How to Print Word Templates and Export Them to PDF
Word templates are ready-made document files you can download and customize for resumes, invoices, reports, letters, and more. After filling in your information, the two most common final steps are:
Printing the document on paper
Exporting or saving it as a PDF for digital sharing
Below is a clear, step-by-step guide for both.
1. Preparing Your Word Template Before Printing or Exporting
Before you print or create a PDF, it’s important to check a few details:
Make sure all placeholder text (like “Your Name Here”) is replaced.
Check fonts and sizes for consistency.
Verify margins and page size (most commonly A4 or Letter).
Look at the document in “Print Layout” or “Print Preview” to see how it will look on paper.
This simple review saves you from wasting paper and from creating PDFs with mistakes.
2. How to Print a Word Template (Desktop)
These steps apply to common desktop editors such as Microsoft Word or other compatible office suites:
Open your Word template file (for example: invoice-template.docx).
Go to the File menu.
Click Print.
Choose your printer from the list.
Select page range (All pages, or a specific range like 1–2).
Check orientation (Portrait or Landscape).
Make sure the paper size matches what’s in your printer (often A4 or Letter).
Use Print Preview if available to confirm nothing is cut off.
Click Print.
Tip:
If the template is designed with color elements but you want to save ink, choose “Print in grayscale” or “Black & White” in the printer options.
3. How to Print a Word Template from an Online Editor
If you’re using an online editor (for example, you uploaded your .docx file to a cloud editor):
Open the file in your browser.
Look for the File menu or a Print icon.
Click Print (sometimes it opens the browser’s print dialog).
Choose your physical printer.
Adjust layout, paper size, and margins if needed.
Confirm and print.
Some online editors first convert to a PDF in the background and then send it to the print dialog, but the process is almost the same for you as a user.
4. How to Export a Word Template to PDF on Desktop
Exporting to PDF is ideal when you want:
A file that looks the same on every device
A read-only version for clients, HR departments, or archives
A smaller, more secure format for email and web upload
Typical steps in a desktop editor:
Open your Word template file.
Go to File.
Choose Save As, Export, or Save a Copy (the wording may differ slightly).
In the file type list, select PDF.
Choose the folder where you want to save the PDF.
Give the file a clear name (for example, John-Doe-CV.pdf or Invoice-2025-01.pdf).
Click Save or Export.
Some editors also have an option like “Save As PDF (Optimized for Online Viewing)” or “Minimum Size (Publishing Online)” if you want a smaller file.
5. How to Export a Word Template to PDF Using an Online Editor
If your .docx file is opened in a browser-based editor:
Upload and open the Word template in your online editor.
Go to the File menu.
Look for an option like Download, Export, or Download as.
Select PDF Document.
The PDF will be generated and downloaded to your device.
This is useful if you don’t have desktop office software installed.
6. Converting Word Templates to PDF with Online Converters
If you only have the .docx file and no editor that can save to PDF, you can use a file conversion website:
Go to a trusted online file converter.
Upload your Word template (.doc or .docx).
Choose PDF as the output format.
Start the conversion.
Download the resulting PDF.
For sensitive documents (like contracts or personal data), it’s better to use desktop software or well-known, trusted services.
7. Practical Tips for Better Printed and PDF Results
Check page breaks: Make sure important sections don’t start at the very bottom of a page.
Use standard fonts: Fonts like Arial, Calibri, and Times New Roman usually render consistently in both Word and PDF.
Check images and logos: Make sure logos are not blurry and are placed correctly.
Review after export: Open the generated PDF and scroll through every page before sending or uploading it.
Summary
Printing and exporting Word templates is straightforward:
Open > Review > Print for paper copies
Open > Save/Export as PDF for digital copies
By following the steps above, you can turn any Word template—CV, invoice, letter, report—into a professional-looking printed document or a clean, portable PDF that can be safely shared and archived.
