ODT to PDF: How to Convert OpenDocument Text Files Securely in New Zealand

Converting an OpenDocument Text file (the .odt format produced by LibreOffice, Apache OpenOffice and similar free suites) into a PDF is one of the most common document tasks for New Zealand small businesses, contractors, students and public-sector teams. A PDF – Portable Document Format – freezes your fonts, spacing, tables and images so the file looks the same on any device, whether the person opening it uses a Windows laptop in Auckland, a Mac in Wellington or an iPhone in Dunedin.

This guide explains, in plain steps, how to turn an ODT file into a PDF for free on your own computer, how to do it online or without any office suite at all, how to stop the formatting from breaking, and what New Zealand privacy and e-signature law means for the files you send. If you first want to understand the format itself, see our explainer on OpenDocument Text (ODT) files.

What does converting ODT to PDF actually do?

Converting ODT to PDF replaces a format that depends on the reader’s software with one that carries its own layout. An ODT file is really a small zip archive of XML: it stores your text and a set of instructions, then relies on the program opening it – and the fonts installed on that computer – to redraw the page. If the recipient does not have your font, or opens the file in a different app, lines can reflow, tables can shift and page breaks can move.

A PDF works the other way around. It records the finished page – the exact position of every character, line and image – and can embed the fonts inside the file. The result is a fixed, read-only snapshot that displays identically everywhere and prints predictably. That reliability is why invoices, tenancy agreements, tenders, policy submissions and theses are almost always shared as PDFs rather than editable documents.

Why convert ODT to PDF?

The main reason to convert is consistency: the person at the other end sees what you designed, not an approximation. Beyond that, a PDF is harder to alter by accident, is accepted by virtually every government portal and e-signing service, and can be compressed to fit email size limits. The trade-off is that a PDF is not meant to be edited freely – so keep your ODT as the master copy and treat the PDF as the version you send out.

How to save ODT as PDF in LibreOffice or OpenOffice

The safest and most accurate converter is the office suite that already opens your ODT files, because it reads the OpenDocument format natively and keeps your layout intact. Both LibreOffice and Apache OpenOffice export to PDF for free, offline, with no upload and no account. Doing it on your own machine also means confidential files never leave your computer.

Using the Export as PDF dialog (full control)

Open the document in Writer, then choose File > Export As > Export as PDF. A dialog appears with tabbed options. On the General tab you can set a page range, choose image compression, and tick Tagged PDF to add an accessibility structure for screen readers. The Security tab lets you set a password to open the file or restrict printing and copying. Click Export, choose where to save, and you have your PDF. Use this route whenever the document matters – it is the only way to control quality and security.

Using the Export Directly as PDF button (quick)

If you just need a fast copy with default settings, click the Export Directly as PDF icon on the toolbar. This skips the dialog, so you cannot pick a page range, compression level or security options, but it produces a standard PDF in one click. On Apache OpenOffice the steps are the same; the toolbar icon and the File menu entry both work.

How to convert ODT to PDF online with a free web tool

If you are away from your own computer – on a shared library terminal, or on a phone – a browser-based converter can turn an ODT into a PDF without installing anything. You open the site, drag the file into the upload area, wait a few seconds while the server renders it, and download the PDF. These tools run the same in Chrome, Edge, Safari and Firefox across Windows, macOS, Linux, iOS and Android.

The convenience comes with two real costs. First, you are uploading your document to someone else’s server, which matters for anything confidential (covered below). Second, online engines do not always have your fonts, so the layout can drift unless you embed fonts first. For a one-off, non-sensitive file they are fine; for client or staff records, prefer the offline method above.

Staying safe with online converters

Before you upload anything, check three things. Look for the padlock and https:// in the address bar so the transfer is encrypted. Read the site’s stated retention policy – reputable converters delete uploaded files automatically, often within an hour. And never upload documents containing IRD numbers, bank details, passwords or medical information to an anonymous, ad-supported tool. If any of those are present, convert offline instead.

How to convert an ODT file without any office suite

You do not need LibreOffice or OpenOffice installed to get a PDF. Two routes work on almost any device:

• Google Docs: upload the .odt to Google Drive, open it in Google Docs, then choose File > Download > PDF Document (.pdf). This runs in the browser and is handy if you already use a Google account. If you also work the other way – turning PDFs back into editable text – see our guide to working with PDFs in Google Docs.
• Print to PDF: open the ODT in any program that can display it, choose Print, and pick Microsoft Print to PDF (Windows), Save as PDF (macOS) or Save to PDF (most browsers and ChromeOS) as the printer. This creates a flattened PDF. It is quick, but it usually drops clickable links and document bookmarks, so use the native Export for anything interactive.

Why does formatting break – and how do you keep it intact?

Formatting usually breaks because the converter cannot find the fonts you used. OpenDocument files reference fonts by name rather than carrying them, so if the rendering engine lacks ‘Montserrat’ or ‘Proxima Nova’ it substitutes a generic typeface, changing line lengths, pushing text onto new pages and knocking tables out of alignment.

The fix is font embedding. In LibreOffice Writer go to File > Properties > Font and tick Embed fonts in the document (optionally ‘Only embed fonts that are used’). This saves a copy of your typefaces inside the ODT itself, so any converter – including an online one – can draw the text correctly. Exporting as PDF/A on the General tab also forces fonts to embed, which is the right choice for records you need to archive. The table below shows why standard system fonts travel well and custom fonts do not.

