53 min read
PDF Workflows
Export, tagged PDFs, and editing PDFs in Word.
What This Lesson Covers
Families on phones should read term dates without accidentally editing them. A PDF (Portable Document Format) is a fixed-layout file that looks the same on every device and is hard to edit accidentally — read-only snapshot of the handbook, safe for parents, not for daily editing.
James Okonkwo uploads NorthgateHandbook.pdf to the website while NorthgateHandbook.docx stays the editable master on the office PC. Emailing the .docx to parents risks someone changing Open Day times before forwarding.
In this lesson you will learn exporting NorthgateHandbook.docx as PDF — the copy parents download from the school website.
You will also Save As PDF and verify page count matches Word.
Why PDF for Parents
A PDF looks the same on every device. Parents cannot accidentally change term dates.
NorthgateHandbook.docx stays your master copy. NorthgateHandbook.pdf is what you upload to the school website. Always keep NorthgateHandbook.docx as the working file — PDF is the published copy only. Replacing the .docx master with PDF-only makes next year's handbook hard to edit.
Export to PDF
- File tab → Save As.
- Choose a folder (e.g. Documents).
- File name: NorthgateHandbook.pdf.
- Save as type: **PDF (*.pdf)**.
- Click Save.
- If asked, choose Standard (publishing online and printing).
File → Save As → NorthgateHandbook.pdf → Standard (publishing online and printing) is the usual path for website download and home printing.
File Tab — PDF Options
| Option | When to use |
|---|---|
| Standard (publishing online and printing) | Website download and home printing |
| Minimum size (publishing online) | Email attachment when file size matters |
| Open file after publishing | Quick visual check after export |
After export, open the PDF and confirm page count matches Word — especially the Open Day table on Saturday 14 March 2026. Example: note Word status bar Page 12 of 12, export NorthgateHandbook.pdf, open PDF — viewer shows 12 pages — if counts differ, check section breaks before re-exporting.
Alternative: Print to PDF
File → Print → Printer: Microsoft Print to PDF (Windows) or Save as PDF (Mac) → Print/Save.
Same result — useful when you already have Print Preview open. Confirm the Open Day page renders correctly in the PDF viewer before upload.
Northgate Website Upload
James Okonkwo workflow after open day materials are final:
- Accept all Track Changes in NorthgateHandbook.docx.
- File → Save As → NorthgateHandbook.pdf.
- Open PDF — spot-check cover, contents, Open Day page.
- Upload PDF to the school site; keep .docx internal.
Email the PDF link to families — not the editable NorthgateHandbook.docx. Standard quality suits print and web; minimum size suits small attachments when email limits apply.
Hands-on steps
Goal
Export tagged PDF with bookmarks from headings.
James Okonkwo adds this to NorthgateHandbook.docx as part of one polished student handbook, policy pack, and open-day collateral before families arrive.
Export
Where
Do this
You should see
- PDF options dialog.
Verification
Check your work
You are correct if all of these are true:
- PDF opens with navigable bookmarks from headings.
- Accessibility tagging enabled in export options.
- Hyperlinks in handbook work in PDF (test one internal link).
More lessons in Microsoft Word · Next: Security & Metadata · Previous: Printing & Publishing