts and anything final. Printing. Files that must look identical on every device.
What is Word?
DOCX is the format of Microsoft Word since 2007 and the working standard for editable documents: letters, reports, CVs. Google Docs, LibreOffice and Pages open it too.
What is PDF?
A PDF looks the same on every screen and every printer: fonts, layout and images are fixed inside the file. That is why contracts, invoices, forms and manuals are sent as PDF.
Can I convert between Word and PDF?
Yes — free, in batches and without an account. Convert Word to PDF, or Convert PDF to Word with the converter linked on this page.