Using the Microsoft Office Save as PDF Add-in (Word 2007 and later)

See the section How do I create compliant PDFs from Word 2007?
 

Using Adobe Acrobat PDFMaker

These instructions require Adobe Acrobat Standard or Professional version 6 or later to be correctly installed on your system.

1. In Word 2003, click on the tab "Adobe PDF" and select "Change Conversion Settings". In Word 2007, click on the tab "Acrobat" and select "Preferences." This opens a window similar to one of the two below.
   
   

   Word 2003, Acrobat 6

   Word 2007, Acrobat 9

    
2. Select the correct Conversion Settings, preferably the IEEE job options for your version of Acrobat. This is the recommended way, and requires that the IEEE job options have been installed.
   
   If you do not have the correct IEEE job options installed and you have a recent version of Adobe Acrobat that supports PDF/A then check the option "Create PDF/A-1a 2003 compliant file."
   
   Alternatively (not recommended) you may configure the settings manually. Select "Standard" for the Conversion Settings and click on "Advanced settings." Most settings may be left as they are with one important exception. Under "Fonts", make sure that the box "Never embed" is empty.
    
3. Still on the Adobe PDFMaker Settings tab, uncheck the options "Create bookmarks" and "Add links." Click on OK to save the settings.
4. In Word 2003, click on the tab Adobe PDF and select "Convert to Adobe PDF." In Word 2007, click on the tab "Acrobat" and next on "Create PDF."

Using OpenOffice Writer Export as PDF

This method requires that you have OpenOffice 3 or later installed.

1. Open the Word file in OpenOffice Writer.
2. Open File -> Export PDF.
   
   
    
3. On the General tab of the PDF Options, check the option "PDF/A-1a". Uncheck "Export bookmarks."
4. Click on "Export."

Using GSView

This method needs more preparation and is more involved than the other methods but it is completely free. You may need to resort to it when you have no access to Adobe Acrobat and the methods that have been suggested to create compliant PDF in the form of PDF/A compliance lack the flexibility to set all necessary configuration options.

This method consists of two steps

1. Converting the Word file to postscript using a postscript printer driver
2. Converting the postscript file to pdf using GSView and ghostscript

Convert the Word file to postscript using a postscript printer driver

First you need to install a postscript printer driver. The steps are more or less the same under Windows XP or Vista. Go to Control Panel/Printers and right-click to open Add Printer. Choose Local Printer and Print to File. Select a suitable postscript printer, for instance the HP Laserjet 8000 Series PS. Do not set this as your default printer.

After completing your document, go to File, Print (Word 2003) or Office button, Print, Print (Word 2007). Select the postscript printer that you installed, check "Print to file" and click on OK. Save the file with a .ps extension, for instance as mypaper.ps.

Convert the postscript file to pdf using GSView and ghostscript

For this step you need to have GSView together with an appropriate version of ghostscript installed. Their installation is straightforward. The screenshots below are for GSView 4.6.

After opening the postscript file in GSView, the first step is to set the media size to Letter. To do this, in the GSview menu bar at the top click on "Media" and select Letter as shown below:

Next, click on "File | Convert". In the ensuing window, click on "Properties", then follow the four screenshots below:

This option makes sure that the files will be viewable by readers with Acrobat Reader 5 and higher.




Type '100' (without the quotes) into the Value box. This sets MaxSubsetPct to 100.

These three settings ensure that all fonts are embedded as required.

Click on OK to close the Properties window and again on OK to start the conversion to pdf.

Using the Adobe PDF printer driver

This method is available if you have Adobe Acrobat Standard or Professional installed on your system. This comes with a printer driver that is available for every Windows application.

Print your document selecting Adobe PDF as your printer as shown below. Before starting to print, click on "Properties" and "Adobe PDF Settings to bring up the screen to the right.

• For Default Settings choose the IEEE job options for your version of Acrobat (recommended).
• If you do not have the IEEE job options installed and you have a recent version of Adobe Acrobat, select "PDF/A-1b (RGB)."
• If you opt to configure manually (not recommended), select "Standard" and click on "Edit." Most settings may be kept but make very sure that under "Fonts" the box "Never Embed" is empty.

After returning to the Print screen click on OK to create the pdf file.

 
 

Using OpenOffice Writer Export as PDF

If you are using OpenOffice Writer as your word processor then you may of course use the option Export as PDF as explained in the section How do I create compliant PDFs from Word (2007 and earlier)?.

If you use Word Perfect or another word processor then you may be able to import your document into OpenOffice Writer and then use the option Export as PDF.

Using GSView

GSView may be used with other word processors in exactly the same way as explained for Word in the section How do I create compliant PDFs from Word (2007 and earlier)? After opening the document in your word processor print to file using the installed postscript printer, and convert the postscript file to pdf with GSView.
 

Method 1: Replace SimSun by Times New Roman

1. Click on Edit and scroll down to "Find"
   
   
   
   
2. This will open up a "Find and Replace" dialog box. Your dialog box may already open in the expanded form. If not, click on "More" button to view various search options.
   
   
   
   
3. Press on the "Format" button and select "Font ..." from the drop down list. You may see "Format:      Font: (Default) Some Font" below the search box, where Some Font will be a font on your system - ignore it.
   
   
   
   You will be presented with the font dialog box. Select "SimSun" from the scroll box and press "OK" as shown below.
   
   
   
   
4. Click on the "Replace" tab on the top of "Find and Replace" box and follow the steps for selecting the font. This time select the font to be "Time New Roman" and press "OK". Your "Find and Replace" box should look like the image below:
   
   
   
   
5. You are now ready to substitute fonts. Keep the input boxes for find and replace empty and press "Replace All". This will replace all SimSun font formatting with Time New Roman. Upon completion of substitutions, you should see the result displayed as shown in the next screen capture.
   
   
   
   You can now proceed to conversion to PDF.

Method 2: Modify the "Styles" being used by your MS Word installation

1. Click on Format and scroll down to "Style". Once the Style dialog box is open, select "Styles in use" as shown.
   
   
   
   
2. This will list all the styles in use in the current document. Here comes the tedious part: you must examine font setting in each style in use by your document till you find the style that is using the font that needs to be replaced.
   
   
   
   
3. Press on "Format" button and select "Font ..." from the drop down list.
   
   
   
   You will be presented with the font dialog box. Select "Time New Roman" (for example) from the scroll box and press "OK" as shown below.
   
   
   
   
You can now proceed to conversion to PDF.

Word 2007 and 2010: Locate and remove hyperlinks

1. Open the file in Word 2007 or 2010.
   • In Word 2007, click on the Office Button, choose Word Options, and select Advanced.
   • In Word 2010, click on File, choose Options and select Advanced.
2. In the section Show document content, check the option Show field codes instead of their values and click on OK. The screenshot below is for Word 2010 but that for Word 2007 is similar.
   
   
   
   
3. Use the Word Find function to search for HYPERLINK.
   
   
    
4. Place the cursor in the hyperlink field. Under the Insert tab, click on the Hyperlink icon and click on Remove link