There are many document formats available for communicating with others. Word documents and PowerPoint presentations are popular due to ease of use and collaborative editing. However, PDF’s are very useful for different purposes. Nowadays, people started using PDF to replace editable documents and browsers like Chrome also offers an option to save the webpages as PDF. In this article, we will explain the practical benefits of using PDF format for your communication.
What is PDF Format?
PDF stands for Portable Document Format. Adobe developed PDF format in 1990s using their own PostScript language. PDF documents use .pdf file extension and contain text, graphics and interactive elements.
You need Adobe Acrobat Reader DC for viewing PDF documents, which is a free software available from Adobe’s website. Almost all popular applications offer document conversion to PDF format. It includes macOS applications and Microsoft Word. However, editing PDF documents need special software like Acrobat Standard DC or Pro DC. This will cost you $12.99 or $14.99 per month respectively for Standard and Pro app.
There are many free applications also available for editing, combining and processing PDF documents.
Why You Should PDF Format?
Business world is full of exchange of various distinct documents. It is important that they should be in a format that is easy to handle. Whether you are sending important records, invoicing clients or maintaining customer records, you can be sure that the person you are sending your document to will be viewing it, as it is intended. The following are major benefits to making PDF format as a major part of your business and other work-related things.
1. Document Format Not Affected
Retaining the formatting is one of the major problems while sending documents in Microsoft Word or other processors. You might send your document properly organized from one computer but the person receiving the document may find the format altered. This imposes a bad impression when you are dealing with clients and other business-related people. PDF is an ideal processor to send your documents, as you can be sure of the layout is not altered.
2. No Font Problems
Many of create documents in Windows PC and sed across to users with Mac, iPhone or Android. Unfortunately, not all Microsoft fonts are available in all other operating systems. When the font is not available, your document may look completely different than what you saw on your computer. Good thing is that Word, PowerPoint and all other documentation apps simple way to save your documents in PDF format. You can send the PDF document and do not need to worry about the font and display problems. The styles are kept intact and can be read on any devices including smartphones.
3. Password Protection for Files
At times, you are handling highly confidential information in your PDF, which is very sensitive. In that case, it is best to use PDF processor to put a password on your document. It gives you an ability to keep any prying eyes away from your document.
4. User Friendly Format
The format is easy to view and share. You can easily sent to anyone around the world in an email or using document sharing app. It is also the safest choice to send the document. In addition, you can use page preview and navigation panes in the Acrobat Reader to quickly navigate through the documents.
5. Works on Any Operating System
It works on all operating systems. It does not matter whether the person you are sending to is viewing the document on PC or a mobile phone. They can easily open the document and there is no worry that the receiver may not able to open the document.
6. Likely to Stay for Long
Technology takes a shift quickly but PDF is likely to stay for long. The format is widely used around the world that it would take a huge shift in computing for everyone to follow a different format. If you are aiming to invest in PDF software, it is a sure thing that excellent returns are coming.
7. Smaller File Size
A huge advantage of using PDF format is that it has the ability to compress even extremely high-quality files into relatively smaller file sizes. It helps you save a lot of space in your USB or any other storage place in case you are facing any storage issues with your pen drives or PC.
8. Split PDF file
People now break PDF files to ensure more security. Breaking a large PDF file into smaller one helps you to keep away the sensitive information from people who do not need to see it yet sending them the other part. Emails at times choke onto larger files. In these cases, breaking the file becomes essential. There are many online tools available to split your PDF document. Sodapdf is one such free tool that allows you to break your PDF file into smaller portions easily.
You have to upload the file and mention the page number to split the document. The tool also allows you to preview and split it as per your need.
After splitting the file, you can merge the parts together whenever needed using the same Sodapdf merge tool
9. PDF Downloads and Embeds
If you are running a website, PDF is an ideal format for offering downloadable eBooks. It is also possible that you can easily embed the PDF document on your HTML page and allow users to read the content on your file. For example, content management systems like WordPress offers embed option to easily insert PDF documents on your website.
Undoubtedly, PDF documents offer higher security and convenient than traditional Word or PowerPoint documents. You can safely send to anyone without worrying about formatting problems.