The Portable Document Format (PDF), which dates back to the 1990s, was created with one goal in mind: to ensure consistent formatting.
If you are using digital documents, then you probably know that it can be difficult to share documents between computers and operating system.
PDF documents have been growing in popularity, and they are now one of the most popular document formats.
Although MS Word is the most well-known word processor, many users resort to PDF to send data, such as bills and handouts.
Although PDFs are useful for professionals and businesses in the business world, they also prove to be very popular among students at university and new readers who prefer to read on their phones or tablets. PDF files are becoming increasingly popular in the legal, medical, and real estate industries. They are also preferred by schools, colleges, small businesses, large corporations, and other organizations.
You might be wondering why PDF files are so popular. Check out the 5 main advantages of using PDF documents over Word documents.
. Consistent Formatting
I had to convert a PDF into Word to send to a client a few days back. The output file was fine on my computer and in the Microsoft Word version that I use, but it was messy on the client’s Mac and the older (2011) version of MS Word.
To have digital documents that are as valuable as paper ones, they must be accurate and reliable. It is not always easy to share and open them on different operating systems and devices. Microsoft Word documents and other word processors are often a case in point. It is very likely that a Word document sent to another user without the same app and the same fonts will go wrong. The altered format can lead to confusion and a bad impression.
The need for consistent formatting was the driving force behind the creation of PDF files. This is why it has the first and greatest advantage over Word documents. The PDF document format is the same regardless of what device your recipients use. PDF documents can be saved as a single file. This means that the entire formatting, fonts and layout design are included in the file. You can be sure that your file will appear exactly the way you made it.
When printing documents and not sharing them, formatting can be a delicate matter. Even if you share the same computer, a different printer could cause formatting changes in Word documents. It is highly recommended that you convert your.doc file to.pdf in order to ensure reliability.
. Universal Compatibility
A PDF document provides universal compatibility, which is in line with the formatting. If the recipient cannot view the PDF, what’s the point of maintaining the format? PDF files can be opened on all major operating systems. Since 2008, PDF files have been supported by many apps.
Most modern browsers can open and show PDF files. The same PDF file will open on Windows, Mac and Linux. You’ll be able to open the files on any mobile operating system, such as iOS or Android. Additionally, the desktop version will have many of the same functions.
Word documents cannot be reopened at all. Older versions cannot open files created in newer versions. A Word 2010 document will not open in Word 2010 if it is opened in an older version. Although it may be easy to edit Word documents in Word 2010, saving them on a Mac won’t guarantee that they will look the same on other operating systems. PDF files are compatible because they preserve all visual elements from other documents. This makes PDF files a great choice for sharing digital documents.
. Multi-dimensionality (versatility in interactive functions)
A rather useful benefit of PDF files lies in their multi-dimensionality.
PDF files can be used to store text, images, and other types of information.
You can add hyperlinks, rich media and movies to your PDF with the most recent Adobe Acrobat.
Although you might argue that certain items can be added to Word documents, integration is different. You can rest assured that adding different types of content to your PDF file will not cause any problems with the formatting.
Apart from the interactive elements, PDF files can also be used to create reports, portfolios and presentations. You don’t need to depend on different software for different tasks. This is an obvious advantage of PDF files over Word documents.
Also: Why PDF is better for data entry situations:
- Fixed fields are a way to make sure nothing is accidentally deleted or omitted
- Step-by-Step guides – users can freely add margin notes to help them navigate through complex forms.
- Formulas: Instantly add sales tax to an invoice or calculate exchange rates
- Signature – You can add a digital signature to contracts and personal documents.
Security
A significant advantage of PDF documents over Word documents is its high level of security.
PDF files can easily be secured with a password so that you are able to share them afterward.
This is particularly important for businesses and industries that have sensitive or confidential data. A digital signature can also be used to verify the authenticity of documents.
You can give restricted access to users, so they can only view files, but not make changes.
It is this ability to protect files without leaving any electronic footprint that has made PDF files a popular choice for legal professionals.
. File Size Reduction
The ability to reduce file size is a big advantage for PDF files. High-quality files can be compressed to a small size. Check out our Acesse o site aqui with four levels of compression to see the difference.
This is especially important if you have limited storage.
Sharing large files can be problematic as many services have a limit on file size. Converting files to PDF is a great solution in such situations.
Multiple documents can be combined into one PDF file, including images, spreadsheets, graphs, presentations, and spreadsheets. PDF can compress files without compromising quality. Documents containing graphical elements can be compressed from 2:2 to 8:1 without compromising their quality.
Last Thoughts
While we love Microsoft Word, PDF is our favorite format for distribution. These are the reasons. There could be even more.
You can convert any format with our free, easy-to use tools.
