ToolsFilesResumes

How to Migrate Your Resume and Portfolio Files Between Suites Without Losing Formatting

UUnknown

2026-02-13

11 min read

Hands-on guide to convert resumes between MS365, LibreOffice and ATSs — exact export settings, screenshots to take, and troubleshooting tips.

Stop losing your layout at the worst moment — how to migrate resumes and portfolios between Microsoft 365, LibreOffice and ATS systems without breaking formatting

Sending a polished resume only to find your bullet lists scrambled or your header fonts replaced is a nightmare every job-seeker and teacher knows. In 2026, ATS parsing has improved, but file migration between suites still trips up formatting, embedded images and accessibility and structured metadata. This hands-on guide walks you through exact export settings, step-by-step conversion workflows, screenshot checkpoints, and troubleshooting tactics so your resume and portfolio arrive intact — whether you're switching to LibreOffice to cut costs, using Microsoft 365 for advanced features, or uploading to Greenhouse, Lever, Workday and other ATS platforms.

Why file migration still matters in 2026 (short version)

By late 2025 and into 2026 many ATS vendors improved PDF and text parsing, but DOCX and plain text remain the most reliable formats for keyword extraction and layout-agnostic parsing. Meanwhile, open-source suites like LibreOffice have matured, offering strong compatibility with MS formats — but edge cases remain: text boxes, SmartArt/WordArt, custom fonts and advanced Word styles are common failure points.

Key 2026 trends to keep in mind

ML-powered PDF parsing is more common, but vendor variability means PDFs can still fail on some ATS (notably older corporate systems and custom portals).
Accessibility and structured metadata (tagged PDF, alt text) are increasingly required for university and government applications — see practical notes on automating metadata extraction to streamline tagging.
Resume builders and ATS simulators (e.g., Jobscan-like tools) integrate better with web profiles, so have a separate visual portfolio PDF and an ATS-optimized DOCX/plain text resume.
Open-source toolchains (LibreOffice headless, pandoc, unoconv) are now production-ready for batch conversions — useful for students and career centers processing many documents.

Before you convert: quick checklist (do this once per resume)

Use styles (Heading 1, Normal, List Bullet) instead of local formatting.
Choose web-safe fonts: Calibri, Arial, Times New Roman, Georgia. If you must use a custom font, consider an image for the header or include a fallback.
Replace complex objects (SmartArt, WordArt, embedded charts) with flattened images where possible.
Remove tracked changes and comments. Save a separate working copy that retains those if needed.
Create an ATS-optimized version (DOCX + plain text) and a visual portfolio version (PDF/A or standard PDF with embedded fonts).

Workflow A — Microsoft 365 to LibreOffice (keeping layout)

Scenario: You want to stop paying for 365 but keep a resume looking identical in LibreOffice. Follow this order to minimize formatting shifts.

Step 1: Clean up the Word source

In Word (Microsoft 365), go to File > Info > Check for Issues > Inspect Document and remove personal metadata, comments and hidden text if transferring externally — protecting user data is covered in security guides like Security & Privacy for Career Builders.
Convert all manual paragraph spacing into styles. Use Home > Styles > Modify.
Replace WordArt and SmartArt with high-resolution PNGs if they are essential.

Step 2: Save using compatible settings

File > Save As > choose Word Document (.docx) — not an older .doc. Options: click "More options" then Tools > General Options — leave encryption off for conversion.
Optional: File > Options > Save > set "Save files in this format" to "Word Document (*.docx)" for consistency.

Step 3: Open in LibreOffice and fix known gaps

Open LibreOffice Writer > File > Open > your .docx file.
Check headings, list indentation and tables. Common issues: numbered lists get re-indexed; tab stops shift. Use Format > Bullets and Numbering to reapply list formats.
For text boxes that became "frames": right-click frame > Properties > Anchor > To paragraph. Adjust wrap style if it jumped to something else.

Step 4: Export from LibreOffice for use in ATS

LibreOffice has multiple export choices. For ATS you should keep a DOCX copy and a plain text copy.

