Save your Pages document as a PDF in three steps
Open the Pages document you want to save. Click File in the menu bar at the top of your screen, then select Export To, and choose PDF. A dialog box will appear asking where you want to save the file and what to name it. Pick a location on your computer, type a name, and click Save. Your document is now a PDF file that you can email, print, or share with anyone.
The PDF version locks your formatting in place, so the document will look the same on any device or computer. This is useful when you need to send a document to someone who doesn't have Pages installed, or when you want to prevent accidental changes to your work.
Key Takeaways
- Pages documents save as PDF through File > Export To > PDF, and you choose the location and filename in the dialog that appears.
- A PDF file preserves your exact formatting and fonts, so it looks identical on any computer or device.
- PDFs cannot be edited in Pages or most other programs, which protects your document from accidental changes.
- You can also export Pages documents as Word files, images, or ePub format using the same File > Export To menu.
Where the PDF file ends up on your computer
When you click Save in the export dialog, the PDF appears in whatever folder you selected. Most people save to the Desktop or Documents folder so they can find it easily. If you're not sure where you saved it, open Finder, click Search in the top right, and type the filename you just created. Finder will show you every location where that file exists on your Mac.
The original Pages document stays on your computer unchanged. Saving as PDF creates a separate file — you now have both the Pages version and the PDF version. If you want to edit the document later, open the Pages file, not the PDF.
Sending your PDF to other people
Once you have the PDF, you can email it, text it, or upload it to a cloud service like Google Drive or Dropbox. PDFs open on Windows computers, iPhones, Android phones, and any web browser, so the person receiving it doesn't need any special software. They can read it, print it, and fill in form fields if the PDF has them, but they cannot accidentally change your original formatting.
If you need to send the document to someone who will edit it, send the Pages file instead. You can do this by opening the Pages document, clicking File, selecting Share, and choosing how you want to send it. The recipient will need Pages, Microsoft Word, or Google Docs to make changes.
What happens to images and colors in the PDF
Images, colors, fonts, and page layout all transfer to the PDF exactly as they appear in Pages. If your document has a colored background, multiple columns, or embedded images, the PDF will look identical. This is why PDFs are useful for documents you want to look professional — the formatting never changes, no matter where someone opens it.
The file size of your PDF depends on how many images you included. A document with mostly text will be small and fast to email. A document with many high-resolution photos will be larger. If your PDF is too big to email, you can compress it by uploading it to a cloud service and sharing a link instead.
Exporting to other formats from the same menu
The File > Export To menu also lets you save as Microsoft Word (.docx), which is useful if you need to send the document to someone using Windows or Office. Word format allows editing, unlike PDF. You can also export as an image file (JPG or PNG) if you want to share a single page as a picture, or as ePub if you're creating an e-book.
Each format has a different purpose. Use PDF when you want the document to look the same everywhere and you don't want it edited. Use Word when the recipient needs to make changes. Use image format when you only need one page or want to post it on social media. Choose the format that matches what you're trying to do with the document.
Printing your Pages document as a PDF instead
Another way to create a PDF is through the print dialog. Open your Pages document, press Command + P (or click File > Print), and look for a button labeled PDF in the bottom left corner of the print window. Click it and select Save as PDF. This method gives you the same result as using File > Export To, but some people find it faster once they know where to look.
The print-to-PDF method also lets you adjust page size and margins before saving, which can be useful if you're preparing a document for printing. The File > Export To method is usually simpler if you just want a standard PDF with no adjustments.
Frequently Asked Questions
Can I edit a PDF after I save it from Pages?
Not in Pages — PDFs are read-only in that program. You can edit PDFs using Preview (built into Mac), Adobe Acrobat, or online tools, but most people don't need to. If you think you'll want to make changes later, keep the original Pages file and save the PDF only when you're done editing.
What if I want to password-protect my PDF?
Open the PDF in Preview, click Tools in the menu bar, select Encrypt, and set a password. Anyone who opens the file will need to type the password. You can also do this through the print-to-PDF method by clicking the PDF button and selecting Security Options.
Does the PDF look the same on Windows as it does on Mac?
Yes. That's the whole point of PDF — the formatting stays identical across all devices and operating systems. A Windows user will see the exact same fonts, colors, and layout that you see on your Mac.
Can I convert a PDF back into a Pages document?
Pages can open some PDFs, but the conversion is not perfect — you may lose formatting or have to fix the layout. It's better to keep your original Pages file. If you only have the PDF, you can use online converters or Google Docs to import it, but expect to do some cleanup.
What's the difference between exporting and saving?
Saving keeps your document in Pages format (.pages). Exporting converts it to a different format like PDF, Word, or image. When you export, the original Pages file stays on your computer — you're creating a new file in a different format.