5 Common Problems When Converting PDFs and How to Fix Them

Introduction

Converting PDFs to Word sounds simple, but anyone who has tried it knows the frustration—broken layouts, weird fonts, missing images. Why does this happen, and how can you fix it?

In this guide, we'll cover the 5 most common PDF conversion problems and provide practical solutions to ensure smooth, accurate document transformation every time.

1. Text Formatting Breaks

When you convert a PDF, the text sometimes shifts, overlaps, or even disappears entirely. This is one of the most frustrating issues users encounter during conversion.

Why This Happens:

• Complex multi-column layouts don't translate well to Word's flow-based format
• Inconsistent spacing and margins in the original PDF
• Text boxes and floating elements positioned absolutely
• Mixed font sizes and styling within paragraphs

✅ How to Fix:

• Use a high-quality converter: Choose tools like DocTransform that prioritize formatting preservation
• Simplify complex layouts: If possible, avoid PDFs with intricate multi-column designs
• Manual review: Always check the converted document and make small adjustments as needed
• Consider the source: PDFs created from Word typically convert better than those from design software

2. Fonts Get Replaced

Some PDFs use special or custom fonts that aren't installed on your computer, causing them to be replaced with generic alternatives that can dramatically change the document's appearance.

Why This Happens:

• The PDF contains embedded fonts not available on your system
• Custom or proprietary fonts used in the original document
• Font licensing restrictions preventing proper embedding
• Corrupted font data in the PDF file

✅ How to Fix:

• Use standard fonts: When creating PDFs, stick to widely available fonts like Arial, Times New Roman, or Calibri
• Font embedding: Ensure fonts are properly embedded when creating the original PDF
• Advanced converters: Use conversion tools that support embedded font recognition and preservation
• Font substitution: If replacement is unavoidable, choose similar fonts that maintain readability

3. Images Are Missing or Misaligned

Many converters struggle with PDFs containing charts, graphics, logos, or complex image layouts, resulting in missing visuals or severely misplaced elements.

Why This Happens:

• Images embedded as vector graphics rather than raster images
• Complex layering and positioning in the original PDF
• Images integrated with text flow rather than as separate objects
• Low-quality or compressed images in the source document

✅ How to Fix:

• Image-aware converters: Choose tools that specialize in image layer extraction and preservation
• High-resolution sources: Use PDFs with high-quality, well-positioned images
• Manual insertion: If needed, extract images separately and re-insert them manually
• Format consideration: Be aware that some image formats convert better than others

4. Scanned PDFs Aren't Editable

Scanned PDFs are essentially digital photographs of documents. Without OCR (Optical Character Recognition), they can't be converted into editable text, leaving you with image-only documents.

Why This Happens:

• The PDF contains scanned images rather than actual text data
• Poor scan quality making text recognition difficult
• Handwritten or stylized fonts that OCR can't interpret
• Multiple languages or special characters in the document

✅ How to Fix:

• OCR-enabled converters: Use tools with built-in Optical Character Recognition like DocTransform
• High-resolution scans: Ensure your original scans are at least 300 DPI for optimal OCR results
• Clean source documents: Remove stains, marks, or shadows that can interfere with text recognition
• Language settings: Configure OCR for the correct language and character set

5. Large Files Take Forever to Convert

Huge PDFs with many images, complex graphics, or hundreds of pages can slow down even the most robust online conversion tools, leading to timeouts or failed conversions.

Why This Happens:

• File size exceeds the converter's processing limits
• High-resolution images and graphics increase processing time
• Complex page layouts require more computational resources
• Network limitations affecting upload and download speeds

✅ How to Fix:

• File compression: Reduce PDF file size before conversion without losing quality
• Batch processing: Use converters that support efficient handling of large files
• Page splitting: Break very large documents into smaller sections
• Stable connection: Ensure reliable internet connectivity for large file uploads

Prevention Tips

To avoid these common problems in the future:

• Plan for conversion: When creating PDFs, consider how they might be converted later
• Use standard practices: Stick to common fonts, simple layouts, and high-quality images
• Test conversions: Try converting a sample page before processing entire documents
• Keep originals: Always maintain copies of source documents when possible

Choosing the Right Converter

The key to avoiding most conversion problems is selecting a high-quality converter that:

• Supports OCR for scanned documents
• Preserves formatting and layout accuracy
• Handles images and graphics properly
• Processes large files efficiently
• Maintains font integrity

"Most PDF conversion problems stem from using basic tools that don't handle complex documents well. Investing in a reliable converter with advanced features can save hours of manual correction work."

Final Thoughts

PDF conversion doesn't have to be a source of frustration. By understanding these common problems and their solutions, you can choose the right tools and techniques for smooth, accurate document transformation.

DocTransform addresses all these common issues with advanced OCR, formatting preservation, and efficient processing—ensuring your converted documents look exactly as intended.