File > Save As > select Word 2007-365 (.docx). In Tools > Options > Load/Save > Microsoft Office, confirm compatibility settings are enabled.
File > Export As > Export as PDF > uncheck image compression for resume PDFs you want visually sharp. For ATS preference, avoid embedding fonts in a way that creates rendering layers that some parsers skip.
Create a plain-text version: File > Save As > Text (.txt) > choose UTF-8. This is the copy you paste into web forms or upload if the portal strips formatting.

Workflow B — LibreOffice to Microsoft 365 (preserving advanced Word features)

Scenario: You built a resume in LibreOffice or received an .odt and need a Word-ready DOCX that keeps most layout and style fidelity.

Step 1: Normalize styles in LibreOffice

Use Styles > Manage Styles. Make sure headings map to Heading 1/2/3 and body text is "Text Body." Consider using a reference DOCX template to keep styles consistent across suites.
Avoid LibreOffice-only features like Writer-specific frames and callouts; convert to simple paragraphs where possible.

Step 2: Save as DOCX with compatibility options

File > Save As > select Word 2007-365 (.docx) and check "Always save as Microsoft Office 2007–365" in the options if available.
If your resume contains images, use Insert > Image and set image resolution to 150–300 DPI.

Step 3: Open in Word and fix Word-specific niceties

Open the exported .docx in Word (desktop or online). Use the Navigation Pane to verify heading hierarchy.
Recreate any dynamic elements in Word (SmartArt, shape effects) if you need them — Word's native versions look better and edit cleanly.
Save a new copy and use File > Export > Create PDF/XPS for your visual portfolio if needed.

ATS compatibility: recommended file types and why

Pick two outputs per application: one ATS-friendly file and one visual portfolio file.

ATS-friendly (primary)

.docx — Most reliable. Keeps structure (headings, bold, lists) that parsers use for section detection.
.txt (plain text) — Use when the web form strips formatting or when copying/pasting. Ensures keyword integrity and prevents layout artifacts.
.pdf — Increasingly okay, but confirm the employer's system. Some older or custom ATS still misread layered PDFs or scanned PDFs.

Visual portfolio (secondary)

PDF (not PDF/A) with embedded fonts — Best for preserving exact layout and images for reviewers and teachers. Avoid PDF/A if you need ATS parsing; some parsers choke on the PDF/A metadata in 2026.
Hosted portfolio links (Notion, GitHub Pages, Webflow) — include a clear downloadable resume in DOCX and PDF. If you optimize a hosted resume, follow an SEO and tools checklist for better discoverability.

Export settings cheat sheet (MS365 and LibreOffice)

Microsoft 365 — Save / Export

DOCX: File > Save As > Word Document (.docx). Keep compatibility settings for Word 2013+ if targeting older systems.
PDF: File > Export > Create PDF/XPS Document > Options — uncheck "ISO 19005-1 (PDF/A)" for ATS use. Check "Document structure tags for accessibility" (tagged PDF) for government/university portals.
Embed fonts: File > Options > Save > "Embed fonts in the file". Use cautiously — embedding can create parsing issues for some ATS.

LibreOffice — Save / Export

DOCX: File > Save As > Word 2007-365 (.docx). In Tools > Options > Load/Save > Microsoft Office check compatibility settings.
PDF: File > Export As > Export as PDF > General tab — set "Tagged PDF" for accessibility, Compression: Images 150–300 DPI, Embed standard fonts if option available. Don’t choose PDF/A when preparing ATS-targeted PDF.
Plain text: File > Save As > Text (.txt) with UTF-8 encoding. Strip unusual characters.

Screenshots you should take (and why)

When converting, take screenshots at these checkpoints so you can quickly compare and troubleshoot.

Original file open in source app (show the header, bullets and a sample table).
After opening the converted file in the target app (same areas).
Export settings dialog you used (PDF or Save As dialog) so you can replicate settings later.
Plain text output (open the .txt file) to show where line breaks and bullets landed.

Tip: Save screenshots with filenames like resume-source.png, resume-after.docx.png, export-settings.png for easy comparison.

