There is a general tendency that even if we have a hard copy of a document, we like to keep a digitized version of it to be on the safer side. The whole world is moving towards digitization, and so is the way we send and receive documents. However, one of the major problems with saving documents in Word format is that you can’t guarantee their integrity across different devices.
One way you can solve this problem is by saving documents in PDF format. Tools that convert and merge PDF files free online save you from a lot of hassle and inconvenience. So what is a PDF file, and what are its benefits? Let us read the following article to know more.
What is a PDF document?
A PDF document format is a versatile and widely used document format. It is used to view documents on electronic devices while keeping the original format and appearance intact. Abode created the PDF format to convey a universally compatible file format based on the PostScript format.
A PDF format is independent, meaning it can be shared across various devices and operating systems without the original software. Saving documents in a PDF has numerous advantages for your business. A few of them are mentioned below.
Benefits of PDF Documents
-
Saves Time and Money
One of the primary advantages of PDF documents is that it is extremely easy to save and share. Digitizing documents into PDF format is easy, and sharing it across different devices is quick. This saves you the money which you would otherwise have needed to send these documents by post. Moreover, you also save on paper and ink because converting documents into PDF is almost free.
-
Ensures That Your Documents Remain Confidential
Another benefit of PDF documents is that they can be protected with a password. So, even though someone has your PDF document, they won’t be able to open it if they don’t have the password. Therefore, using it for your business can help maintain the confidentiality of sensitive information.
-
Maintains Graphic Integrity
One problem with Microsoft Word and PowerPoint formats is that they can’t maintain their graphic integrity. For instance, if you share a Word document, the formatting may be completely different from the original version. This looks very unprofessional, especially when you are sharing files with a client or colleague. However, PDF format solves this because it maintains the graphics and layout of the document even after it is transferred to another device. Moreover, it is best to send documents in PDF if they are meant to be printed.
-
File Size
Another beneficial characteristic of PDF documents is how small the file sizes are compared to other formats. Moreover, if the PDF files are slightly large, they can easily be compressed. This makes sharing files via email very convenient and saves a lot of space in your computer and cloud storage.
-
Search Engine Friendly
PDF documents are SEO-friendly, which means they can be easily found by search engines. PDF is a reputable document format and can be easily integrated into any website.
-
Adaptable to Any System
PDF documents work effectively on all the major operating systems. You don’t have to worry if the receiver’s computer is a Mac, Linux, or Windows. Moreover, it is compatible with both Android and IOS devices. So, they are mobile-friendly as well.
-
Seamless integration of Non-Text Elements
A PDF format also helps you integrate non-text elements seamlessly. Sometimes, documents need to include images, hyperlinks, and other designs for a better understanding. When you format your files into PDF, it is easier to integrate them compared to Word documents.
Conclusion
Saving your important files in PDF format comes with numerous benefits. It is a superior way of saving documents that enables you to share, convert, and receive them easily. Therefore, if you run a business and have a pile of documents in Word format, you must consider converting them into PDF to ensure their safety and integrity.
