If you’ve been using computers for any length of time, you’ll be aware of the many different file formats out there. While each was made for a specific reason and has its unique properties, no single file type is as widespread and compatible as PDFs, and it’s not hard to see why.
PDF files have many benefits when it comes to sharing, editing and storage. These include their compressible nature, universal readability and widespread acceptance across many different sectors and industries.
Keep reading to learn more about why PDFs are the superior file format and why you should be using them both in your professional and personal life.
Editable Across Different Platforms
Among PDFs’ biggest strengths is that they can be edited across different devices and platforms, even offline. You can easily make PDFs with Adobe Acrobat in a few minutes, with emerging developments in generative AI that can help you create even better documents, in terms of clarity, formatting and tone. These programs also let you edit existing PDF documents at the drop of a hat.
It’s also incredibly easy to create a file in another format before converting it into a PDF for seamless sharing and storage. For example, .word, .jpeg, and .png can all be transformed into .pdf files using simple online tools. Many specialised tools like Power BI also give you the option to receive your data output in PDF format. PDF files can be created and edited using a wide range of software for almost any platform, which goes a long way to explaining their widespread usage.
Universally Readable
As a file format, PDFs have had such widespread adoption due to their universal readability. They can easily be opened whether you’re using a MacBook or a Windows computer, which is not something that can be said for Word or Pages documents. PDF files can even be opened on phones, which is a must in this day and age when we get lots of our work done through on mobile devices.
The benefits of PDFs go beyond simply being accessible on various platforms. While other document types, such as Microsoft Word, can technically be accessed through different devices, it’s not uncommon for the contents to appear jumbled.
PDFs are by far the most convenient file format out there. When sending a file to anyone, whether it be in business or in personal life, they’re almost always a safe choice thanks to the ease with which they can be accessed and downloaded across devices.
Easily Compressible
Another major benefit of PDF files is that they’re extremely easy to compress. To decrease the size of a PDF, all you need to do is use one of the many free compression tools available online. Simply upload your file and select your desired size.
This feature of PDF files is especially useful in the business world. If you work in an office, you likely need to send and receive files via email on a regular basis. You’ve also probably experienced the frustration of being unable to send an email because your attachment is too big. Compressing your PDFs is a great way to overcome this hurdle.
Easy PDF compression also helps with document storage. Many workplaces use cloud-based solutions to keep a record of important files, and while the storage space of these applications can seem impressive at first, you’ll quickly start to run up against their limitations. Shrinking your PDFs can help you maximize virtual storage space and avoid having to pay extra for more.
Key Security Features
An additional reason why PDFs are the superior file format is that they allow you to add several layers of security. Hacking and cybersecurity are major concerns these days, so being able to protect important documents from unwanted users is vitally important.
There are many ways to secure a PDF file. One is to add either an open password or a permissions password. As the name suggests, the former prevents unwanted guests from opening the document, while the latter stops users without the password from performing actions like printing or editing the contents of the file.
PDFs also allow for electronic signatures, making them the perfect document type for sending business contracts and other official agreements. PDF files provide an unparalleled level of security that can guard against cybersecurity threats like information theft, digital forgery and hacking.
Widespread Usage
Lastly, PDFs are the superior file format thanks to their widespread usage in the worlds of business, academia, and personal life. Office workspaces often strive to standardise their processes, and a popular way they do this is by using a common file format for most of their important documents. Because of its many benefits, this format is more often than not PDF.
As we’ve already mentioned, PDFs aren’t just used in business, either. Many universities and other academic institutes will require students to submit their work in PDF format to ensure that they’re readable everywhere.
In personal life, most people also prefer to receive documents like birth certificates, passport scans and medical reports as PDFs because they can be opened and read on any device.
Optimize your File Sharing, Editing, and Storing with PDF Files
Ever since PDFs were invented in 1993, they’ve gained worldwide recognition as the best document format when it comes to business, academia, and casual usage. There are many key reasons for this dominance, including their security features and general readability across different devices.
In this article, we’ve just gone over why PDFs are the ultimate file format for sharing, editing, and long-term file storage. Familiarise yourself with the different properties of PDFs and learn how to create them today.
