PDF is an indispensable tool for paperless workflow since it allows you to preserve formatting when opened on different devices and through various editors. Each user must have encountered files of this format at least once and noticed that it is difficult (and even impossible) to edit them. Many companies, agencies, and government organizations use it for various purposes for this very reason. Any changes made do not go unnoticed. Moreover, you can find it in almost any country; since 2008, it has been recognized as a standard according to ISO requirements. What is the reason for the popularity of this format? What are the PDF benefits for your business? And with what programs can you modify such files? Read more about all this below.
What Is PDF (Portable Document Format)?
PDF is a unique file format developed by the Adobe Systems team back in the 90s as a universal solution for presenting printed materials (books, brochures, magazines, etc.) in electronic form. Its main feature is that it retains the formatting of the saved or scanned document in its original form. It was created when file-sharing was still quite cumbersome and challenging. The IRS was the first to appreciate PDF benefits, which used it to submit tax forms.
This format is often used within a paperless office to transfer graphic layouts and prepare materials for printing. There are some businesses in which the use of PDF files is indispensable. In addition to publishers and print companies, you can apply them to implement design ideas, communicate and share specifications, provide marketing materials, and combine multiple media files into a single document. This format is compatible with almost all devices and platforms. You don’t need specialized software to open PDF docs; content can be accessed even through a browser.
PDF is used literally all over the world in a wide variety of companies and organizations. Since it was recognized as an ISO standard format in 2008, it has gained global acceptance. All thanks to the fact that it opens on any device exactly in the form it was created. In this case, the location, operating system, and program with which you view documents do not matter; formatting remains unchanged. If you exchange files with colleagues and clients from another country, you can be sure they will be able to see its content without any issues.
Preserving formatting is key for some businesses. If you create white papers, specification documents, graphic layouts, and other complex objects, you need a tool that will keep the content in its original form. The PDF format is just such a tool. Files generated in MS Word or any other text editor may change their looks if opened in another program or platform. Using PDF avoids such problems.
Supported to Any System
No matter what operating systems and devices senders and recipients have, they can easily open PDF documents. This format is compatible with almost all major platforms. You can use it on PCs and laptops (Linux, Mac, Windows, etc.) as well as portable devices (iOS and Android). When exchanging documents in other formats, you should first make sure that recipients have the software required to open them. PDF greatly simplifies this process as it is adaptable to any OS or device.
Security Is Guaranteed
PDF is secure not only because any changes made to such files leave a “digital footprint” but also because any file can be password protected. As the format is often used to exchange documents that may contain sensitive data, it’s essential to have a tool that will keep you private. As with generating passwords for various services and accounts, you should follow the standard rules and come up with combinations that are difficult to guess.
Another advantage of PDF is that it is smaller than other formats. It is an excellent option for those who want to free up space on their device’s memory. Add multiple other files to the same document to compress them while still maintaining high quality. Thanks to this feature, you can not only free up disk space but also easily share large-sized materials via email or instant messengers (which have certain restrictions on file transfers).
Supports Non-text Elements
You can add more than just text to PDF documents. This format supports other objects like links, images, tables, graphs, photos, footnotes, and more. By preserving the original formatting, you can be sure that all these elements will be exactly where you intended them to be. Moreover, the links remain active; that is, readers can follow them directly from the document you sent, using any operating system or device.
PDF Is Durability
When creating a paperless workflow, it is important to have not only a stable but also a long-term tool that you can use to arrange a unified system throughout your activities. PDF will provide you with this opportunity because the format has been around for a long time, is the accepted standard, and will not be replaced by something more efficient anytime soon. At one time, PDF creation was a real technological breakthrough, so you can easily implement it in your business.
What Program Should I Use to Create PDF Files?
PDF documents are indeed compatible with all major platforms and can be opened even if you don’t have specialized software. However, you need to have an editor program or application to work with them and especially edit them. On the market, you can find many modern solutions. To make it easier for you to choose the right product, we advise you to pay attention to the following titles:
Adobe Acrobat is a standard program used to open and edit PDF files. It has truly powerful functionality that can be useful for both small businesses and large corporations. With it, you can also convert documents to other formats, add notes, merge or split files, delete fragments, work with content, and even arrange joint use.
With AirSlate, you can build a paperless workflow and deal comfortably with PDFs. A large set of bots allows you to automate and streamline many routine processes. Also, the platform can be integrated with many other services often used in business, such as Dropbox, Gmail, Slack, and Zendesk. There are ready-made automation templates that you can customize depending on the needs of your employees.
The PDFLiner online editor is a simple yet powerful tool designed exclusively for working with PDFs, templates, and forms. Unlike AirSlate and Adobe Acrobat, it won’t take long to figure out what’s what. All the functionality is designed specifically for editing documents, while there are even those tools that more popular competitors do not offer. You can use PDFLiner on any device as it is a web-based service and does not require any applications to be installed on your devices.
The benefits of PDF for your business are undeniable. It is a convenient and reliable format for exchanging a wide variety of information. Such documents take up less disk space, are utilized everywhere, and are safe for storing sensitive data. Of course, you can use other formats in your workflow if you wish. We hope this article will help you decide if PDF is right for your needs and choose the best option for your business.