Did you know that PDF is the third most popular file format on the web? The PDF file format beat even JPEG and GIF files. It lags only behind HTML and XHTML, which developers use to design and run websites.
If you want to run a successful and smart business, you shouldn’t steer away from PDF. It’s the recommended file format for government work, legal documents, medical records, and financial transactions. eBooks and comic books also rely on this file format too.
Why should you start investing in PDFs? Discover the many benefits and conveniences you can get by using PDFs with our list below:
Maintains Visual Format
Have you ever tried sending a .txt or .docx file to someone who doesn’t have Notepad or Microsoft Word? They can open the file using a different app that supports those formats, such as Google Docs or LibreOffice. However, the document won’t appear as originally designed.
There’s a high chance that the indents or margins won’t be the same. Images might not be in the right place. Spacing between words, lines, and paragraphs won’t be the same either.
If the recipient has MS Word but you used a unique font that they don’t own, their MS Word won’t run it. Their MS Word will convert the text into a font that the person owns. This ruins the visual fidelity and formatting.
PDFs don’t have to deal with this issue. Regardless of the app used to open the file, the PDF will appear as it should.
Images Keep Optimal Resolution
Sending documents with image files attached or embedded is always a risky action. There’s no guarantee that the image will load properly. Even when it does, it might appear out of place or with a lower resolution.
This is not a problem when you use PDFs. The image will always appear as it was originally uploaded. This is because PDFs aren’t dependent on one particular file reader to open.
Ubiquitous Accessibility
PDF is one of the world’s most important formats because of how ubiquitous it is. This means any device, running on any operating system, can access a PDF and it will appear as originally designed. You don’t need one specific app to open a PDF file.
You can open a PDF using Adobe Acrobat Reader, Foxit, Librera, or even your web browser. You can access a PDF on Windows, macOS, iOS, Chrome OS, Linux, or Android. The file will showcase its text and pictures as originally designed, whether or not the recipient has the necessary fonts installed in their device.
This makes it the ideal choice when you need to share files with different people or companies. Generating reports with a PDF guarantees all recipients can read the file regardless of the device they use.
Easy To Merge
Got several PDF files you want to combine into one massive document? That’s easy to do. Unlike other document files, you don’t need to create a new document and manually add the content from one file to another.
With PDFs, it’s as simple as using a merger application and selecting the order that they appear. The tool will then stitch the files together. If you want to break a file together, you can simply open the PDF on a browser and separate the pages you need.
Looking for a good means of merging your PDF files? You can check out this tool further explained at setapp.com.
Small File Size
Take a large document file that contains high-resolution images. When you save it as a .docx file, you not only have to save the text content and formatting but also the images. The result is a document file that consumes a lot of space.
Now take the same document and convert it into a PDF. The PDF will retain all of the visual fidelity and other elements in the file but you’ll notice that the size is much smaller. This makes PDFs the better choice to save on space and for more convenient file transfers.
More Than Text And Images
While most PDFs contain only text and flat images, you can do a lot more with them.
You can add fillable form fields, video content, GIFs, and even audio files. Not a lot of people use these extra features but businesses can use these to streamline their forms for higher efficiency.
Secure File Format
One of the biggest business benefits that PDFs provide is their high level of security. When you create a PDF, you can encrypt it with a password. This ensures only certain people can access the file and its content.
You can even go one step further and encrypt only certain portions of the PDF. This is important for people to need to send delicate files, such as legal documents, property titles, company contracts, or proof of business ownership.
Digital Signatures Allowed
Sending a contract for someone to sign? If you use any other document file format, you’ll need the recipient to sign using an app like MS Paint. They’ll then have to transfer that image to the document, save it, and send it back to you.
PDFs work around this by allowing users to save a digital eSignature. You can create an eSignature using any PDF reader, save it to your profile, and then attach that signature to any PDF file you want to sign.
Adaptable For Any Kind Of Business
Given how secure and adaptable PDFs are, any small business owner should rely on them more than .txt or .docx files.
By using a PDF, you don’t need to worry about clients or consumers not being able to see or read the file as you intended. They’ll see it as you designed it, complete with its images and proper formatting.
The added encryption options and applicable elements like fillable form fields make it flexible for even more business purposes.
Take Advantage Of The PDF File Format Today
Now you know why the PDF file format is the superior choice for individuals and businesses alike. It’s a secure and flexible format that retains fidelity regardless of the app used to open it.
Did you find this guide on PDFs entertaining and informative? If you did, why stop here? We’ve got other articles discussing technology, entertainment, and business tips for you to check out!