Convert RTF to PDF: A Practical Guide

Q: Is RTF to PDF conversion lossy or lossless?

A properly executed RTF to PDF conversion is a lossless process. The goal is to create a perfect snapshot of the original document, preserving all details exactly. It is a vector-based format conversion, not a raster image conversion, so quality is maintained. Problems typically arise from a poor conversion tool, not the process itself.

Why PDF is the Standard for Sharing

The primary reason to convert RTF to PDF is to achieve document fidelity. An RTF file is editable and flexible, but its appearance can change depending on the application opening it. Microsoft Word might display it one way, while LibreOffice renders it differently. This can lead to incorrect line breaks, missing fonts, or altered margins.

A PDF is a self-contained file. It embeds all necessary components, like fonts and graphics, directly within the document. A contract created on a Windows machine will look exactly the same when opened on an iPad or a Linux desktop.

Practical benefits of conversion

Universal Access — Nearly every modern device has a built-in PDF reader
Security Controls — PDFs allow you to set passwords, restrict editing, or prevent printing
Smaller File Size — A well-optimized PDF is often smaller than its RTF equivalent
Long-Term Archiving — The PDF/A format is an ISO standard designed for long-term preservation

Method	Best For	Key Advantage	Main Limitation
Desktop Apps	Single, occasional file conversions	Simple to use; no extra software needed	Manual process; does not scale for volume
Command-Line Tools	Automated, server-side, or scripted tasks	High control and scriptable automation	Requires technical setup and knowledge
Dedicated Online Service	Secure, high-volume bulk conversions	Speed, security, and process simplicity	Typically requires a subscription

Converting Single Files with Desktop Software

For a single file conversion, the most effective tool is often one you already have. Most word processors on Windows and macOS can export an RTF to a PDF in a few steps. This approach is suitable for one-off tasks, like saving a report or resume as a PDF.

The key is to match the tool to the task. Using a complex script for one file is inefficient, and manually converting 500 files is not scalable.

Using Microsoft Word

Open your RTF document in Word
Go to the File menu
Click Save As or Save a Copy
From the file type dropdown menu, select PDF (*.pdf)
Click Save

Before saving, an "Options" button may be available. This provides more control, allowing you to choose between standard quality for smaller file sizes or high quality for printing. Word also supports creating a PDF/A compliant file, the format for long-term document archiving.

Using LibreOffice Writer

Open your RTF file in LibreOffice Writer
Navigate to the File menu and hover over Export As
Select the Export as PDF... option
Adjust settings if needed (image compression, font embedding, password protection)
Click Export

The trade-off is scalability

Desktop software is effective for one or two files but becomes repetitive for larger quantities. Each file must be opened, saved, and closed manually. For multiple files, a dedicated RTF conversion tool is more efficient.

Using macOS Built-in Tools

Open the RTF file in TextEdit, Preview, or Pages
Go to the File menu and choose Print
In the print dialog, find the PDF dropdown button in the bottom-left corner
Click it and select Save as PDF

Automating Conversions with Command-Line Tools

When you need to convert more than a few files, manual methods become inefficient. For developers or system administrators, automating RTF to PDF conversion is a common requirement for tasks like backend report generation or document archiving.

This approach requires more technical setup than a desktop app. However, the result is a repeatable, scalable process that can handle thousands of files without manual intervention.

How Unoconv works: It runs LibreOffice in "headless" mode, without a graphical user interface. This makes it suitable for servers or automated scripts.

Using Pandoc for reliable conversions

Pandoc is a versatile open-source document converter. It uses a LaTeX engine, such as pdfTeX, to create high-quality PDFs.

Basic command:

pandoc input-file.rtf -o output-file.pdf

Convert all RTF files in a directory:

for f in *.rtf; do pandoc "$f" -o "${f%.rtf}.pdf"; done

Using Unoconv for Office document fidelity

Unoconv (Universal Office Converter) uses the LibreOffice engine for conversions. This is an advantage if your RTF files contain complex tables, headers, or specific layouts.

Basic command:

unoconv -f pdf my_document.rtf

There is a performance trade-off. Because Unoconv launches a full LibreOffice instance, it can be slower and use more memory than Pandoc. For systems processing hundreds of files per minute, this overhead can be a bottleneck.

Handling Secure Bulk Conversions at Scale

Desktop and command-line methods are practical for small numbers of files. When you have hundreds or thousands, however, these approaches become bottlenecks. Free online tools are not a solution, as they often have strict file size or daily conversion limits.

For large volumes, a dedicated tool is necessary. Businesses often need to process entire folders of documents, such as a month of invoices or a batch of client reports. You can drag and drop a directory and receive a single ZIP archive containing all the converted PDFs.

Security checklist for online converters

Feature	Why It Matters
TLS 1.3 Encryption	Secures files during upload and download
AES-256 at Rest	Protects files while stored on the server
EU Data Residency	Data handled under GDPR protections
Auto-Delete Policy	Files don't linger on third-party servers

The trade-off for a specialized service is usually cost. However, the time saved by automating a repetitive task often justifies the investment, especially for teams managing large volumes of files.

Maintaining high fidelity at scale

A primary concern with batch conversion is quality degradation. Poor converters can introduce formatting errors, swap fonts, or break tables, creating more work. A professional-grade service uses a sophisticated rendering engine to recreate the original RTF layout precisely.

Legal Contracts — Clauses, signature lines, and page numbers must be exact
Financial Reports — Tables, charts, and financial statements cannot be altered
Archival Documents — Creating PDF/A compliant files is essential for long-term preservation

Why PDF/A is the standard for archiving

For long-term document storage, PDF/A is the required format. It is an ISO standard designed specifically for archiving. A PDF/A file will look and feel exactly the same many years from now, regardless of the software or device used to open it.

All Fonts Must Be Embedded — The PDF contains the font files themselves, preventing font substitution issues
Self-Contained Content — The file cannot link to external resources; everything is included within the file
Device-Independent Color — Colors are defined in a universal way to ensure consistency across different screens and printers

Frequently Asked Questions

Is RTF to PDF conversion lossy or lossless?

A properly executed RTF to PDF conversion is a lossless process. The goal is to create a perfect snapshot of the original document, preserving all details exactly. It is a vector-based format conversion, not a raster image conversion, so quality is maintained. Problems typically arise from a poor conversion tool, not the process itself. Font substitution is a common issue that can alter the document's layout.

Why do fonts look different after conversion?

This is the most frequent issue and is almost always caused by missing fonts. If the system performing the conversion does not have the original fonts installed, it will substitute them with the closest available match. This leads to incorrect spacing and an altered appearance. The best way to prevent this is to create a PDF/A file, which embeds all font files directly into the document.

Can I search for text in the PDF after converting?

Yes. A modern converter creates a fully searchable PDF by default. The text from the RTF file remains as selectable text within the PDF, not a flat image of the words. This means you can use Ctrl+F (or Cmd+F on Mac) to search for any text in the converted document.

What's the best tool for batch RTF to PDF conversion?

For batch conversions, a dedicated online service is the most practical choice. Convert.FAST supports files up to 1 GB on paid plans (25 MB free) with batch uploads up to 10 GB total. For smaller volumes, command-line tools like Pandoc or Unoconv work well but require technical setup.

Convert.FAST lets you batch convert up to 1,000 files at once and download everything in a single ZIP file. No account required to convert 50 files per day.

Convert RTF to PDF