How to Convert PDF to Word: A Step-by-Step Guide

PDF to Word conversion is essential for businesses as it facilitates seamless document editing and collaboration. By converting PDFs to Word format, businesses can easily update contracts, proposals, and reports without altering the original formatting. This flexibility streamlines workflow efficiency and enhances team collaboration, allowing quick revisions and approvals. Moreover, converting PDFs to Word enables businesses to integrate document content into presentations, spreadsheets, and other formats, optimizing information accessibility and usability across various platforms. Ultimately, this capability supports agile business practices, improves document management processes, and ensures that critical information remains editable and adaptable to evolving business needs.

However, many businesses face challenges during PDF to Word conversion. This includes formatting discrepancies that may alter document layout or styling. Complex PDFs with images, tables, or specialized fonts often require manual adjustments post-conversion, which consumes time and effort. Moreover, security concerns arise when sensitive information in PDFs is compromised during online conversions. Compatibility issues between PDF versions and Word formats can also lead to errors or missing content. These challenges necessitate careful selection of conversion tools and processes to maintain document integrity and minimize disruptions in business workflows and communications.

This blog delves into discussing how to change PDF to Word using Windows, Mac, and more and aims to help businesses with document conversion without compromising quality and efficiency. 

How to Convert PDF to Word in Windows 

To convert a PDF to Word in Windows, you can use Adobe Acrobat, Microsoft Word, or any third-party software. Here's a step-by-step process to know how to change PDF to Word using Adobe Acrobat DC, a widely used tool for PDF management:

Using Acrobat DC

Here's a step-by-step process using Adobe Acrobat DC, a widely used tool for PDF management:

Open Adobe Acrobat DC: Launch Adobe Acrobat DC on your Windows computer.

Open the PDF File: Click on "File" at the top and choose "Open" to browse and open the PDF file you want to convert.

Convert PDF to Word: After opening the PDF, go to "File" again, then select "Export To"> "Microsoft Word"> "Word Document".

Choose Conversion Settings: Select the conversion settings you want, such as maintaining the layout or including images.

Save the Word Document: Specify where to save the converted Word document and click "Save".

Wait for Conversion: Adobe Acrobat DC will convert the PDF to Word format. The time taken depends on the file size and complexity.

Open the Converted Word Document: Once the conversion is complete, navigate to the saved location and open the Word document in Microsoft Word to review and edit as needed.

How to Convert PDF to Word Using MS Word 

Here's a step-by-step guide to converting a PDF to Word using Microsoft Word on Windows:

Open Microsoft Word: Launch Microsoft Word on your Windows computer.

Open the PDF File: Click on "File" in the top left corner of the Word window and select "Open".

Select the PDF File: Go to the location of your PDF file, select it, and click "Open".

Confirm Conversion: A dialog box confirms that MS Word will convert the PDF into an editable Word document. Click "OK" to proceed.

Wait for Conversion: Microsoft Word will convert the PDF to Word format. The time taken depends on the file size and complexity.

Review and Edit: After completion of the conversion, review and edit the Word document as needed.

Save the Word Document: Click on "File"> "Save As" to save the converted Word document to your desired location with a new name.

How to Convert PDF to Word on Mac 

PDF to Word conversion on Mac can be done using the built-in Preview app, which allows basic conversion capabilities. Here's a step-by-step guide:

How to Change PDF to Word Using Preview on Mac:

1. Open the PDF file with Preview:

• Find the PDF file you want to convert.
• Right-click (or control-click) on the PDF file.
• Choose "Open With" and select "Preview".

2. Export as Word Document:

• In the Preview menu bar, click on "File".
• Select "Export as PDF...".

3. Choose Word Format:

• In the export dialog box, choose "Format" as "Word".
• Optionally, adjust other settings like filename and location.

4. Save the Word Document:

• Click "Save" to start the conversion process.

5. Open the Converted Word Document:

• Navigate to the location where you saved the Word document.
• Open it in Microsoft Word or any compatible word processor to review and edit as needed.