Advanced tools and command-line options for batch work

If you manage multiple resumes (career center, teacher handling many students), use headless conversions:

LibreOffice headless (soffice) to convert ODT to DOCX/PDF in bulk: soffice --headless --convert-to docx *.odt
pandoc for markdown-to-docx conversions: pandoc resume.md -o resume.docx --reference-doc=ref.docx (use a reference DOCX to control styles)
unoconv for command-line conversions if soffice alone isn't flexible — consider pairing these tools into a simple micro-app or script for batch work (see micro-app examples).

Troubleshooting checklist: common issues and fixes

1. Bullets and numbering reset or misaligned

Fix: Reapply list styles. In Word use Home > Multilevel List > Define New Multilevel List. In LibreOffice use Format > Bullets and Numbering.

2. Fonts swapped or header looks wrong

Fix: Switch to web-safe fonts or embed fonts in the PDF only for portfolio. Keep DOCX font choices to common fonts to avoid substitution.

3. Text boxes become unanchored frames

Fix: Anchor frames to paragraph and set wrapping to "In line" for critical header elements. Or replace the text box with a table cell if alignment matters.

4. Tables break across pages differently

Fix: Use table properties to set "Allow row to split across pages" appropriately and set fixed column widths based on percentage rather than absolute pixels.

5. ATS dropped keywords or misplaced sections after upload

Fix: Upload the DOCX and the plain-text version. Use an ATS simulator to preview parsing. If the ATS displays unexpected section detection, rename headings to standard terms: "Work Experience", "Education", "Skills".

Portfolio-specific advice

Portfolios are visual — keep a high-fidelity PDF and a web-hosted version. But always include an ATS-friendly resume link.

Export images at 150–300 DPI. Compress to keep the PDF under 5–10 MB for email and uploads.
Provide text alternatives (alt text) for each image — this improves accessibility and helps screen-readers (important for university positions and some public-sector job applications in 2026).
When migrating from PowerPoint to Impress or vice versa, export slides as high-res PNGs and rebuild any complex transitions as static images.

Case study — a student migration that saved time and applications

Context: In Fall 2025 a graduating student switched from MS365 to LibreOffice due to university license changes. They had a visual resume with a header image, two tables and a custom bullet design. Following the steps above, they:

Replaced the header font with Calibri and flattened the header into a PNG for portability.
Converted tables to simple two-column layouts using styles.
Saved both a DOCX and a plain-text copy, then tested both in a Greenhouse sandbox and with an ATS simulator.

Result: Their document retained 95% of the original layout across suites and they avoided 3 application errors during campus recruiting when an employer's portal rejected a PDF-only upload.

Final verification and best-practice checklist

Open your DOCX in Word online and Word desktop to check headings and lists.
Open your PDF in Adobe Reader and browser to verify embedded images and alt text.
Paste your plain-text version into a text editor to ensure keywords survive line breaks.
Run your ATS-friendly file through an ATS simulator or the employer’s portal test (if offered). Also review your export and data-handling steps against security best practices for recruiting.

Wrap-up — practical takeaways

Create two versions: ATS-optimized (DOCX + plain text) and visual portfolio (PDF).
Use styles and web-safe fonts to minimize conversion issues.
Flatten complex objects (SmartArt, WordArt) or re-create them natively in the target suite.
Take screenshots at key steps so you can roll back settings when something breaks.
Test with ATS simulators in 2026 — ML parsing improved but vendor differences persist.

Converting files is not just a tech task — it's a career safeguard. A small extra step during export can mean the difference between a recruiter seeing a polished resume or a scrambled mess.

Resources & conversion templates

Download our free conversion checklist and reference DOCX template (styles pre-mapped for ATS) at smartcareer.online/templates.
If you process many files, use soffice --headless or pandoc with a reference docx to standardize styles across batches.

Call to action

If you found this guide helpful, download the free conversion checklist and reference DOCX we built for students and educators. It contains the exact style mappings, export settings screenshots and a one-click test script to run your resume through an ATS simulator. Visit smartcareer.online/templates to get the checklist and join our weekly career-tech mailing list for more hands-on workflows and templates that actually work in 2026.

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