How to Convert ODT to PDF in New Zealand

An ODT file is an OpenDocument Text document — the native word-processing format used by LibreOffice Writer, Apache OpenOffice Writer and other open-source suites. Converting it to PDF (Portable Document Format) turns an editable, software-dependent file into a fixed page layout that looks the same on any device. This guide explains, in plain steps, how to convert ODT to PDF in New Zealand using free offline software, online tools and Google Docs, how to keep your formatting from shifting, and how to stay on the right side of the Privacy Act 2020 when the document contains personal information.

What does converting ODT to PDF actually do?

Converting ODT to PDF freezes your document’s appearance. An ODT file stores your text, fonts, tables and images as instructions that the reader’s own software has to interpret, so the same file can look different — or break — depending on the program and fonts installed on the other person’s computer. A PDF instead records the finished page exactly as laid out, so margins, spacing, tables and logos appear the same whether the recipient opens it on a Windows PC in Auckland, an iPad in Wellington or an Android phone on a Christchurch worksite.

That predictability is why PDF is the standard for anything you send outside your own device: quotes, invoices, tenancy agreements, tender submissions, health-and-safety records and university assignments. PDF also lets you add password protection or restrict editing, and it is widely accepted for electronic signing. The trade-off is that a PDF is not meant to be edited freely afterwards — so you keep the ODT as your working master and generate a fresh PDF whenever you need to share the final version. If you want a fuller explanation of the ODT format itself, see our guide to understanding ODT files and comparing office suites.

How do I convert ODT to PDF for free on my computer?

The safest and most accurate method is to export directly from the office suite that created the file, because it reads the OpenDocument format natively and processes everything on your own machine with no upload. Both major free suites do this in a couple of clicks.

Convert ODT to PDF in LibreOffice

LibreOffice is the most widely used open-source suite and the simplest route for most people:

1. Open your ODT file in LibreOffice Writer.
2. Go to File > Export As > Export as PDF.
3. In the PDF Options window, choose your settings (or leave the defaults) and click Export.
4. Pick a filename and location, then save.

There is also a one-click “Export Directly as PDF” toolbar button that skips the options window and uses the defaults — handy for routine documents.

Convert ODT to PDF in Apache OpenOffice

In Apache OpenOffice Writer the steps are almost identical: open the document, choose File > Export as PDF, adjust the options if you wish, and export. Both suites are free, run offline, and keep your file entirely on your own hardware.

Which PDF export options are worth knowing?

The export dialog exposes a few settings that solve common problems:

• Image compression / resolution: choose “lossless” or a high DPI for print-quality documents, or reduce images to around 150 DPI to shrink the file for email.
• Tagged PDF: tick this to embed heading structure and reading order, which makes the PDF accessible to screen-reader software.
• Create PDF form / hybrid PDF: optional features for interactive forms or for keeping an editable ODT copy embedded inside the PDF.
• Security tab: set a password to open the file, or restrict printing, copying and editing.
• Initial view and links: control how the PDF opens and preserve clickable hyperlinks and a bookmarked table of contents.

How do I convert ODT to PDF online?

Online converters run in your browser and need no installation, which is useful when you are on a borrowed computer, a Chromebook or a phone. You upload the ODT file, a remote server converts it, and you download the PDF. Reputable services state clearly in their terms that uploaded files are deleted from their servers after a short period, and they use HTTPS (look for the padlock in the address bar) so the transfer is encrypted.

Online tools are fine for ordinary, non-confidential documents. The catch is that you are handing your file to a third party, so they are the wrong choice for anything containing personal, financial or commercially sensitive information — see the privacy section below. Formatting can also drift if the server does not have your custom fonts, which is easy to prevent (see the font-embedding tip further down).

Can I convert ODT to PDF with Google Docs?

Yes. If you already use a Google account, Google Docs is a reliable free option and keeps the file within Google’s ecosystem rather than an anonymous website:

1. Go to Google Drive and upload the ODT file.
2. Open it with Google Docs (Drive converts it automatically).
3. Choose File > Download > PDF Document (.pdf).

Complex layouts, unusual fonts or intricate tables can shift slightly during the round-trip through Google’s own format, so check the result before sending. For the reverse task and related tips, see our guide to working with PDFs in Google Docs, and if you ever need to edit a PDF, our article on how to open a PDF in Word.

Which ODT-to-PDF method should I choose?

The right tool depends on how sensitive the document is, whether you need advanced PDF features, and whether you can install software. The table below compares the main options with links to their official pages.

For a wider look at office software, compare the top OpenOffice alternatives.

Why do fonts and layout shift after conversion — and how do I stop it?

Layout shifts almost always come down to fonts. If your document uses a font that the converting program cannot find, it substitutes a different one, which changes line lengths, wrapping and page breaks. This is common with online converters and with any tool that lacks your custom typefaces.

The fix is to embed the fonts before you convert. In LibreOffice Writer go to File > Properties > Font tab and tick Embed fonts in the document, then save. This stores the actual font data inside the file so any converter renders the text correctly. Exporting from your desktop suite (rather than a print-driver “Print to PDF”) also preserves clickable links and bookmarks that a print path would flatten. To keep file sizes manageable, compress images to around 150 DPI in the export options for email, and reserve high resolution for documents that will be professionally printed.

