DOCX vs PDF
A Word document is for editing; a PDF is for reading, printing and signing. Sending the wrong one causes most document headaches.
| Feature | DOCX | |
|---|---|---|
| Purpose | Editing | Viewing, printing, archiving |
| Layout on other devices | Can shift | Always identical |
| Fonts | Must be installed | Embedded |
| Editing | Easy | Limited without special software |
| Track changes and comments | Yes | Annotations only |
| Forms and signatures | Basic | Fillable forms, digital signatures |
Layout and fonts
A DOCX file describes text, styles and layout, but the final page is produced by the app that opens it. If the reader doesn't have your fonts, or uses Google Docs, Pages or a different version of Word, line breaks, page breaks and spacing can shift. Tables and images may move to the next page.
A PDF records exactly where every character, line and image goes on each page, and embeds the fonts it uses. It looks the same on a phone, a Mac, a Windows PC and a printer, which is why CVs, invoices, tickets and forms are almost always sent as PDFs.
Editing and collaboration
DOCX is built for writing and revising. Track changes, comments, styles and templates make it the right format for drafts, collaborative editing and documents others will adapt. Opening a PDF in Word converts it back to an editable document, but complex layouts often need tidying afterwards.
PDFs can be annotated, highlighted, signed and filled in, and PDF editors can change text, but they're not designed for heavy rewriting.
Security and permanence
PDF supports passwords with AES-256 encryption, permissions that restrict printing or copying, and digital signatures that show whether a document has been altered. PDF/A, an archival version, is required by many courts and archives. DOCX supports password protection too, but it's mostly used for working documents.
Remember that a PDF made from a Word document may still contain hidden text, comments or metadata if they weren't removed before exporting.
Practical advice
Applying for a job? Send a PDF unless the employer asks for Word. Sending a contract for signature? PDF. Asking a colleague to review a report? DOCX, so they can track changes. Many people send both, a PDF to read and a DOCX to edit.
Free Tools for This
They run in your browser, so your files are never uploaded.
Questions
Should I send my CV as PDF or Word?
PDF, unless the employer asks for Word. It keeps your layout and fonts exactly as designed.
How do I turn a DOCX into a PDF?
In Word, choose File, Save As and pick PDF. Google Docs and Pages also export to PDF.
Can I edit a PDF in Word?
Yes. Word converts PDFs into editable documents, though complex layouts may need fixing.
Which is more secure?
PDF offers stronger options, including AES-256 passwords, permissions and digital signatures.