Saving a Word document as PDF on a Mac presents you with two buttons. They look similar. They are not. The choice determines whether your hyperlinks survive, whether a screen reader can parse the file, and whether your document leaves your machine at all.
The Two PDF Export Options in Word for Mac
Go to File > Save As (or Export) and set File Format to PDF. You will see two choices: “Best for electronic distribution and accessibility (uses Microsoft online service)” and “Best for printing.”
These use different conversion engines and produce different files. The option you pick determines whether hyperlinks work, whether the PDF is tagged for screen readers, and whether your document is sent to an external service.
Best for Electronic Distribution and Accessibility
When Links and Screen Readers Matter
Pick this option for any document you will share by email or download link. It uses a Microsoft online service to convert the file. The result is a tagged PDF with working hyperlinks. Screen readers and other assistive tools can interpret the document structure.
This option requires an internet connection. If you are offline, it will not work. And because your document is sent to a Microsoft service, think about privacy. If the file contains confidential information, avoid sending it externally.
Best for Printing Word Mac
Offline Conversion for Paper Output
The other choice, “Best for printing,” converts the PDF entirely on your Mac. It works offline and sends no data anywhere. It preserves the visual layout for paper. The trade-off: hyperlinks and document structure tags may not survive. If your PDF needs clickable links or must work with screen readers, this option will let you down.
For most print jobs, it is reliable. But if you need a PDF that is both print-ready and interactive, test the output. The electronic distribution option often produces a PDF that prints well. The reverse is not true.
How to Export a PDF with Working Links
Follow these steps for clickable links in your PDF:
- Open your document in Word for Mac.
- Click File and choose Save As (or Export).
- Set File Format to PDF.
- Select Best for electronic distribution and accessibility (uses Microsoft online service).
- Click Export or Save and wait for the online conversion to finish.
This embeds hyperlinks and tags the PDF for assistive technology. Use it for any document that will be read on a screen.
Choose the “Best for printing” option and links are not clickable. That is the whole reason the electronic distribution option exists. Match the option to your intended use.
What About File > Print > Save as PDF?
The macOS Print Route
Another way to create a PDF on a Mac is File > Print > PDF > Save as PDF. This uses the macOS print system, not Word's export. It loses clickable links because the print system does not preserve hyperlink information. It also omits document structure tags, so screen readers get nothing.
For simple documents destined only for the printer, this method works. If you need links or assistive-technology support, avoid it. Stick with Word's export options.
Font Substitution and Layout Changes
Why Your PDF Looks Different
Fonts not installed on your Mac are substituted during export. This can reflow text and shift page breaks. To avoid surprises, make sure the fonts used in your document are available on your Mac, or embed them.
This is not a flaw of the PDF export. It is a limitation of PDF creation when fonts are missing. If layout fidelity is critical, embed fonts before export or check the PDF after conversion.
Privacy and Offline Considerations
When the File Must Stay on Your Machine
The electronic distribution option sends your document to a Microsoft online service. For confidential documents, the offline “Best for printing” option is safer because it transmits nothing. You lose links and assistive-technology support.
A Third Way: Pages
If you need both privacy and links, open the .docx in macOS Pages. Export to PDF from there. It works entirely on your Mac, preserves links and tags, and sends no data to a service. The layout may shift slightly from Word.
Sum it up: need links and tags, and privacy is not a concern? Use the electronic distribution option. Need offline conversion and do not care about links? Use “Best for printing.” For maximum privacy with links, export via Pages. Be prepared for possible layout differences.