Is it safe to upload documents to an online converter in New Zealand?

It depends entirely on what the document contains. In New Zealand, the collection, use and storage of personal information are governed by the Privacy Act 2020. If a file holds customer contact details, employee payroll data, IRD numbers, bank details or health information, uploading it to an anonymous, ad-supported website can breach your obligations and expose you to a data breach you cannot control.

Practical rules of thumb:

• Sensitive or confidential files: convert offline in LibreOffice or Apache OpenOffice so the document never leaves your device.
• Ordinary files: an online tool is fine, but use one that encrypts uploads (HTTPS) and states a clear deletion policy.
• Any cloud account: protect it with multi-factor authentication so old copies of documents cannot be accessed by others.

If you handle documents that reference regulated or controlled substances, keep in mind that the underlying subject matter may carry its own legal obligations beyond document formatting — general background on such topics is available from reference sources such as Wikipedia.

On legal validity: PDFs and electronic signatures are recognised for most commercial transactions in New Zealand under the Contract and Commercial Law Act 2017, which since 1 September 2017 has contained the electronic-transactions rules previously set out in the now-repealed Electronic Transactions Act 2002. A PDF is therefore a sound format for contracts, invoices and signed agreements.

What are the most common mistakes when converting ODT to PDF?

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

• Using “Print to PDF” for everything: the print path flattens clickable links, bookmarks and accessibility tags. Use Export as PDF instead to keep them.
• Forgetting to embed fonts: the single biggest cause of shifted text and broken page breaks, especially with online tools.
• Uploading sensitive documents to random sites: a Privacy Act risk that is trivial to avoid by converting offline.
• Leaving images at full resolution: a photo-heavy report can balloon to tens of megabytes and bounce off email size limits. Compress to ~150 DPI first.
• Manual spacing instead of styles: using repeated line breaks and spaces instead of heading styles and page breaks causes content to jump during conversion and makes the PDF inaccessible to screen readers.
• Not checking the result: always open the finished PDF and skim it before sending, particularly after a Google Docs or online round-trip.

How do I make the PDF accessible and correctly sized?

For documents you publish or share widely, accessibility and file size both matter. Use built-in heading styles (Heading 1, 2, 3) rather than manually enlarged text so assistive software can navigate the structure, add alternative text to images, keep strong colour contrast, and define header rows on tables. When you export, tick the tagged-PDF option so this structure carries into the file. Many suites also include an accessibility checker that flags missing image descriptions and untagged content before you export. For file size, compress images and choose the web-optimised resolution for anything sent by email, keeping high resolution only for print.

Can I convert many ODT files to PDF at once?

Yes — batch conversion is possible and saves real time if you regularly generate dozens of invoices, reports or letters. LibreOffice can convert a whole folder from the command line without opening the interface: on Windows, macOS or Linux you run soffice with the –headless –convert-to pdf options and point it at your files, and each ODT is written out as a PDF alongside the original. This is the free way to process large batches and it runs entirely offline.

If you prefer not to touch a command line, the LibreOffice extension library and several desktop PDF editors add a point-and-click batch queue: you drag in a folder of ODT files and the tool converts them in the background. Paid suites such as Adobe Acrobat and ONLYOFFICE include this as a standard feature. Whichever route you choose, embed fonts first and spot-check a couple of the finished PDFs, because a formatting problem in a batch will repeat across every file.

Who should use each approach?

Choose offline export in LibreOffice or Apache OpenOffice if you handle client, financial or personal data, need the most faithful formatting, or convert files regularly — it is free, private and accurate. Use Google Docs or a reputable online converter for quick, non-sensitive one-offs when you cannot install software, such as on a shared or mobile device. Consider a paid tool like Adobe Acrobat or ONLYOFFICE only if you genuinely need advanced features — batch conversion, form building, redaction or OCR — that the free export tools do not provide.

Vanliga frågor (FAQ)

Is converting ODT to PDF free?

Yes. LibreOffice and Apache OpenOffice both export ODT files to PDF for free and run entirely offline, and Google Docs converts them for free with a Google account. You only pay if you choose a premium tool such as Adobe Acrobat for advanced PDF editing.

Why do my fonts change when I convert an ODT file online?

The converter does not have the fonts used in your document, so it substitutes similar ones and the layout shifts. Prevent this by embedding fonts before converting: in LibreOffice Writer open File > Properties > Font and tick “Embed fonts in the document”, then save and convert.

Is it safe to upload confidential documents to an online converter?

For sensitive files it is not recommended. Documents containing personal, financial or client information should be converted offline in LibreOffice or Apache OpenOffice so the file never leaves your device, which keeps you aligned with the Privacy Act 2020. Online tools are fine for ordinary, non-confidential documents.

Are PDF documents and electronic signatures legally valid in New Zealand?

Yes. Electronic documents and signatures are recognised for most commercial transactions under the Contract and Commercial Law Act 2017, which since 2017 has held the electronic-transactions rules formerly in the Electronic Transactions Act 2002. A PDF is a suitable format for contracts and signed agreements.

How do I reduce the size of a converted PDF without losing readability?

In the PDF export options, lower the image resolution to about 150 DPI and enable image compression before exporting. This shrinks photo-heavy files for email while keeping text and lines crisp. Reserve high or lossless resolution for documents that will be professionally printed.