How to Save Any File as a PDF Across Devices
A practical, device-spanning guide to turning documents, images, and webpages into universally shareable PDFs with built-in tools and trusted apps.
Saving any file as a PDF is easier than ever, with built-in options on Windows, macOS, Chrome OS, and mobile devices, plus widely available apps and online tools. PDF remains a universal format because it preserves layout, fonts and images across devices, making it a reliable choice for resumes, tickets, receipts and contracts. In addition to portability, PDFs can be password-protected or encrypted, helping keep sensitive information secure when shared.
On Windows, saving a file as a PDF is usually a matter of using the print function. Open the file in its default app, click File, then Print, and select Microsoft Print to PDF as the printer. Click Print, choose where to save the file, and then confirm. Mac users follow a similar flow: open the file, choose Print, and in the bottom left corner select PDF and then Save to specify the location. These built‑in options cover common file types such as text documents, images and emails.
Chromebook users can also print to PDF from most apps that support printing. Open the file, choose Print, and in the Destination or Printer menu select Save as PDF, then Save. This works for documents, images and webpages viewed in Chrome OS or Android apps running on Chromebooks.
On mobile devices, turning a file into a PDF usually requires just a few taps. On Android, open the file in the default app, tap the Share icon, then Print. In the PDF preview, tap the Save or Download option to store the file as a PDF. On iPhone, open the file in an app such as Photos, Files or Notes, tap Share, then Print to access a PDF preview. From there, tap Share again and choose Save to Files to store the document locally.
Many apps and cloud services also offer built‑in PDF export. Microsoft Word, Excel and PowerPoint let you Save As or export to PDF directly from the app. Open the file, choose Save As, and set the file type to PDF. For Google Workspace apps such as Docs, Sheets and Slides, you can download as a PDF: open the file, select File, then Download, and choose PDF Document. If you’re saving a webpage, browsers such as Chrome, Edge and Firefox support printing to PDF from the page menu.
If you prefer to work from a browser, you can use online tools to convert files to PDF. CloudConvert, for example, lets you upload files, choose PDF as the target format, and then download the result. Go to the service, select a file, choose PDF in the Convert to dropdown, and click Convert, then Download. While online converters offer convenience, they may store copies of your documents on their servers, so it’s best to avoid uploading highly sensitive material. For sensitive documents such as tax returns, medical records or legal contracts, rely on built‑in tools or trusted apps instead.
For those who regularly capture physical documents, many scanning apps save directly to PDF. Adobe Scan is a popular option: open the app, sign in if prompted, use the scan button to capture a document, then save as a PDF within the app. This creates a digital version that preserves the original appearance and can be shared or stored like any other PDF.
Working with PDFs after they’re created offers additional options to maximize usability. You can merge multiple PDFs into a single document using trusted online or desktop tools. For example, Adobe provides a free online merge function where you can upload PDFs, rearrange them by dragging, and click Combine to produce a single file. If you need to reduce file size for easier sharing, Adobe also offers an online PDF compress tool; simply drag and drop the file, then click Compress. For protecting sensitive PDFs, you can password‑protect them online via addressable tools or in desktop apps. In Adobe’s ecosystem, you can drag and drop a PDF into Acrobat’s Protect tool, set a password, and confirm it before saving.
Signing is another common requirement. In Adobe Acrobat Reader, you can sign a PDF by selecting the E‑sign tab, adding a signature or initials, and applying it to the document. The process is designed to be quick and legally binding in many contexts, with options to draw a signature, insert an image, or type a name.
As with any digital workflow, security matters. When sharing PDFs that contain sensitive information, consider enabling password protection or encryption, and share only with trusted recipients. If you do choose to use online converters for non‑sensitive files, review the service’s privacy policy and use a reputable provider. Keeping software up to date and using built‑in tools on your device generally reduces risk compared with third‑party online services for critical documents.
In sum, saving a file as a PDF is a ubiquitous capability across devices and apps. From desktop and laptop ecosystems to mobile operating systems, the steps are straightforward and consistent enough to describe without specialized software. Whether you need to archive a document, share a contract, or preserve a webpage for reading later, PDFs offer a reliable, portable format that retains layout and appearance across platforms.