Converting an HTML Newsletter to PDF to Preserve Content

Since HTML is designed to be dynamic and responsive, converting it into a fixed format like PDF takes a little finesse. But it’s not complicated, and with our PDF Converter you can easily fix any funny formatting.

Converting an HTML Newsletter to PDF

Before converting, check your newsletter’s formatting. Since HTML is designed to be flexible, elements may shift when saved as a PDF. This is common if your newsletter design is wide, while long newsletters could end up with unsightly splits over two or more pages.

If you plan on converting an HTML newsletter to PDF on a regular basis, you might want to adjust the HTML layout slightly, so it fits more neatly on A4 or Letter sized paper.

The easiest method is always to view your newsletter in a browser, and to then use the print function to save it as a PDF. Like you would do with any web page.

1. Open the HTML newsletter in Chrome, Edge, Safari, or Firefox.
2. Click File > Print (or press Ctrl + P on Windows / Cmd + P on Mac).
3. In the print settings, select “Save as PDF” instead of a printer.
4. Adjust margins, headers, and orientation to improve layout.
5. Enabling “Background graphics” is recommended but turn off “Headers and footers.”
6. Click “Save,” choose a location, and your PDF is ready to go.

Although this is great for quick, simple conversions, some layouts may not always translate perfectly, especially if the newsletter has complex formatting or multiple columns. But this can be fixed without tinkering with the HTML file.

Converting the PDF to Another Format

If you notice some issues with the PDFs formatting and layout, the fastest way to fix this is to convert the PDF to Word. Yes, it is another step, but it allows you to edit much more than just the text.

1. Upload your document to PDF Converter.
2. Choose “Word (.docx) as the converting to format.
3. Wait for the conversion to finish.
4. Download the converted document and open it in Word—easy!

Of course, you can use any word processor—Word, Google Docs, Pages, or LibreOffice. They all offer similar features, so it depends on what you have available and are comfortable using.

Work through the newsletter making any necessary adjustments. This could be something as simple as changing the font or font size, through to adjusting margins and tables. If the newsletter is more than a page long, you might want to manually insert page or section breaks for better control of where paragraphs are split.

Once you’re happy with the results, save it as a PDF again. Easy peasy lemon squeezy—right?

Is HTML or PDF Better for Your Newsletter?

HTML newsletters are designed for email marketing. They adapt to different screen sizes, making them perfect for mobile users. Links stay active, images can be interactive, and embedded media like videos or GIFs work seamlessly.

PDF newsletters, on the other hand, offer a fixed layout. What you see is exactly what you get, no matter where it’s opened. PDFs are easier to print, store, and share without worrying about broken formatting. They’re ideal for archiving past newsletters, creating downloadable resources, or ensuring a professional, polished appearance. But they aren’t great for some interactive elements

If your priority is keeping your newsletter dynamic and clickable, stick with HTML. If you need a reliable, unchangeable version, converting to PDF is the better choice. It will still be clickable, but you’ll have a problem including videos and gifs.

Common Challenges and Fixes

Some newsletters don’t convert perfectly on the first try. If your PDF doesn’t look quite right, a few quick fixes can help.

If the layout appears broken, check the formatting in your document editor. Sometimes, tables or multi-column layouts need manual adjustments before they save correctly. Spacing issues and image misalignment can usually be fixed by tweaking margins or page breaks. You can do this easily by converting your PDF to Word and doing the finer edits and adjustments there.

If hyperlinks aren’t working, make sure that they transferred correctly when pasting into a document editor. Some programs strip out formatting, so double-check that all links are still active after exporting to PDF, especially image and button links.

If your file size is too large, consider compressing the final PDF. Large newsletters with lots of images can create big PDFs, which may be hard to share via email. Using Compress PDF can make it easier to send or upload your file without sacrificing quality or wasting your audience’s data.

Converting an HTML newsletter to PDF is easy, and the content will be preserved. And if things do shift around a little, or you want better control over any page breaks, converting the PDF to Word will give you that.