A few decades back, sharing documents across different devices, platforms, and operating systems was highly problematic. But, it was badly needed, and we had to deal with that, whether for business or personal reasons. Fortunately, that started to change with the advent of PDF.
Short for portable document format, PDF allows you to send documents while maintaining their original formatting, regardless of where they are shared. With the various benefits it offers, it didn’t take long for PDF to become one of the world’s most-used document formats, providing a secure and reliable solution to share data within your network.
There are plenty of ways to convert your files to PDF. Sites like GogoPDF have tools that let you edit, convert, and split PDF for free and that’s just the tip of the iceberg.
When It Makes More Sense to Convert to PDF
While you can always use Microsoft Word, Excel, and a host of other formats, there are situations wherein it’s better to use PDFs instead. Below are some everyday real-life examples.
1. Sending Important Files
When sharing sensitive documents, do you ever worry that they may be altered during transfer or by the recipient themselves? If your answer is yes, then you’re not alone. This much is true when the documents involved are contracts that discuss salaries, invoices, etc.
PDFs allow you to secure your documents using a password and modify access to keep recipients from either editing, printing, deleting, or forwarding the file to others. It gives you the guarantee and peace of mind that your work will not be edited without permission.
2. Preserving Original Format
In relation to the above point, sending a document in PDF format is the way to go if you want to make sure that its layout and content will look the same when viewed from a different computer. This is particularly essential with documents where the formatting and styling are of top priority. Think of your CVs, recipes, and internal memos that you send to your teams.
As technology continues to evolve, you can rely on PDF as a file format that will present information in a manner that is independent of operating systems and hardware, even in the future to come. It’s not likely to become obsolete in the long-term, owing to the demand for document printing, archiving, and exchanging.
3. Creating A Portfolio
Create a CV, cover letter, reference letter, or even a portfolio of your work and save it as a PDF—the recipient will thank you for providing a file that’s easy to download and access, without the risk of them altering the file you worked on for hours.
Another great thing about PDF is the ease of merging and splitting documents in PDF format, without affecting its layout. It’s also useful when your file is heavy on graphics, images, and other rich content, as PDF can compress it into a relatively small size without compromising its quality.
4. Archiving Files in A Universal Format
We can’t stress enough how often we encounter a problem in maintaining the format of shared documents and when it happens, it can leave a bad impression on the recipients. This much is true in Microsoft Word and Excel, where the layout and formatting are essential.
Using PDF would allow you to relax a little about the format of your documents. It will be presented exactly how you laid it out, making an ideal tool for sending files that have to be printed out.
5. Converting files
You can easily convert Word, Excel, PowerPoint, etc. into PDF and turn them back into their original format in a matter of a few clicks. It also supports many advanced features including audio, videos, images, hyperlinks, etc.
If the above points are not any indication, PDF is easy to approach, and it allows you to manage your files with ease. Many online PDF converter tools have a suite of other functional features that let you tweak and secure your documents whenever necessary. On top of all that, PDF files are easily accessible on any device with a web browser, thus saving you time and effort.
If you relate to these examples daily, then there’s hardly a reason you shouldn’t start using PDF. Try using GogoPDF and see it for yourself. Edit, convert, merge, or split PDF online for free using this service.
Takeaway
PDF is a powerful digital tool that fulfills many, if not all, your document needs. It allows you to share documents with ease and offers many digital features like password protection, e-signatures, etc.
To conclude, the benefits that PDF offers are significant. We can only expect it to become more useful in the upcoming days, as we continue to move our activities online.
