--- title: "Export articles as PDF" slug: "compiling-content-for-pdf" description: "Compiling the content for the PDF" updated: 2026-07-27T06:41:27Z published: 2026-07-27T06:41:27Z canonical: "docs.document360.com/compiling-content-for-pdf" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.document360.com/llms.txt > Use this file to discover all available pages before exploring further. # Export articles as PDF Once you have a PDF template set up, you can create a new export by selecting the content you want, choosing a template, and configuring the file name and optional password protection. Exports are managed from the **Export articles** page under Content tools. --- ## Before you begin - Only published articles, step-by-step guides, and category pages can be exported. Hidden articles and categories are not available for selection. - The maximum export size is 25 MB. If your export exceeds this, reduce the number of selected categories or articles and try again. - You need at least one PDF template configured before exporting. See [PDF templates](https://docs.document360.com/docs/pdf-design-templates) for setup instructions. --- ## Access the Export articles page 1. Navigate to **Content tools** () in the left navigation bar. 2. Select **Import & export** > **Export articles** in the left navigation pane. ![Export articles page showing the Export as PDF tab](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/export%20as%20pdf.png) --- ## Create a new PDF export 1. On the **Export articles** page, click **Create new PDF** in the top-right corner. The **Start export** page opens. 2. Fill in the export details: | Field | Description | | --- | --- | | **Name** | Enter a name for the exported PDF file. | | **Password** | Optional. Add a password to restrict access to the PDF. | | **Select PDF template** | Choose a PDF template to apply design settings, cover page, watermark, layout, and fonts. | | **Workspace** | Select the workspace to export from. | | **Language** | Select the language version of the content to export. | 1. Review the template preview on the right side of the page. Navigate between the Cover, Terms, ToC, Content, and Version history previews to verify the design before exporting. ![Show start export page](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/export%20articles.png) 1. In the **Categories & articles** section, click **Select category articles**. 2. In the **Add categories & articles** dialog, select the categories, subcategories, and articles you want to include. 3. Click **Done** to confirm your selection. 4. Click **Export** to initiate the export. The **Export Status** updates to **Success** once the export is complete. NOTE - Internal article and heading links within the selected articles remain functional in the exported PDF. Links that point to articles not included in the export open the corresponding page on the knowledge base site. You can export articles from one or more categories in a single export. - If **Version history** is enabled in the selected PDF template, the exported PDF includes a version history table for articles and page categories where **Show Published Version History** is enabled. To know more about version history, read [Designing a PDF template](https://docs.document360.com/docs/pdf-design-templates#display-options) The table lists up to 10 published versions per item, sorted from newest to oldest, and includes the version number, publish date, publisher, and version summary. Version history is not included in exports of folders or index categories. --- ## Manage exported PDFs After an export is created, hover over it to access the following actions: | Action | Description | | --- | --- | | **Download** | Save the generated PDF to your device. | | **Regenerate** | Re-run the export with the latest published content. | | **Clone** | Create a duplicate of the export with all the same attributes. | | **Edit** | Update the export attributes such as name, template, workspace, or content selection. | | **Export details** | View the file name, version, language, and the categories and articles included in the export. | | **Delete** | Permanently remove the export. This action cannot be reversed. | --- ## Export a draft article as PDF You can export a single draft article as a PDF directly from the Advanced WYSIWYG editor to share it with members outside your project team. 1. Open the article in the **Advanced WYSIWYG editor**. 2. Click the **More** () icon and select **Export PDF**. ![More menu in the Advanced WYSIWYG editor showing the Export PDF option](https://cdn.document360.io/860f9f88-412e-4570-8222-d5bf2f4b7dd1/Images/Documentation/export%20pdf%20adv.png) 1. Download the PDF and share it as needed. NOTE When you export an article as a PDF, the file is static. Any updates made to the article after exporting will not appear in the PDF. If you want external members to always see the most recent version of an article, use [Share articles via private link](https://docs.document360.com/docs/share-articles-via-private-link) instead. --- ## Limitations | Item | Detail | | --- | --- | | **Maximum export size** | 25 MB. | | **Exportable content** | Published articles, step-by-step guides, and category pages only. | | **Hidden content** | Hidden articles and categories are excluded from export. | | **SVG images** | SVG images may not render in exported PDFs due to a limitation of the PDF conversion plugin. Convert SVGs to PNG or JPG before uploading as a workaround. | | **Version history** | Included only for article and page category exports. Not available for folder category exports. Maximum 10 entries per item. | ### Wide tables in exported PDFs If a table has too many columns or long cell content to fit within the PDF page width, the export process may split the excess columns into a separate block beneath the main table, rather than shrinking the table to fit on one line. Each split-off value still corresponds to its original row, based on order, but it will no longer appear side-by-side with the rest of that row's data. **Workarounds:** - Keep tables to 3 columns or fewer where possible - Shorten cell content, especially in the rightmost column - For very wide tables (5+ columns), consider restructuring as smaller tables or a definition-list format - Preview the PDF export before publishing articles with wide tables, since this behavior depends on content length and may not be visible in the web/portal view --- ## Best practices - Name exports descriptively. Use a naming convention that includes the workspace, language, and date, for example `UserGuide_EN_Oct2025`. This makes it easy to identify the right file when managing multiple exports. - Regenerate rather than re-export. If content has changed since your last export, use **Regenerate** instead of creating a new export. It re-runs the same settings against the latest published content without duplicating the export entry. - Test with a small selection first. Before exporting a large batch of categories, run a small test export to verify the template design renders correctly on your actual content. - Use password protection for sensitive content. If the PDF contains internal or confidential information, add a password at the export step to restrict access. --- ## FAQ **Can I export draft articles as PDFs?** You can export a single draft article as a PDF from the Advanced WYSIWYG editor using the More menu. However, the bulk Export to PDF feature only supports published articles. The exported PDF is static and will not reflect future changes to the article. **What is the difference between Clone and Regenerate?** Clone creates a duplicate of the export entry with all the same attributes, useful when you want to create a variation of an existing export. Regenerate re-runs the same export with the latest published content, updating the existing file rather than creating a new one. **Do links in the exported PDF still work?** Yes. Internal article and heading links remain functional in the exported PDF. If the linked article is included in the export, the link navigates within the PDF. If it is not included, the link opens the corresponding article on the knowledge base site. **What happens if my export exceeds 25 MB?** The export will fail. Reduce the number of selected categories or articles and try again. You can split the content across multiple smaller exports if needed. **Why are SVG images not visible in my exported PDFs?** SVG images may not appear in exported PDFs due to a limitation of the PDF conversion plugin. Convert the SVG to PNG or JPG and re-upload it before exporting.