A comprehensive tutorial on converting Word documents into fillable, editable PDFs across Windows and Mac platforms. This guide covers using Microsoft Word Developer tools, Adobe Acrobat Pro, and free online tools. It also explores real-world use cases, best practices, and live collaboration via interactive whiteboard tools.
Have you ever had to send out a form, survey, or application—and someone asked, “Can I just fill this out digitally?” Or maybe you've needed to send a contract or onboarding document, and you didn’t want to deal with paper or scanned signatures.
I get it. We live in a digital-first world, and nobody wants to print, sign, and rescan anything. That’s why knowing how to create a fillable PDF in Word is a total lifesaver—whether you’re a teacher, HR manager, business owner, or just organizing an event.
In this post, I’m breaking down everything you need to know to turn a Word doc into a fillable PDF—from both Windows and Mac. I’ll even throw in some tools that’ll save you time (and frustration). Let’s make it easy.
What Is a Fillable PDF and Why Should You Use One?
A fillable PDF is a type of document that lets others enter information directly into the file—without changing the layout or design. Think of it like a digital form. You can add text fields, checkboxes, dropdowns, even date pickers.
Here’s why it matters:
- No more printing or handwriting
- Clean, professional look
- Easy to share, store, and reuse
- Works across platforms and devices
Whether you’re collecting feedback, taking orders, or sharing employee forms, a fillable PDF is a total game-changer.
How to Create a Fillable PDF in Word (Windows Step-by-Step Guide)
Let’s start with Windows users. Microsoft Word on Windows has a built-in way to insert form fields. You’ll just need to activate the Developer Tab first.
Step 1: Enable the Developer Tab in Word
- Open Word.
- Go to File > Options.
- Click Customize Ribbon.
- On the right side, check the box for Developer.
- Hit OK.
You’ll now see a “Developer” tab at the top.
Step 2: Add Form Fields
With the Developer tab enabled:
- Place your cursor where you want a field.
- Go to Developer > Controls.
- Choose from options like:
- Rich Text Content Control
- Plain Text Content Control
- Check Box
- Combo Box (Dropdown)
- Date Picker
You can also click Properties to customize the label, placeholder text, or whether the field is required.
Step 3: Save as PDF
Once your form layout is ready:
- Go to File > Save As.
- Choose PDF as the file format.
- Click Options, then check PDF/A compliant if needed.
- Hit Save.
Boom. You just made a fillable PDF in Word.
Pro Tip: Test your form by opening it in Adobe Acrobat Reader or another PDF viewer to make sure everything works as expected.
How to Create Editable PDF from Word (Using Adobe Acrobat)
If you want more customization, or you’re starting from a regular Word doc (not one built with Developer tools), Adobe Acrobat is your best friend.
Step 1: Export Your Word Doc as a PDF
- In Word, click File > Save As.
- Choose PDF as the output format.
Step 2: Open the PDF in Adobe Acrobat (Pro version)
- Launch Adobe Acrobat.
- Open the saved PDF.
- Go to Tools > Prepare Form.
- Acrobat will auto-detect form fields—or you can manually add fields like:
- Text boxes
- Radio buttons
- Checkboxes
- Signature fields
Step 3: Save Your Editable PDF
Once you’re done customizing, hit Save and you’re good to go. Share it, email it, or store it in the cloud.
Want to annotate or present your form on a touchscreen whiteboard? Check out the NearHub Board S65 webcam whiteboard for smarter meetings.
How to Convert Word to PDF on Mac (and Make It Fillable)
Mac users—don’t worry, you’ve got options too. Although Word for Mac doesn’t support form fields like the Windows version, you can still create a great fillable PDF with a little help.
Option 1: Use Word for Mac + Adobe Acrobat
- Open your Word doc.
- Click File > Save As > Format: PDF.
- Open the PDF in Adobe Acrobat Pro.
- Use Prepare Form to add interactive fields.
Option 2: Use Online Tools to Convert Word to Fillable PDF
If you don’t have Acrobat Pro, try these:
They’re free or low-cost, and work in the browser.
Convert Word to Fillable PDF Using Free Tools
If you’re not using Microsoft Word Developer tab or Adobe Acrobat Pro, don’t worry—there are still ways to convert your Word file into a fillable PDF.
Tools You Can Try:
- Smallpdf – drag and drop Word files, then add form fields
- Sejda – edit PDFs, insert form fields online
- LibreOffice – open Word files, export as interactive PDF
Just upload your Word doc, convert it to PDF, then add fillable elements. Simple and fast.
Best Practices When You Create a Fillable PDF
To make sure your form looks great and works well:
- Use clear labels – tell people what to enter
- Test on multiple devices – desktop, mobile, tablet
- Don’t cram fields too close – leave space to breathe
- Use dropdowns when possible – helps limit errors
- Use NearHub whiteboard canvas to collaborate on forms live with your team
Real Use Cases (Where This Comes in Handy)
- Digital job applications
- Employee onboarding forms
- Customer intake surveys
- Event registration forms
- Digital contracts (add signature fields!)
Pair this with a 55" white board touch screen for easy group review and edits in a shared workspace.
FAQs: Word to Fillable PDF Conversion
Q: Can I make a PDF fillable without Adobe Acrobat?
A: Yes! Use Word (Windows) Developer tab, or free tools like PDFescape or Jotform.
Q: Will my fillable fields work on mobile?
A: Usually yes—especially in Adobe Acrobat Reader or browser-based viewers. Test first!
Q: Can I add a digital signature field?
A: Absolutely. Use Acrobat or PDF editors to insert a signature box.
Q: Can I update the PDF later?
A: Yes, if you keep the original Word file or use an editable PDF tool.
Q: What's the easiest way to collaborate on a PDF form live?
A: Use a 75" smart board + NearHub whiteboard tools for real-time annotation.
Final Thoughts
Knowing how to create a fillable PDF in Word isn’t just a tech trick—it’s a way to modernize how you communicate and collect information. Whether you’re using Word on Windows, Word on Mac, or a free online tool, the steps are doable. Start simple, test often, and make your forms work for you.
And if you want to take your workflow to the next level—think beyond the PDF. Tools like NearHub’s whiteboard canvas let you brainstorm, annotate, and co-edit docs live. It’s like a meeting space built for the modern remote/hybrid team.
Let’s ditch paper. Let’s go fillable. 🚀
sales@nearhub.us
