PDF files are among the most popular file formats in the digital world. It is a type of document format that is especially popular among private users — professionals and students — and companies. Widely used due to its portability and security, it offers a fast and efficient way to share huge amounts of data in the form of an electronic document.
PDF stands for Portable Document Format. The file format itself does not define what kind of information the document contains, but rather how the file is organized and presented for reading and use using a PDF viewer.
Converting your files to PDF is a simple way to protect them against unauthorized use. Moreover, you can use passwords to protect your PDF files. If you require stronger protection for your documents, encrypting your PDF files ensures that only the recipients you have given permission to access them will be able to view them. Thus, instead of using simple passwords for your PDF, you can also save your PDF files in encrypted form to prevent nearly anyone from reading them.
PDF files ensure that the format of their content remains the same on every device — computer, tablet, and smartphone — no matter the PDF viewer application you use; users can view PDF files across different systems and applications.
If starting now you want to use and share documents only in PDF, there are online applications that let you convert your files to PDF.
Using PDFRun, here are the steps to convert your files to PDF:
1. On PDFRun’s PDF converter page, drag and drop onto the upload box or upload from your device single or multiple files you want to convert to PDF.
2. Wait for your file or files to be uploaded. Then, click on ‘Create PDF’.
3. PDFRun will begin converting your file or files to PDF.
4. You will be redirected to PDFRun’s online document editor where you can make changes to your document.
5. When you are done, click on ‘Download as PDF’ at the top-right part of the page to download your document in PDF.
Take note that file conversion to PDF is only available for .jpg, .jpeg., png., .doc., and .docx formats.
Here are some notable advantages of using PDF files:
Preserves appearance and formatting
PDF files are effective in preserving a document’s original appearance. This means that no matter the device you are using to view PDF files, their display will remain as you intended them to be. Nevertheless, while they are excellent in maintaining the formatting of a document, it is not impossible to make adjustments to their contents, using a PDF editor. Moreover, since PDF files are vector-based — they have an infinite resolution — you can blow them up to any extent without losing their quality when you print them out, unlike image formats, such as .jpg, and .jpeg.
Accessible, universal file format
Since PDF is globally accepted as a standard document format, it can be accessed and viewed using a variety of devices — from computers and laptops to smartphones and tablets. The device-independence feature of PDF is highly useful as it allows the user to access, read, and generate documents from anywhere without any trouble. In fact, due to its accessibility, many businesses and professionals prefer PDF over other document formats.
Portability
As a universal file format, PDF is portable; It enables individuals to carry their files with them wherever they go so they can work anywhere and on any device. PDF files do not require any special software, as they can be opened by standard PDF readers and even internet browsers, such as Google Chrome and Mozilla Firefox.
Easier storage
PDF files are compact, they occupy less space on your device’s storage. A single PDF document can hold multiple files within it, making storage even easier. This is beneficial for businesses that need to store a large number of documents and other related assets, such as graphics and images. In addition, PDF files are easy to store as they are significantly smaller in file size compared to other document formats. Due to its size, PDF files reduce bandwidth usage and increase website loading speed. This results in faster transmission and sharing of documents, contributing to efficiency and helping save time and cost. Furthermore, PDF documents can be compressed and encrypted for easy storage and safekeeping.
Better dissemination and sharing
You can easily share PDF files with anyone regardless of the operating system of their device. It makes PDF files an ideal choice for sharing documents within organizations and with other individuals. Due to PDF files being a universal file format, recipients will not have any difficulties in viewing, reading, printing, commenting on, or electronically signing a PDF file since it is designed specifically to maintain its formatting integrity, no matter the device or software they use. Moreover, this type of file can be opened, analyzed, printed, or edited using PDF editor applications, when necessary.
Security
As a document format that you can secure using encryption and passwords, PDF files aid in maintaining the confidentiality of data in them. By restricting unauthorized access, those who have no access to them will not be able to alter any information they contain, as they cannot be hacked easily. Therefore, PDF files are ideal for companies and professionals, particularly when they need to safely share confidential information; PDF files allow them to do so without fear of security breach.
Saves resources
By using PDF files, you save two important resources — paper and time. You save paper and contribute to preserving our environment by choosing to work using electronic documents. Without manual documentation processes, including printing and transmitting physical documents from one location to another, you save time. PDF files are completely electronic. This means that technology is on your side, letting you contribute to saving both paper and time and empowering you to be more efficient.
PDF files offer the best way to edit, manage, and share documents that must be viewed by anyone in their original form, with all possible features and elements intact. Explore the advantages of using PDF files by using them first hand.
