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The Right PDF MS Office add-in appears as a tab in the Word ribbon, making it quick and easy to create PDF files and change conversion settings.

To create a PDF

  1. Open a file to be converted to PDF in MS Word.

  2. Among Word ribbon tabs, choose Right PDF > Create PDF.

  3. (Optional) You can change PDF conversion settings by clicking Settings.

  4. Select either Convert To PDF or Convert To PDF and E-mail:

    • Select Convert To PDF. It directly converts the current file to a PDF document and saves it in a location you specify.

    • Select Convert To PDF and E-mail. Select this if you want to send the PDF as an email attachment. Your default mail client appears right after the conversion is done. Then you can enter recipients, a subject, and send the attached PDF document.

To change PDF conversion settings

Adjust Word conversion settings and decide whether to generate bookmarks, links, comments and tags in the resulting PDF file.

  1. Choose Right PDF > Create PDF > Settings.

  2. In the Right PDF Word dialog box, set the conversion settings as needed and then click OK:

Generate Bookmarks, Links, Comments and Tags in resulting PDF file. Check to make all changed settings take effect.

Bookmarks. It displays all the Word headings and styles the current document contains. You can choose the styles to be converted to bookmarks by selecting checkboxes in the Bookmark column. Then you can decide a bookmark level for each style (the default level is 1). Click on the level number to modify it.

Links. Almost all Word document links can be converted to PDF links, including footnote and endnote links, cross-document links, Internet links, and cross reference links.

  • Foot & Endnote Links. Select to convert Word’s footnotes and endnotes to PDF links.

  • Cross-document Links. Cross-document links let you access other documents. Select to convert Word’s cross-document links to PDF links. Then you can decide how to address the destination documents:

    • Full Path Name. Set to address destination documents with full paths that includes the driver letter. Note that links will be broken if you move the files.

    • Relative Path Name. Set to address destination documents with relative paths. You are allowed to move links without affecting their availability.

    • Always change target document extensions to *.pdf. Check to give all destination files of the cross-document links the PDF file extension. For instance, if you create a link to an Excel file named “xxx.xls”, PDF links will change the name to ”xxx.pdf” in the resulting PDF link.

  • Internet Links. Select to convert all Internet URL addresses to PDF links automatically.

  • Cross Reference Links. Cross Reference Links let you jump to a specific place within the current document. Select to convert these links to PDF links.

  • Type/Style/Color. Select a desired link rectangle type and color, and decide whether the border line should be solid or dashed.

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  • How to highlight link region. Decide how links behave when users click them in the generated PDF file. Select None for no highlighting or Outline, Invert, or Inset to highlight links.

  • How to fit target page to window. Specify a way the target page fits to the window.

Comments. It displays the authors of the comments added to the current document. You can decide whose comments will be transferred to the generated PDF document by selecting the checkbox next to the author. Then you can select a desired color and the display state for the transferred comments from a specific author.

  • Convert Word comments to PDF comments. Select to let comments from the specified author appear in the generated PDF file. Comments transferred to the PDF file are all displayed in the Comments panel.

  • Comment/ Author Name/ Status/ Color. In the Comment column, specify the authors whose comments are going to be converted by individually checking the checkboxes. In the Status column, decide how the comments should be displayed when the generated PDF is opened. Click the Status value and select either Closed or Open from the drop-down menu. Open means displaying comment pop-up notes open and Closed means displaying comment icons only.

  • Convert Word Linked Text Boxes to PDF Articles. Linked text boxes created in Word define the reading order of documents with complex page layout, and so do Articles in PDFs. Select this option to convert the defined reading order to the generated PDF so that you can read through contents across pages in the order you want.

Tags. Create a tagged PDF file from the current Word document.

  • Tag PDF/A content when PDF/A is selected in Advanced Settings. If you select any PDF/A options from the Compatible with drop-down menu, (choose Advanced Settings > Advanced Settings (Right PDF) > PDF Settings > Compatible with), contents of PDF/A documents will be tagged.

  • Create PDF Tags. Select to create tagged PDFs.

    • Create tags from textboxes. Select to tag text boxes.

    • Create tags from shapes. Select to tag shape objects.

    • Create tags from in-line shapes. Select to include inline shapes, such as charts or clip arts in the tag structure of the generated PDF.

Advanced Settings. Check Embed Metadata to include metadata, such as author, title, and more in the resulting PDF file, making it possible for recipients to access the data via PDF Document Properties. To view and edit advanced settings, click Advanced Settings (Right PDF) and select the following options as needed:

  • General. You have full control over paper size, page layout, resolution, printing in grayscale, and whether to view the output file after conversion.

    • Page Size. Select Standard and choose a page size from the drop-down menu. You can click Add… and in the Custom Page Settings dialog box, click Add… again to define a new page size and add it to the list, or edit an existing size. Alternatively, select Custom and define the page dimensions.

    • Orientation. Choose between Portrait and Landscape.

    • Resolution. It affects character spacing, line breaks, and image quality. Select a resolution level from the drop-down menu: Screen (72 dpi), Low (150 dpi), Medium (300 dpi), High (600 dpi), 1200 dpi, or 2400 dpi. The higher the resolution, the larger the file size. While lower resolution is usually used for screen viewing, you can choose at least 600 dpi to print high-quality hard copies or gain better precision over character positioning.

    • Color. Select the color scheme used to print the resulting PDF. (Color, Grayscale, or Black & White.)

    • Scale. Determine whether to reduce or enlarge the document. The scale ranges from 1 to 1000 percent. To reduce the size of the text and images on the page, enter a value less than 100; otherwise, enter a value greater than 100.

    • View Resulting PDF. It opens the resulting PDF file right after the conversion is over.

PDF Settings. It provides controls over Compatibility, Font Embed, Compression, Security, Watermark, Destination, Document Settings, and Multiple pages per sheet. Click Advanced… next to a control to further view or edit its settings.

Notes: you will be prompted to determine what if a file with the same name is already in the location you specify.

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