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convert to pdf and retain fonts/hyperlinks

User needs to convert a word doc to a pdf while retaining fonts and active hyperlinks.
Machine is a mac and is running High Sierra 10.13.3 and Word v16.11.1
The user does not have adobe, but other users with creative cloud have the same issue.
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Dawn Marie Stanford
Asked:
Dawn Marie Stanford
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2 Solutions
 
strungCommented:
I have had the same problem with losing links when converting from Mac Word to PDF. My solution was to save the Word document, then open it with the Mac Pages app. Then choose Exxport to PDF from within Pages.
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Qian BaoDigital Media Specialist and Web DesignerCommented:
Try to select "Best for electronic distribution and accessibility" when exporting as a PDF from Microsoft Word.

Screenshot
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Dawn Marie StanfordOperations CoordinatorAuthor Commented:
thank you for that suggestion. when i tried i got the following messages "objects in the table cells were removed", & " the font calibri is missing. your text might look different".
there were definitely alot of formatting changes.
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Dawn Marie StanfordOperations CoordinatorAuthor Commented:
when i use  "Best for electronic distribution and accessibility" when exporting as a PDF from Microsoft Word, it doesnt retain all the fonts
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Tim LapinComputer Consultant (Desktop analyst)Commented:
I have just tested Word 2016 for Mac  version 16.11.1 - build 180319   (note, there are two zeros after the 9 on the MS website, i.e. 18031900).

I created a PDF in two different ways:  
-   Save As...
and
-   Print... (save as PDF).

In both cases, the resultant PDF document had a working link that behaved exactly as the one in the original Word document.  I used Preview to view the two PDFs.

I am running High Sierra (10.13.4).

I would suggest you get the user to upgrade to the latest revision of High Sierra and see if that makes a difference.  As well, check the MS build for the client's Office suite.
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Dawn Marie StanfordOperations CoordinatorAuthor Commented:
thank you for the responses.

for clarification- i can get working hyperlinks when i save optimized for digital use and i can retain fonts when i save optimized for print use, but i cannot retain fonts AND retain working hyperlinks.
i need to be able to both.
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Eoin OSullivanConsultantCommented:
Dawn

You've discovered the BAD NEWS that PDF which Adobe own and DOCX from Microsoft are not perfect bedfellows and it has gotten worse of late.

The suggestion from strung is about as good as it gets on OSX in terms of getting from DOCX to PDF with the minimal damage.

The problem is that Word (which is basically a fancy word-processor) doesn't embed or treat fonts the way that the DTP oriented software like Acrobat/Illustrator/InDesign which is where the PDF is at home.  The worse new is that it USED to work better .. if you've older versions of Word for OSX there was a feature to embed all fonts in the file but that is gone in Word 2016 .. you now have a basic Export feature and no control over embedding the fonts anymore.

If you've Adobe Distiller on the mac you can print via Distiller and I think that retains the fonts but I'm not 100% on the hyperlinks surviving

I've also heard that using Word on a Windows PC might be a work-around as it has more options than the OSX version

https://discussions.apple.com/thread/7767435
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Tim LapinComputer Consultant (Desktop analyst)Commented:
I ran some more tests and found that I could have both different fonts AND active hyperlinks when saved optimized for digital use as well as saved from the Print to PDF menu.  Again, I tested in Preview after saving the two PDFs.

Perhaps it's the font choice itself?  Which font(s) is/are in use?
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Eoin OSullivanConsultantCommented:
@Tim

The fonts definitely ARE an issue .. non-system fonts such as those purchased from Adobe and other sources will cause issues as the Microsoft Word combined with the Apple system-level Print to PDF will not fully embed all the font data for custom purchased fonts.  Nor will Microsofts own Export to PDF feature.  It is quite common in DTP scenarios to have to include the font data separately or require the recipient to buy the same font in order to view/print the PDF correctly.

At present the only way to create 100% compatible PDFs is with a proper DTP application like InDesign/Illustrator/ Quark etc. etc.
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Tim LapinComputer Consultant (Desktop analyst)Commented:
Update on the version:  I ran an update late last week and am now at 16.12.
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Tim LapinComputer Consultant (Desktop analyst)Commented:
@Eoin,

I agree and believe that they are most likely THE issue here.  At least barring any new information turning up.
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