Prepare documents before export
In word processors, check headings, page breaks, margins, headers, footers, and footnotes before exporting. A PDF preserves layout mistakes as faithfully as good formatting.
Embed fonts when possible, especially for resumes, proposals, certificates, and documents with non-standard characters. Missing fonts can change line breaks and page counts.
Prepare spreadsheets for PDF
Set the print area, page orientation, scaling, and repeating header rows before export. Spreadsheets often fail because the PDF was generated from the entire worksheet instead of the intended table.
Preview every page before sending. Watch for columns split across pages, formulas displayed instead of values, and hidden rows that should stay hidden.
Prepare slides and images
For slide decks, decide whether the PDF should include speaker notes, hidden slides, and handout layouts. Export settings can accidentally include internal notes.
For images, avoid converting dozens of camera photos at full resolution if the recipient only needs readable copies. Resize or compress the final PDF after checking legibility.
Check the exported PDF
Open the PDF independently from the app that created it. Verify links, page order, image clarity, selectable text, and whether comments or private notes were included.
Use a short filename that describes the final purpose, not the editing history. A clean name helps recipients know which file is final.