How to Convert PDF to Word with OCR

Converting a PDF to Word with OCR (Optical Character Recognition) is useful when dealing with scanned documents or PDFs containing text images. Here's a step-by-step guide to perform OCR and convert PDF to Word with the help of Adobe Acrobat DC, which includes OCR functionality:

How to Convert a PDF to Word Using Adobe Acrobat DC (Windows):

• Open Adobe Acrobat DC: Launch Adobe Acrobat DC on your Windows computer.
• Open the PDF File: Click on "File" in the top left corner and select "Open" to open the PDF file you want to convert.
• Perform OCR: If your PDF is not already searchable (i.e., it contains images of text), Acrobat will prompt you to perform OCR automatically. If not, go to "Tools"> "Enhance Scans"> "Recognize Text"> "In This File".
• Convert PDF to Word: After OCR is complete, go to "File"> "Export To"> "Microsoft Word"> "Word Document".
• Choose Conversion Settings: Select your desired settings for the conversion, such as maintaining layout or including images, and click "Export".
• Save the Word Document: Specify a location to save the converted Word document and click "Save".
• Wait for Conversion: Adobe Acrobat DC will convert the PDF to Word format. The time taken depends on the file size and complexity.
• Open the Converted Word Document: Once the conversion is complete, navigate to the saved location and open the Word document in Microsoft Word to review and edit as needed.

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Conclusion 

PDF to Word conversion will evolve significantly by utilizing advanced AI and machine learning algorithms. This evolution will likely improve accuracy, speed, and formatting fidelity in converting PDFs to Word documents. AI-driven OCR (Optical Character Recognition) systems will be crucial in deciphering complex layouts, graphics, and languages with high precision. Moreover, integration with cloud-based platforms will enable seamless access and editing across devices and enhance productivity and collaboration in document management. 

However, to embrace such transformation, businesses must invest in software licenses, hardware upgrades, etc. They must also train their employees to utilize Advanced PDF to Word conversion systems effectively. Moreover, the complexity of integrating these technologies with existing IT infrastructure and workflows can pose implementation challenges. In such scenarios, outsourcing can become a strategic business solution, ensuring cost-effective solutions and specialized expertise.

Invensis is a leader in offering PDF conversion outsourcing services, including PDF to Microsoft Word conversion, reports to PDF, images to PDF, Document to PDF, PDF to audio and video conversion, etc. We offer tailored solutions to improve accuracy, speed, and reliability in converting PDFs to Word documents through OCR systems. We also prioritize data security by implementing robust measures to safeguard sensitive information throughout the conversion process. Contact us now to streamline your document management workflows, reduce operational costs, and focus more resources on core activities. 

Frequently Asked Questions

1. How to convert PDF into word for free?

To convert a PDF to Word for free, you can use online tools, including Smallpdf, ILovePDF, or PDF to DOC. Simply upload your PDF file to one of these websites, choose the option to convert to Word, and download the converted document. These tools provide a quick and easy way to convert files without any cost.

2. How do I convert PDF to Word document?

To convert a PDF to a Word document, you can use various online tools like Smallpdf, ILovePDF, PDF2Doc, and Adobe Acrobat. Simply upload the PDF file to the selected platform, choose the option to convert it to Word, and then download the resulting document. These tools are user-friendly, often free, and simplify the conversion process.

3. How do I open a PDF in Word?

To open a PDF in Word, follow these steps:

1. Open Microsoft Word and select "File" from the menu.
2. Choose "Open," then browse to find the PDF file you want to open.
3. Select the PDF file, and Word will display a dialog box stating that it will convert the PDF into an editable Word document.
4. Click "OK" to proceed, and Word will open the PDF, allowing you to edit the content as needed.

4. How do I copy from PDF to Word?

To copy text from a PDF to Word, follow these steps:

1. Open the PDF file with Adobe Acrobat Reader.
2. Select the text you want to copy by clicking and dragging the cursor.
3. Right-click the selected text and choose "Copy" or press Ctrl+C.
4. Open Microsoft Word and place the cursor where you want to insert the text.
5. Right-click and choose "Paste"

This will transfer the selected text from the PDF to the Word document.

5. How to make PDF to Word Editable?‍

1. To make a PDF editable in Word:
2. Open the PDF in Adobe Acrobat DC.
3. Use the "Export To" feature to save it as a Word document.
4. Alternatively, you can use third-party online tools, upload the PDF, and download the converted Word file, ensuring the text is editable.