Is it legal and private to convert ODT files in New Zealand?

Converting your own files is not restricted, but where you convert them can raise privacy obligations. If a document holds other people’s personal information – customer contacts, payroll, tax details – the Privacy Act 2020 applies to how you handle it. The point most people miss is Information Privacy Principle 12 (IPP 12): sending personal information to a person or organisation outside New Zealand counts as a cross-border disclosure, and you must have reasonable grounds to believe the overseas recipient is bound by comparable safeguards. Uploading a staff spreadsheet to an anonymous offshore converter can quietly breach that principle.

For genuinely confidential material – draft contracts, financial declarations, anything with IRD numbers – keep the conversion entirely offline in LibreOffice or OpenOffice so the data never leaves your device. That removes the cross-border question altogether. For general, non-personal documents, a reputable online tool with a clear deletion policy is fine. For broader background on document-security concepts, see Wikipedia.

Are PDF documents and digital signatures legally valid here?

Yes. Electronic documents and signatures are recognised in New Zealand under Part 4 of the Contract and Commercial Law Act 2017, which replaced the older Electronic Transactions Act 2002. For most everyday agreements a PDF signed electronically is as valid as paper, provided the signature reliably identifies the signer and shows their approval, and the other party consents to signing electronically. A small number of document types (such as some matters governed by other statutes) still have specific requirements, so check if you are unsure.

How do you manage PDF file size for email and portals?

Large PDFs are almost always caused by high-resolution images, and they are the main reason a file bounces back from email or a government upload portal. The clean fix is to lower image resolution during export rather than after. In the Export as PDF dialog, reduce image compression to around 150 DPI (dots per inch) for anything that will be read on screen; keep 220–300 DPI only for files that will be professionally printed. You can also compress images inside Writer before exporting. The table below shows the trade-off.

Desktop converters compared: free built-in vs paid editors

For occasional conversions, the export feature already built into your office suite does everything you need at no cost. Paid PDF editors earn their price only when you convert in bulk, build fillable forms, or redact sensitive data regularly. The table lists common options with concrete differences; if you are weighing up suites more broadly, our roundup of OpenOffice alternatives compares the full packages.

If your documents follow local conventions – the 15% GST rate, a New Zealand Business Number (NZBN) field, and day/month/year dates – set those up in your ODT template before converting. For a worked example, see our GST invoice template for New Zealand.

Common mistakes when converting ODT to PDF

Most conversion problems are avoidable and come from a handful of repeated errors rather than faults in the software:

• Not embedding fonts. The single biggest cause of shifted text and broken tables, especially with online tools. Embed fonts first.
• Using Print to PDF for interactive files. It flattens the page and strips clickable links and bookmarks. Use File > Export as PDF to keep them.
• Uploading confidential files to anonymous sites. A Privacy Act risk; convert personal or financial records offline.
• Leaving images at full resolution. Produces oversized files that fail email and portal limits. Drop to 150 DPI for screen use.
• Positioning images with spaces and blank lines. Anchor images to a paragraph and use real page breaks so nothing jumps during export.
• Editing the PDF instead of the source. Keep the ODT as your master and re-export; the PDF is the output, not the working file.

Which conversion method suits you?

Match the method to the document rather than defaulting to one tool. For anything confidential or formatting-critical, export from LibreOffice or OpenOffice on your own computer. For a quick, non-sensitive file when you are away from your desk, a reputable online converter or Google Docs is enough. For high volumes, fillable forms or redaction, a paid desktop editor pays for itself. If you also need to move content the other direction, our guide on how to open a PDF in Word covers editing an existing PDF.

Frequently Asked Questions (FAQ)

What is the difference between an online converter and the built-in export tool?

An online converter uploads your document to a remote server and sends back a PDF, which is handy on a device with no office software installed. The built-in Export as PDF tool in LibreOffice or OpenOffice does everything on your own computer, so your data stays local and the layout is usually more accurate because the suite reads the OpenDocument format natively.

Why do fonts or spacing change after I convert an ODT file?

This happens when the converter does not have the fonts you used and substitutes a different typeface, which alters line lengths and can push content onto new pages. Prevent it by embedding fonts before converting: in LibreOffice Writer open File > Properties > Font and tick ‘Embed fonts in the document’.

How do I shrink a PDF that is too big to email?

Large files are almost always caused by images. When you use File > Export as PDF, lower the image compression to around 150 DPI for documents that will be read on screen. Keep 220–300 DPI only for files intended for commercial printing, where the extra detail is needed.

Are PDFs and electronic signatures legally valid in New Zealand?

Yes. Electronic documents and signatures are recognised under Part 4 of the Contract and Commercial Law Act 2017, which replaced the earlier Electronic Transactions Act 2002. For most agreements a PDF signed electronically is as valid as a paper one, as long as the signature identifies the signer and both parties accept electronic signing.

Can I convert an ODT file if I have no office suite installed?

Yes. Upload the file to Google Docs and choose File > Download > PDF Document, or open it in any program and use Print, selecting Microsoft Print to PDF on Windows or Save as PDF on a Mac. The print route is quick but usually removes clickable links, so use a native Export when links matter.